Extract Employees from Workday Task

About Extracting Employees from Workday

Workday is a commonly used HRIS for managing employee data. Using workflows, you can automatically import your employee data from Workday and save it to your Qualtrics employee directory for use in your current EX programs.

Once you’ve set up this task, you must combine it with the Load users into EX directory task to save the data in Qualtrics. More information can be found on the Building ETL Workflows page.

Workday Requirements

Before you get started extracting employee data from Workday, you need to set up your Workday instance so that it can send data to Qualtrics.

Creating an ISU

You must create an Integration System User (ISU) in Workday that has access to the relevant security domains within Workday (i.e. has permission to access the data you want to import into Qualtrics). This is the user account you will connect to the workflow task.

Field Override Service

Sometimes values returned from Workday may not be useful for you, but you can derive meaningful values from the field. For example, Workday returns an employee’s raw birth date but does not automatically calculate their age. However, you can configure a field override service in Workday to expose extra “calculated” fields. When creating the field override service, Workday will give you an Integration System ID which you will use later for saving the fields in Qualtrics.

Setting Up an Extract Employees from Workday Task

Qtip: Check out the Extract employee from Workday template for a preconfigured setup.

1. Create an ETL workflow.
2. Select Data source (ETL extractor).
   
3. Choose Extract employees from Workday.
   
4. Choose the Workday account to use. You can use an account you’ve previously connected, or a shared account a Brand Administrator has connected.
   
5. If adding a new Workday account, click Add a new account.

   Qtip: When adding a new account, you’ll need the following information:

   • Name: Give the account a name so you can identify it in the future.
   • Username: The username you use to log in to Workday.
   • Password: The password you use to log in to Workday.
   • Host Name: The host name prefix included in the Workday login/API URL (e.g., wd2-impl-services1.workday.com).
   • Tenant Name: The tenant name included in the URL when working in Workday (eg., https://<hostName>/ccx/service/<tenantName>/).
6. Click Next.
7. Choose the fields you want to import from Workday. By default, Worker ID, First Name, Last Name, and Email Address are automatically selected. For a full list of fields, see Supported Fields.
   
8. To remove a field, click the minus sign (–).
9. To import additional standard fields, click Add a Field.
10. To import a calculated field, click Add a Calculated Field.
11. Specify the calculated field name.
    
12. Enter the Integration System ID. For more information about this field, see the Field Override Service subsection in the Workday Requirements section.
13. Check the I acknowledge that this integration is powered by Boomi checkbox.
    Attention: This extension uses a third-party platform, Boomi, to run. Boomi will process the employee data, but no extracted data is stored or persists on Boomi’s servers.
14. Click Save.
15. Add a Load users into EX directory task to your workflow. See the linked page for more information.
    Qtip: We recommend running your data through a basic transform task before sending it to a data loader task. This allows you to make sure your fields are in the right format for easy mapping in the loader task.

Supported Fields

This section covers the fields that you can import from Workday.

Troubleshooting Common Errors

If your Extract employees from Workday task has failed, go to workflows run history to find more information about why the task failed. This section covers common errors you may find and their resolution.

FAQs