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Set Up a Workday Data Source

Explains how to set up a Workday Data Source to load data and metadata from Workday into Adaptive Insights

Set up of the Workday-Adaptive Insights integration is handled by Adaptive Insights. It is strongly recommended that first-time set up of a Workday-Adaptive Insights integration be performed by Adaptive Insights Professional Services or a certified implementer. Contact your Adaptive Insights Customer Success manager to get started.

You can use a Workday data source to select Workday reports and import data and metadata from them into Adaptive Insights. When you set up a Workday data source, you need to create a Workday credential. A Workday credential lets you reuse authentication details with more Workday data sources or loaders.

Watch the video: 3m45s

Create a Planning Account Loader
 

Before You Begin

Within Workday

  • Permissions required: Ability to register an API Client.
  • Set up SSO for Adaptive Insights.
  • Configure the reports you want to import from with both Enable as Web Service and Enable for Worksheets.
  • Verify that OAuth 2.0 Clients enabled is selected in Tenant Setup - Security.

Within Adaptive Insights

  • Verify that Workday Power of One was enabled by provisioning for your instance.
  • Permissions required: Integration > Data Designer and Integration Operator.
  • As an Administrator, navigate to Administration > General Setup and verify Workday is selected within Enable Features > Integration.

How You Get There

Navigation Icon5.png Go to nav menu > Integration > Data Designer. 

Basic Steps

  1. Create a Workday credential in Adaptive Insights.
  2. Create a Workday data source.
  3. Select Workday reports to import.
  4. Import Workday structure from the reports.
  5. Import Workday data from staging Tables.
  6. Automate Workday imports using an integration task.

Additional Steps to Enable Drill-through (Drillback) to Workday from Adaptive Insights

  1. Verify that Workday Power of One was turned on for your Adaptive Insights instance by provisioning.
  2. Create a Workday External System.
  3. Select a Workday Credential.
  4. Load Actuals data from your Workday data source.
  5. Verify that the intersection in the sheets you want to drill from contain an import from a Workday data source.

Create a Workday Credential

For security reasons, integrating Workday with Adaptive Insights requires setting up a Workday credential for authentication. You can associate a single Workday credential within Adaptive Insights with one or more Workday data sources or loaders. Create and delete credentials using the Credentials pane in the Component Library.

  1. Expand the Credentials pane in the Component library and select Create New Credential.
  2. Select Workday Credential in the Credentials menu.
  3. Enter a unique name that helps you identify the Workday tenant and user it connects to.
  4. Select Create.
  5. Copy the Redirection URI to your clipboard. You need this URI to register an API client in Workday.

Register a Workday API Client

  1. Open a new browser window and log in to Workday as a user who can register API clients.
  2. Search for the term "Register API Client".
  3. Select Register API Client.
  4. Provide a Client Name that makes it clear this API client integrates with Adaptive Insights.
  5. Select Authorization Code Grant with a Bearer access token.
  6. Paste the Redirect URI you copied from Adaptive Insights into the Workday Redirection URI field.
  7. Select Non-Expiring Refresh Tokens.
  8. Set Scope (Functional Areas) to Tenant Non-configurable.

If you need to access the Location dimension in Workday, also select Organizations and Roles in Scope (Functional Areas). Configure the security group for View Only Access and Integrator Access on the Domain Setup Organization.

  1. Select OK to generate the key, secret, and other details that identify your new integration client.
  2. Copy these items so you can paste them into your Workday credential in Adaptive Insights: 
    • Client ID
    • Client Secret

Complete the Workday Credential in Adaptive Insights

  1. Return to the browser window for Adaptive Insights containing the incomplete Workday credential.
  2. Paste in the items you copied from the Workday API Client:
    • Client ID
    • Client Secret
  3. Leave OAuth2 Scopes empty. It populates once you successfully request authorization.
  4. Save the Adaptive Insights Workday Credential.
  5. Select Request Authorization in the Actions paneA prompt redirects you to Workday.
  6. Select Allow in the Workday authorization window. If you logged out of Workday, you can log in, then select Allow. Workday redirects you back to Adaptive Insights.
  7. Verify that the Configuration Status field updates to Fully Configured in the Workday credential.
  8. Refresh your view of the credential by selecting it again in the Credentials pane. Authorization Status indicates you authorized the request and the date of your authorization.
  9. Select Test Connection in the Actions pane, and select Test. A message indicates if the connection succeeded.

Links for Manage Reports, Test connection, Import structure, and Import data remain disabled for a Workday data source until you select a successfully completed credential.

Create a Workday Data Source

  1. Expand Data Sources in the Component Library and select Create New Data Source.
  2. Select Workday.
  3. Enter a unique name for the data source and select Apply.
  4. Select an existing Workday credential. If one doesn't exist, create it using the steps described earlier.
  5. Select Test Connection to verify your credential settings work.
  6. Save the data source settings.

Select Workday Reports to Import

The Workday data source only imports the custom Workday reports you select. Accounts, dimensions, levels, and attributes from Workday come from these reports. For example, the Plan Dimensions and Hierarchy Report from Workday contains the equivalent of Adaptive Insights dimensions and hierarchies. The Journal Lines report contains journal entries. You can also access financial data or HCM data.

  1. Select the Workday data source in the Component Library if it isn't selected already.
  2. Select Manage Reports in the Actions pane.
  3. Select the Reports folder in the Manage Reports dialog.
  4. Select Add > Report beneath the Reports folder, or right-click on the folder Reports and select Add Report.
  5. Give the report a name indicating what you will use it in Adaptive Insights and select Apply. For example, if this report defines the dimension "Cost Centers" you want to load into Adaptive Insights, you could name it "Cost Center Dimension."
  6. Select a custom Workday report.

Only advanced Workday reports with both Enable as Web Service and Enable Worksheets settings appear in the list.

  1. Select Apply.
  2. Repeat these steps to add all of the Workday reports you want to import from.

Best Practice: If your Workday report contains dates or true/false prompts, use the Edit parameters link to create Integration parameters you can associate with these dates and true/false prompts. See the Edit Integration Parameters section of this article for more.

Create Parameters to Filter Data

You can filter Workday report data by setting two types of report parameters:

  • Required Parameters
  • Optional prompts and columns.

When setting these parameters you can select WIDs (Workday reference parameters) identified by three vertical dots or existing Integration parameter types (integer, boolean, text) identified by a dropdown triangle.

Workday reference parameters only exist for a specific Workday report. You cannot share them with other reports or elsewhere in Integration. Because they are report specific, they do not appear in the Edit Parameters dialog. When you click to select a reference parameter, the report parameter editor appears. This editor mimics Workday's UI for WID list searching.

Type a search term to filter the results and press Enter.

Multi-select choices stack above the search field. To remove a selected item, click its X in the stack or scroll the results list.

Single-select choices also appear above the search field. Click the X by your selection to remove it, or select another item in the list.

Some parameters, like start and end date for period parameters, can be selected for both reference parameters and integration parameters.

Enter Workday Report Parameters 

  1. Select a report in the left pane of the Manage Reports dialog to reveal its parameters.
  2. Provide values for required Workday Report parameters.
  3. Select Add to the right of a parameter name and choose values from Workday.

If you plan on loading a dimension from Workday to Adaptive Insights, select both its name and its hierarchy. For example, to load Cost Center from Workday as a dimension, choose both "Cost Center" and "Cost Center Hierarchy."

To select an existing integration parameter as a value for a Report Parameter, click a parameter dropdown and choose one. See the next section for how to create an integration parameter.

  1. Select Apply and close the dialog.
Selecting Parameters With Progressive Parameter Filtering

Progressive filtering determines what Workday reference parameter selections you can make based on your other choices. If you search a parameter and find no matches, you might need to fill out fields in other parameters for this report. As an example, if your Workday report is All Ledger Accounts, you can't provide a Fiscal Year until you select a Company.

Enter Integration Parameters

  1. Select the Workday Data Source in the Component Library.
  2. Select Edit Parameters in the left pane. You can also select Edit Parameters within the Manage Reports dialog. 
  3. Select the folder in the left pane of the Parameters Editor dialog.
  4. Select Add beneath the folder pane, or right-click the folder and select Add.
  5. Select from:
    • Folder: Creates a folder for sharing parameters you put inside it.
    • Boolean: For setting up a parameter that requires selecting one of two values (true/false).
    • Integer: For setting up a parameter that requires entering an integer.
    • Text: For setting up a parameter that requires selecting or entering text.
  6. Name the parameter and enter the choices available during data import.
  7. Apply the changes and close the dialog.

Import Structure From Reports

After you select Workday Reports, import their structure before importing their data.

  1. Select Manage Reports in the Actions pane.
  2. Select Add > Report in the Manage Reports dialog and give the report a meaningful name for its use. You can also right-click the Reports folder in this window and select Add Report.
  3. Select the Workday report you want to import and select Apply. It appears in the Reports list on the left.
  4. Select the report you just added.
  5. Select any needed report parameters. These parameters are Promptable Values for this report in Workday.
    1. To filter the report by a report parameter, select Add and choose one or more items.
    2. To choose a hierarchy item, select it and its name. For example to select Company, choose both "Company" and "Company Hierarchy."
  6. Select Import Structure and view the import progress for any warnings or messages. You can also select Import Structure in the Actions pane to import all of the reports listed in the Manage Reports dialog.
  7. Close the Import Structure dialog.
  8. View the Data Components for the tables and columns that imported. All of the reports you chose from Manage Reports also automatically appear in the staging area so you can preview the data they contain.
  9. Save the data source.

Manage Columns

You can quickly edit which columns in a Workday report import from the Staging Area.

  1. Select the triangle to the right of a table name in the Staging Area.
  2. Select Manage Columns.
  3. Select the column names you want to include in the import. Only selected columns import. System generated or required columns cannot be deselected.
  4. Apply the changes and close the dialog.
  5. Save the data source.

You can also drag individual table columns from the Data Components pane into the Staging Area.

Customize Table Settings

You can customize how data from each Workday report imports.

  1. Select the triangle to the right of a table name in the Staging Area.
  2. Select Table Settings.
  3. Change the settings. What you can choose varies depending on the table columns:
    • Data Import Mode:
      • Data Source to automatically select the best synchronization approach
      • All records replaced each time a data import is run
      • All received rows are new and so should be added
    • Column parameters. For period parameters, you can also select if the data pages by month, quarter, or year.

Import Workday Data

Once the Workday report structures get imported, you can import data from them.

  1. Drag any additional Workday report tables you might want from the Data Components area into the Staging Area.
  2. Select Import Data in the Actions pane. Data gets filtered by your data import filters and parameters.
  3. Provide any needed parameter values in the parameter prompts that appear during run time.
  4. View the import progress for any import errors or messages.
  5. Review the data in the Staging Area. Imported data remains there until you clear it by selecting Clear staging tables in the Actions pane.

After you import to the staging tables, you can load from staging into Adaptive Insights with a Planning Level Loader, Planning Account LoaderPlanning Dimension LoaderPlanning Attribute Loader, or Planning Data Loader.

Automate Workday Imports Using an Integration Task

With a Workday data source set up, you can create an Integration Task that runs a planning loader on a schedule automatically.

Any Integration task can have one or more loaders. A task can contain other tasks, like a Planning Data Loader, a Planning Account Loader, or a Scripted loader.

Best Practice: Have separate Integration tasks for each loader.

If a task contains multiple loaders, parameters from each loader display in a prompt when the task runs. If there is a common or shared parameter in the loaders within a task, the task prompts for the parameter only once. You can choose to override parameter prompts. 

For scheduled runs of the task, default values of the parameters for the loaders get used.

Drillback from Adaptive Insights to Workday

You can set up Adaptive Insights to let you drill back on actuals imported from Workday. Users with the appropriate permissions in Workday can click a link in Adaptive Insights sheets and reports containing Workday actuals imports and navigate into the Workday reports the data came from.

Users can also right-click Adaptive Insights sheet cells and select Drill into Workday to launch a window containing the relevant Workday report.

If the dimension, level, or account in Adaptive Insights came from Workday, a Related Action icon appears when hovering the Workday-sourced object in the Cell Explorer.

To configure drill back for Workday imports:

  • Set up a Workday External System and associate it with a profile in a planning loader, described here.
  • Load Workday actuals data using a planning data loader, described here.

Configure Custom SQL Tuple Columns for Workday

All of the following steps need to be completed to configure a custom SQL column for drill back. Perform them only if you require data import from multiple Workday columns into a single Planning dimension.

For Adaptive Insights to parse the different data items into the source Workday columns, specify which Workday report columns combine to form a sin­gle column before importing this data into Adaptive Insights.

The order in which the different Workday columns combine, and the delimiter specified, should exactly match how the many-to-one column mappings are specified in the Workday External System.

By indicating the constituent Workday report columns, Adaptive Insights constructs drill-through URLs on an Adaptive Insights sheet.

Before you create a Custom SQL tuple column, ensure that you have configured the many-to-one column mapping in the Workday external system.

Create the Custom SQL Tuple Column for ID 
  1. Select your Workday Data Source in the Component Library.
  2. Select the Workday Report table you want to provide drill back on in the Data Components panel on the left. It comes into focus in the staging area.
  3. Expand the Custom Column folder in Data Components.
  4. Drag and drop an SQL Column into the Staging Area onto the table. Name this column so you can identify it as an Id from Workday, like company-cost ID.
  5. Select SQL Expression to launch the SQL Expression editor.
  6. Select the (Id) columns in Available Columns for the combining columns that compose a dimension. Concatenate them using vertical pipes || and a single quoted text constant, like "Company (Id)" || '_' || "Cost Center (Id)"
  7. Select Apply.
  8. Save the data source.
Create the Custom SQL Tuple Column for Label
  1. Select the same Workday Report table from the previous steps to give it focus.
  2. Drag and drop an SQL Column onto the table in the staging area. Name this column so you can identify it as a Label from Workday, like company-cost Label.
  3. Select SQL Expression to launch the SQL Expression editor.
  4. Select the (Label) columns in Available Columns for the combining columns that compose a dimension. Concatenate them using vertical pipes || and a single quoted text constant, like "Company (Label)" || '_' || "Cost Center (Label)"
  5. Select Apply.
  6. Save the data source.
Set Column Mappings in the Planning Data Loader

With the tuple columns created, you can now map them to columns in the Planning Data Loader.

  1. Select the Planning Dimension that corresponds to the External Dimension Mapping you mapped in the Parameter Mapping in the External System Report Settings tab.
  2. Select the Mappings tab.
  3. For each of the External Dimensions, map the corresponding table column.
  4. Select Apply
  5. Select Save in the Actions panel.

Make loader adjustments

Configure a loader to import Workday data.

  1. Link a profile to the Workday external system you configured
  2. Attach the profile with the Workday external system to the loader
  3. Select the Column Mapping tab
  4. For the Account row:
    • In the Source Id column select the accountInternalId column from your source table
    • In the Source Display Name column select the display name.
  5. Repeat the step above for each standard dimension you want to drill by.
  6. Save the loader.
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