SFTP Integration to Workday - sending HRIS data via flat file.

SFTP (Secure File Transfer Protocol) allows for the secure transmission of files across the internet. Workday supports automated data transfers as well as manual uploads through CSV files.

Step 1: Build a Custom Report in Workday

1. In your Workday instance, search for and select Create Custom Report.

2. Configure the report using the following settings:

   • Report Name: Choose any name you'd like.

   • Report Type: Select Advanced.

   • Temporary Report: Leave unchecked.

   • Enable As Web Service: Check this box.

   • Optimized for Performance: Leave unchecked.

   • Data Source: Use All Active and Terminated Workers.

⚠️ If you don’t see this data source, make sure the Optimized for Performance checkbox is not selected.

Click OK to proceed.

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Step 2: Add Required Fields to the Report

Under the Columns tab:

1. Add fields by selecting the appropriate Business Object and then choosing the specific Field.

2. Some fields may require an XML Alias Override. These will be clearly indicated in your field documentation.

3. While most field choices are up to you, a few are mandatory and will be listed as such.

ℹ️ Workday will auto-generate XML aliases for standard fields. Manual override is only necessary when noted.

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Step 3: Define Group Column Headings

Still under the Columns tab, scroll down to the Group Column Headings section. Workday requires group headers for certain Business Objects. Use the table below as a guide:

You may choose to exclude some Group Column Headings if you did not select the corresponding fields in Step 2.

Only include group headings for the objects you've used in your report.

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Step 4a: Create an SSH Key Pair

1. Search for Create x509 Private Key Pair in Workday.

2. Enter a memorable name and an optional description.
   

3. Click OK.

4. Workday will generate both public and private keys.

Copy the full public key, including the header and footer lines:

Paste this key into a text file and send it to your CSM to setup

Please make sure you have the sftp information from your CSM 

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Step 4b: (Optional) Create a PGP Key

If you'd like to encrypt the exported data with PGP:

1. Search for Create PGP Public Key.

2. Give it a name and provide the public key (found below).

3. Save and retain it for use in Step 4.
   
   

Step 5: Set Up the Report Schedule via EIB -

 

1. Search for and select Create EIB.

2. Provide a name and select Outbound.

   

3. On the Get Data tab:

   • Data Source Type: Custom Report

   • Custom Report: Select the report created earlier

   • Alternate Output Format: CSV

     
     

4. Move to the Transform tab:

   • Transformation Type: None

   
   
   

5. Proceed to the Deliver tab and complete the following:

Continue to the Summary page, review your settings, and click OK.

Check with your CSM if the SFTP connection is now working correctly.

Step 5: Set Up the Report Schedule via EIB

1. Search for and select Create EIB.

2. Provide a name and select Outbound.

3. On the Get Data tab:

   • Data Source Type: Custom Report

   • Custom Report: Select the report created earlier

   • Alternate Output Format: CSV

4. Move to the Transform tab:

   • Transformation Type: None

5. Proceed to the Deliver tab and complete the following:

 

Continue to the Summary page, review your settings, and click OK.

Check with your CSM if the SFTP connection is now working correctly.

Step 6: Finalize Scheduling in Workday

In Workday, on the Integration System screen:

1. Open the More Options menu (three dots).

2. Go to Integration > Launch / Schedule.

   

3. Set your preferred schedule (daily is recommended).

   

4. If Daily Recurrence is selected, configure the timing under the Schedule tab and leave other fields at their default values.

   

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✅ Setup Complete

Your data will sync automatically based on the schedule you set. Please note that file uploads are limited to 250MB. If you require a higher limit, contact your support representative.

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Troubleshooting Tips

If you're experiencing issues with data syncing:

• Confirm the EIB User ID is correctly set to the latest one from CG.

• Make sure the following fields are included:

  • employee_id

  • manager_id (if applicable)

  • position_id

• The report must be named Employee Information.csv

• Format must be CSV

• The SSH key must include the full certificate block (BEGIN and END lines).

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Additional Notes

Employee and Manager IDs
Workday can format employee and manager IDs differently. Use the Worker’s Manager > Workday ID field, and rename its alias to manager_id.

Worker Status and Deleted Employees
While the worker status field isn’t required, including it is strongly recommended to identify active vs. inactive records.

• Missing employees from a sync are flagged as deleted.

• Those marked with status terminated are explicitly treated as such.

• Deleted ≠ Terminated unless clearly defined.

Filtering Employees
To send only a portion of your employee records, apply filters when configuring your custom report — ideally between Steps 2 and 3.

PGP Public Key
Even without a PGP key, SFTP ensures secure transmission. However, if preferred, use the public PGP key provided on the integration page for encryption.