Configuring this feature requires setup in both Workday and Vault CRM. Setup in Workday must be done first.

Workday Setup

In order to integrate with Align, reports and API entry points must be created in Workday. The report defines which data is imported from Workday into Align, while the API endpoints enable Align to interact with the Workday instance:

1. Log in to Workday.
2. Use the search bar to navigate to Create Custom Report.

3. Populate the following fields:

   • Name
   • Report Type – Select Advanced
   • Temporary Report – Unselected
   • Enable as Web Service – Selected
   • Optimized for Performance – Selected
   • Data Source – Indexed All Workers

   

4. Configure the desired fields to sync with Align. The following fields on the aln_roster_member__v object must be must be represented by columns in the Workday report:

   • first_name_cda__v
   • last_name_cda__v
   • start_date__v – If this field is mapped to a Workday field with no value populated, this field automatically populates with the day the record was imported into Align
   • end_date__v – If this field is mapped to a Workday field with no value populated, this field automatically populates with 2099-12-31
   • workday_id__v

   

   The Column Heading Override XML Alias can be optionally used to modify the field label shown in the Workday Report Header column drop down on the Workday Integration Field Mapping screen in Align.

5. Select Save.

6. Navigate to All Actions > Web Service > View URLs.

   

7. Select the JSON Web Service URL and select Copy URL. This URL will be used in Align.

In addition to the newly created report, an API Integration Point must be created in Workday to enable Align to retrieve a Client ID and Client Secret:

1. Navigate to Register API Client for Integrations.

2. Enter the appropriate Client Name. The recommended client name is Veeva Align.

   Do not deselect the Non-Expiring Refresh Token checkbox or edit the Refresh Token Timeout field. If the token expires, admins must regenerate the token, Client ID, and Client Secret and reintegrate Workday with Align.

3. Select the appropriate values in the Scope (Functional Areas) multi-select picklist:

   • Staffing – Required
   • Tenant Non-Configurable – Required
   • The domain of any other custom objects in Workday that should be integrated with Align
4. Select the Include Workday Owned Scope checkbox when using an OAuth 2.0 client that requires access to core Workday domains outside of these functional areas.

Admins should copy the API Client’s Client Secret and Client ID before navigating away from the page and store it in a separate, secure location since they are used in Align when creating a Veeva Workday org record. New Client Secrets can be generated by selecting Generate New API Client Secret.

Obtaining Refresh Tokens for the API Integration Point

To obtain a refresh token:

1. Navigate to the appropriate API Client.
2. Select Manage Refresh Tokens for Integration.

3. Select the appropriate Workday account.

   Only one refresh token can exist for a given API Client-Workday account pair.

4. Select Generate New Refresh Token.

   

5. Select OK.

Admins should copy the Refresh Token before navigating away from the page and store it in a separate, secure location since it is used by Align when creating a Veeva Workday org record.

Align Setup

Before admins can import content from Workday, they must first integrate Workday in Align by creating a Veeva Workday record and mapping the appropriate fields.

1. Navigate to Align Admin > Integrations.
2. Select New in the Workday Section.

3. Populate the following fields:

   • Name
   • Custom Report URL
   • Workday Client ID
   • Client Secret
   • Refresh Token
4. Select Save.

Editing an existing Veeva Workday Record requires admins to re-input the Client Secret and Refresh Token.

Once defined, admins must map certain fields from Align to Workday:

1. Navigate to the Integrations tab.
2. Select the gear icon next to the appropriate Veeva Workday Org record in the Workday section.
3. Select View Field Mapping.
4. Select Describe & Edit.

5. Map the appropriate fields between Align and Workday. The following fields on the aln_roster_member__v object must be mapped to a Workday report header:

   • first_name_cda__v
   • last_name_cda__v
   • manager__v
   • start_date__v
   • end_date__v
   • workday_id__v

   The following types of fields in Align can be mapped to the following types of fields in Workday:

   Align Field Types	Supported Workday Field Types
   Rich Text	Rich Text Text Number Date DateTime Checkbox, Boolean Picklist Object Parent Object Lookup Formula Currency
   Text	Rich Text Text Number Date DateTime Checkbox, Boolean Picklist Object Parent Object Lookup Formula Currency
   Number	Number Formula
   Date	Date
   DateTime	Date DateTime
   Yes/No	Text Checkbox, Boolean Formula
   Picklist	Text Date
   Object	Text
   Parent Object	Text
   Lookup	Text
   Currency	Currency
   Long Text	Number Date DateTime Checkbox, Boolean Picklist Object Parent Object Lookup Formula Currency Long Text

6. Select Save.

Once all appropriate fields are mapped, admins can either immediately import from Workday or optionally schedule a job to import from Workday.

Populate the workday_id__v field on all appropriate roster members before running the initial import from Workday.

Immediately Importing from Workday

1. Navigate to the Integrations tab.
2. Select the gear icon next to the appropriate Veeva Workday Org record in the Workday section.
3. Select Import from Workday.

Scheduling an Import from Workday

1. Navigate to Admin > Business Admin.
2. Search for Veeva Workday Orgs in the Component lookup field.
3. Copy the ID for the appropriate Veeva Workday Org record.
4. Navigate to Admin > Operations > Job Definitions.
5. Select Create.

6. Enter the appropriate job details.

   

7. Navigate to the Action Configuration section.

8. Enter the following Lambda URL:

   https://lambda.veevaalign.com/api/latest/process/importFromWorkday?vaulturl=${Vault.domain}&vaultid=${Vault.id}&workdayOrgId=[WORKDAYID]&jobInstanceId=${job_instance_id__v}&jobName=[MYJOBNAME]

9. Replace [WORKDAYID] in the URL with the copied ID of the Veeva Workday record.
10. Replace [MYJOBNAME] in the URL with the name of the job.

11. Select the Post Session Credentials checkbox.

    

12. Select the appropriate Run as user.
13. Save the Scheduled Job.

Importing Roster Member Managers from Workday

When aln_roster_member__v records are imported into Align from Workday, the Workday ID in a roster member’s manager__v field automatically populates to reference the aln_roster_member__v record that represents the roster member’s manager. If the import does not populate the manager__v field, no association is made.

Since Workday requires every worker to have a manager and Align does not, admins should consider the following specific scenarios when integrating with Workday:

• If the worker in Workday has a manager that is not imported into Align as part of the integration, the manager__v field is not populated for the roster member. This is common for the top most roster member of the field user hierarchy. An import error is not logged in this scenario.
• Top level workers in Workday hierarchies reference themselves as their own manager. When this happens, the manager__v field is not populated for the roster member in Align. An import error is not logged in this scenario.
• If a worker’s manager references a worker that has yet to be upserted into Align, the upsert occurs in two phases. First, the worker is upserted into Align without a populated manager__v field. Then, a second phase updates the manager__v field appropriately. This displays in Align as a single import process.