Wednesday, January 19, 2022

Transport

 

Solution - Migration tool

Solution


This is the feature used for migrating the objects / artifacts from one Tenant to the other Tenant.

You can create a new Solution or edit an existing Solution. And manually add one or more Workday Configurations to the Solution.

Check for the below Tasks

 

Most frequently used Configuration Types are:

- Custom Report
- Integration System
- Business Process Definition
- Cloud Collection (Studio Project)

Create Solution Task  :

 

 

Select one of these options after you add your configurations:


Save Solution Saves the Solution in your tenant. You can access the Solution using the View Solution report.

Save and Publish Saves the Solution in your tenant, and starts the Publish Solution task. You can share it with others in the Solutions Library.

Save and Migrate Saves the Solution in your tenant and starts the Migrate Solution task. Migrate the Solution to another tenant to which you have access.

View the existing Solution Task:


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Workday Object transporter (OX) is used for the migration of objects from one tenant to other

Object Transporter can be used to migrate the  objects from one tenant to another tenant. 

HCM Core

Talent

Compliance

Absence

Benefits

Recruiting

Payroll and

Cross application services (reporting, Integrations, Business process etc.).

We can migrate most of the reporting components like Analytic data sources, calculated fields, custom dashboards, custom data sources, integration systems, trended worker setup, prism analytics datasets.

OX cannot be used to migrate security groups that are part of configurable security in Workday.

In real time project ,all development is carried out in the Implementation tenant and later migrated to production environment.

Actions-instance-migrate

Object transporter window will be launched. Click on launch object transporter.

We need to select the Target tenant.

Here we can see two options:

Login to target tenant: Select to sign into the target tenant with a different account than the one you used for the source tenant.

Use SSO, skip target tenant login: Select to sign in to the target tenant with the same account as the one you used for the source tenant.

 

Once the migration is done then Object Transporter compares the tenants to detect any differences, and displays the View Diff Screen for the report.

Select View Diffto see the differences between values in the source and target tenants.

If the object doesn’t exist in the target tenant, Workday describes all the values as new.

In case the report is already in the tenant,then Workday might describe values as changed or removed.

If there are unexpected differences, return to the source tenant and resolve them, then migrate again.

Select Migrate to review your migration before merging the values.

Select Submit to migrate the object to the target tenant.

Object Transporter displays the result of the migration. If migration is successful, the object is now available in the destination tenant.

 

Migration of two or more reports:

First, we need to create a configuration package so that we can combine two or more reports as a batch file for the migration.

Search for create configuration package.

Write configuration package name and select the Implementation types to migrate as reports and integrations as we need to migrate the reports.

Within the reports and integrations select the custom reports

In the new window we need to select the edit button to add the required custom reports into the configuration package.

We need to scroll and select the custom reports from the list of the custom reports in the source tenant.

Click on the migrate button

Object transporter window will be launched

Same procedure again

 

 

 

 

 

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wq4

 

Workday Security Interview Questions

 

There is no inheritance for business process security policies (true / false)

 

True

 

 

Roles are used to drive business process management (true / false)

 

Yes

 

 

Which type of security groups is optional and customer-defined?

 

Job Based Security Group is optional

 

 

What type of Security Group are these: Report Writer; Setup Administrator ?

User Based Security Group

 

Editing a security policy takes effect immediately? (true / false)

 

False (Need to ‘Activate Pending Security Policy Changes)

 

 

The following are true about User-Based Security Groups

 

Grants access across the system

 

Multiple people can be members if same user-based security group

 

 

Is it possible to activate a previous timestamp while making changes needed to fix present security configuration?

 

  Yes
   

 You may configure securable actions and securable reporting items in a domain security policy.

 

 False

 

 

The following report views permissions the specified user has an action & also security policies and groups that grant access

 

 Security Analysis for Action

 

 

What are the different ways to assign security groups?

By the system based on a process

Manually

 

 Is Report Writer a role-based security group

No

 

 

  Which of the following is not securable area of business process

 

 Create new sub-processes

 

 

 In case a secured item is included in more than one domain security policy, workers who are granted different levels of access permission in different domains get the most access granted

 

  True

 

 

The following report views all domain security policies and business process security policies that use the security group:          

 

      Action Summary for Security Group


  Editing a child security policy does not affect inheritance in any of the others

 

 True

 

 

 Which Security Group is required for you to access custom reports 

 

  Report Writer User Based Security Group

 

 

  Can a role-based security tag to more than one org?

 Yes

 

 

  In Security Breach, whom should you contact?

  security@workday.com

 

 What are the steps to create Role Based Security?

 Steps-Org Role>>Maintain Org Role>>Attach the Role

 

 

 What are the two components of Workday Security?

Domain Security

 

Business Security

 

 

 How to disable Functional area?

Maintain Functional area

 

 

How to activate security policy?

    Activate pending Security Policy

 

 

What determines access to landing page?

Security

 

 

Which Report is used to see the Security Policy?

View Security for Securable Item

      Defined tasks and reports that are functionally similar

      Domains

 

 

This dictates who can view / modify data w/in the domain

Domain Security Policies

 

 

What dictates who can participate in the business process

Business Process Policies

 

 

Type of security group automatically assigned based on user’s job criteria

Job based security group

 

 

   Security policies designate permissions for security groups to view, or view and modify tasks within the domain

      Domain Security Policy

 

 

     Security Policies contain such securable items as initiation steps, step actions, and actions on the process as a whole

      Business Process Security Policy

 

 

Can you reassign a task to anyone?

No (It can be assigned to the users who have relevant security group in BP Security Policy).

 

 

Which dictates who can participate in BP?

Business Process Security Policy

 

------------ are assigned to users  based on administrative responsibility

  User-based

 

 ------------ are found as a related action off worker’s name

  User-based

 

 ----------- are assigned to users are based on criteria selected

  Job based

 

 ------------- are used to only approve business process management tasks; they do not determine task or report access and cannot initiate a business process

Job roles

 

 --------- report views all details about security group membership, security policies in which the group is used, the permissions it has and the functional area

  View Security Group

 

 ------- is automatically assigned based on criteria selected

Job based

 

 ------------- is used to restore inheritance in a child policy

Use Parent Permissions


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Reporting Interview Questions

 

What are Advance reports?

Advanced reports enable you to perform many actions on your data from primary and related business objects, including: Counting, Grouping, Summarizing, Totaling.

Output format of these reports can be table and charts.

 

Which filter would execute first? Filter or sub filter?

Sub filter will execute first. Because sub filters are applied on related business object, so it will filter most of the data using sub filters and then remaining data using filters.

 

What is RAAS?

RAAS is a normal report which is web service enabled. Making a report as web service enable will help to call that report in EIB, studio Integrations and BIRT. Otherwise, we cannot call that report in EIB, Studio or BIRT.

 

What are the steps to create a report?

Choose Report type and Data Source>>  Select Objects and Fields>>  Order Columns>>  Sort Output>>  Define Filter Criteria

 

What is Workday Reporting? What are the types of workday reports?

Workday reporting is a tool to gain information on data which is stored in workday. This information can be in table format, chart format etc.

 

Types: There are 2 types of Workday Reports. Custom report, Standard Reports.

Standard Reports are again of two types.

Xpresso Reports:

    These reports are delivered reports. User cannot edit these reports. User can only run reports for which S/he have access to.

 

Report Writer:

These reports are delivered reports. User can not directly edit these reports. User have to copy these reports and then user can edit that report.

 

Custom reports:

These are the custom reports created by user using report writer tool. The task to create custom report is “Create custom report”. The person who create the report is owner of that report.

 

How to make report as web service enable?

There are 2 ways to make a report as web service enable.

While creating an advance report, you can find a checkbox to make report as web service enable.

After creating a report, you can also go to advance tab and select web service enable checkbox. This way you can also disable report as web service, so it cannot be used in EIB, Studio and BIRT. 

 

What is difference between advance reports and simple reports?

Simple reports will not have option to sub filter, prompts and will have less functionality, wherein advance reports will have these features.

Also, simple reports cannot be used as web service.

 

The Tab on the Report definition allows you to control the order in which data will be presented and grouped is

Sort

 

Which Report cannot publish Web service?

Simple

 

What is the task to convert a report from simple to advanced?

Related action >> custom report >> Change to Advanced Report type

 

How do you compare the WD reporting with Relational DB?

Data Source           - View 

Object                    - Table 

Related Object       - Child Table 

Class Report Field - (CRF) Column 

Instance                 - Row

 

What is Matrix Report?

Matrix reports are similar, but not identical to, pivot tables and cross-tabs found in other systems. You group data in a row group and optionally a column group. Values in the matrix cells display aggregate values scoped to the intersection of the row and column groups to which the cell belongs.

 

What is RAAS?

You may create custom reports and enable them as a web service to be used in an Outbound EIB (Enterprise Integration Builder) as a data source. If you select this option, then you must also define Column Heading Override and Group Column Heading values on the Columns tab, and provide Label Overrides for all prompts on the Prompts tab.

 

What is Worklets?

A worklet is a report that can be displayed in a "tile" on the Workday "landing pages", which are: My Workday, All About Me, and My Team, and the Dashboard slide-out. Worklets provide users quick access to frequently referenced data and tasks common to a specific functional area.

You can create your own worklets by using the Report Writer and specifying either the advanced or the matrix report type, and then selecting Enable As Worklet on the Output tab. If you choose to share a worklet, it becomes available for authorized users to select when configuring their Workday landing pages.

 

What is Trended Worker Data source?

Trended Worker Data source encompasses a number of fields that fall into 3 general categories: 

Monthly worker snapshots. This type of data includes data about  workers as of the last day of the month, including compensation data, headcount numbers, and biographical information. 

Staffing events. These include hires, terminations, transfers, promotions, changes in position, addition or deletion of additional jobs, move events, and international assignments. 

Calculated metrics. These are calculations ,we can make based on the trended data, such as turnover rate and span of control. 

Workday automatically updates the Trended Workers data source at the end of each month. Data is collected for the last 36 months (that is, data is collected for as many months that are available in Workday, up to 36 months). Any data older than 36 months is automatically purged from the data source. Additionally, any retroactive changes that have been made to a worker in the last 3 months are automatically incorporated into the trended data.

 

What is Trending report?

Using Trending Report, Workday enables to report on and analyze trends in worker data such as headcount and attrition through a number of Workday delivered standard reports. We could create custom Trending report types that use trended data. By using either standard reports or custom reports, we can analyze important trends in our workforce directly in Workday, without the need for a third-party analytical tool. 

At the core of all trending report types is the Trended Workers data source. 

 

What is Indexed Data source?

Indexed data sources are a special type of data source optimized for performance, aggregation, and faceted filtering on large volumes of data.

 

Can custom  field be used in Report?

Yes.

 

What are the different types of custom reports? 

Simple, Advanced, Matrix, nBox, Search, Simple, Transposed, Trending.

 

What is the difference between Filter and Sub-Filter?

Filter is used to provide filter condition for Primary Business Object and Sub-Filter is used to provide filter condition for Secondary Business Object

 

 

 

Additional Reads

 

Workday Standard Reports

Workday Custom Reports

Workday EIB Interview Questions

Workday Security Interview Questions

Workday Core Connectors Interview Questions

at May 09, 2020 

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Labels: Interview QuestionsWorkday Core HCM Interview QuestionsWorkday Interview questionsWorkday ReportingWorkday Reporting Interview Questions

Location: Gachibowli, Hyderabad, Telangana, India

Friday, 10 April 2020

Security

 

Security Terms


Security Groups -
A collection of system users used to grant access to Workday. Security Groups are added to security policies to give members permissions to secured items in Workday. Group of users who need to perform actions or access data

Domain Security Policy-
Rules that dictate which security group can view or modify data within the domains

Components of Configurable Security:

Security Groups

Domains

Domain Security Policies

Business Processes

Business Process Security Policies


What are the 3 types of security constraints?

Unconstrained: members have access to available data instances

Constrained: members will only have access to data for assigned constraints

Mixed: Members have a mix of constrained and unconstrained


User-based security groups-
These groups are assigned manually to individual users to grant tenant wide access in Workday. Usually intended for administrators that needs system wide access.

Two types of Security Policies-
Domain security policies and Business process security policies.

Domain-
Domains are a collection of items that share the same security, including:
- Tasks
- Reports and report fields
- Web service operations

Domain Security Policies control which security groups have access to data in the domain
- View Security for Securable Item Report

Functional Area-
Represent the main grouping of delivered domains and BP types. These groupings are typically for a specific module or area of Workday, such as Procurement, Integrations, or Personal Data. Functional areas can be enabled or disabled.

Functional Area Report-
Functional Areas report is a "top-down" report which allows you to see a top-down view of Workday functional areas and the domains and business process types in each

Business Process Security Processes-
Business Processes Security Policies control which security groups can participate in the business process (initiate, perform actions, approve, cancel, delegate, etc.)
Have to give permission for multiple policies (ex. Approve, review, etc.)
Each business process type has a single security policy that secures all business process definitions of its type

Steps for Configuring Security:
1. Identify users- who needs access to what?
2. Create security groups- identify existing security group or create a new one for your employees
3. Edit Security Policies- grand view/ modify permissions to domains or grant business process permissions (sometimes domain OR business process or sometimes combo of both)
4.Activate Pending Changes to take effect
5. Test Changes to verify changes made provide the expected access (for both those who got access and those who don't need access)

Workday-Assigned Security Groups
These Security Groups grant GENERAL access and are AUTOMATICALLY assigned by the Workday system
- Assigned to a person
- Based on process such as hiring/ terminating
Ex. Employee as self, worker, all employees, all users, manager's manager

User-Based Security Groups-
These Security Groups grant ADMINISTRATIVE access tenant wide- typically for maintenance/admin groups
- Responsibility applies throughout the system (not just supervisory orgs but for entire tenant)
- User-based security groups are manually assigned to a worker
- Multiple people can be members of the same user-based security group
○ Ex. Benefits admin, compensation admin, payroll admin, report writer, HR admin, etc.

Steps for Creating a User-Based Security Group:
1. Create user-based security group
2. Configure security group on security policies
3. Activate pending security policies
4. Assign users to security group
5. Test (user can create an exit interview, testing it on who should be able vs who should not)
*Don't forget to add group for "administered for security groups" like Security Administrator, otherwise they wont be able to access anything

Role-Based Security Groups:
These Security Groups help identify your support or leadership staff
- Membership is derived based on being assigned an organizational role
- Roles are assigned to organizations (or location hierarchies)
- Roles are assigned to positions, NOT workers
- Roles inherit from superior org if not filled (if configured to do so)
- Access can be defined as constrained and unconstrained

Steps for Creating a Role-Based Security Group:
1. Use "maintain assignable roles" to create or modify assignable roles (supplemental book page 34-35)
2. Create role-based security group
3. Configure security group on security policies
4. Activate security policy changes
5. Assign roles to jobs/ positions to organizations
Test

Job-Based Security Group:
Identify members based on a job criterion

Job profile

Job category

Job family

Management level

Work shift

Include exempt jobs

Include non-exempt jobs


Automatic membership, Can be constrained or unconstrained

Membership-Based Security Groups:
     1. Location (meant for more specific location, not US as a whole)

            Grants access to a task based on the location for a worker
            Once created, automatically assigned based on users location
 Example: for initial deployment of time tracking, only London workers enter time on Workday

     2. Organization
             Grants access to a task based on the user's membership in org
             Once created, automatically assigned based on organization assignments
Example: business unit, company, cost center, pay group, USA as a whole, etc.

Combination Security Groups:
    1. Intersection -
            Grants access based on membership in ALL of the included security groups
            Includes only users who meet all of the specifications
    2. Aggregation Security Group -
            Includes users who are in ANY of the selected security groups
            User does not have to be in every included group

Security Domain
A predefined set of related securable items that include reports, tasks, report fields, data sources, and data source filters
- The securable item that make up a domain cannot be changed
- Each domain has its own security policy that controls access to the security items

Which security group is assigned directly to a worker?
User based security-Tenant wide

Role based security group permissions are given to a worker when their position is linked to what?
Support Role

Editing a security policy takes effect immediately
False- Need to activate

Business Process Policies-
Defines which security groups can participate in the business process

Security group that allows self service access?
Employee as self

Groups of users who need to perform actions or access data?
Security Groups

 

 


Global fields

 

The Business Object - Global contains various Global fields which are variables and constants that you can use in your BP rules, Custom Reports, and for your scheduled recurring processes.

Example: In a scenario where you wanted to get constant value for your report like 'TEST' or  '1', you can rely on the Global fields.

To see the Report Fields from the Global Business Object, Open the Report - Report Fields.

Also we can create custom Global fields by creating calculated fields with a business object of Global.

From Search bar accessing your business object:

View of the Report Fields, notice the number of fields available.

WWS

 

Workday Web Services (WWS)

To access the Workday web services, you do not need community access. You can simply search on GOOGLE and find the links as shown below.

This link below holds all the versions of workday web services. Click to view.

VERSION DIRECTORY
This link below shows all the public web services that you can access and the detailing of its attributes and properties. Click to view.

Workday web service:
Example below:
Human Resources is the Service
Change_Emergency_Contacts is the operation that you can perform.


As of today Jan 15th 2020, there are 43 broader services that you can find. Each of these services contain Operations.

You will be able to download the wsdl and xsd definitions.


WSDL - Web Services Description Language

XSD - XML Schema Definition


Also notice that if any services were deprecated, they will be shown next to the operation.


EIB

 

Workday EIB Interview Questions


Here is the list of Interview Questions related to EIB - Enterprise Interface Builder Integrations.

What is EIB and what are the types of EIB?

EIB - Enterprise interface builder tool which is used to build simple inbound and outbound Integrations to connect workday with external endpoints.

Types:
      Inbound
     Outbound 

How many steps are involved in creation of an EIB?

3 Steps / Phases

Get Data, Transform, Deliver

What are outbound EIB?

Outbound EIBs are used to export data from workday. We can also send this exported data to any external vendors or legacy systems through different endpoints such as SFTP/FTP etc.

E.g. Send Dependents data to Benefits vendor from workday.

 

What are Inbound EIB?

Inbound EIB Integration are used to upload data into Workday from external endpoints or from spreadsheets.

E.g. Inserting One Time Payments, Inserting Bonus Data, Update Emergency Contacts 

We can upload data to workday using spreadsheet attachment or external file from SFTP/FTP/EMAIL locations.

 

What are the main types of Workday Integrations?
          Workday Studio Integration, 
          Enterprise Information Builder (EIB) Integration, 
          Cloud Connect Integration.

How do you choose which tool is best out of three integrations available?

Few things needs to be considered while choosing the integration tool. Here is what you need to identify first in place.

Is the solution already pre-built? Am I connecting to a third-party vendor with a solution already in place? – If yes, most likely you will choose a Core Connector (Packaged Connector).

 

Does this integration just need to export or import some data into Workday? – If yes, then most likely you need to go with EIBs.

 

Do I need to execute several rules, and reports to get the data and calculate the results I need? For example: Determining payroll between Exempt and Non-Exempt employees, calculate deductions, etc. – If yes, then most likely you need a Workday Studio Integration.

Can we create an EIB with the help of matrix report?

No, the reason being reports need to be Web Service enabled for creating EIB and Matrix reports can’t be Web Service enabled.

 

Can we use all advance reports as a data source in EIB?

 No, we cannot use all advance reports in EIB. We can use only those reports which are web service enabled.

Can we use simple reports as a data source in EIB?

No

What are the types of transformation allowed with EIB?
We can use 3 types of transformation with EIB:

Custom report Transformation -This type is inbuilt transformation of EIB and have limited functionality.
Custom transformation - In this we have to attach XSLT with EIB and supports XSLT functionality. So, this has more features than Custom report Transformation. Learn here w3schools
Document Transformation -This is type of connector that we can connect with EIB and will supports all functionality of Document transformation such as XTT and ETV.

What are the limitations of EIB?
Only one data source can be used. And only one destination point can be configured for one tenant. Can’t define output tag in EIB.

 

What data sources can we choose while creating the EIB outbound?
EIB outbound is to export the data from Workday.
Data Source - Custom report or Web Services or REST URL

What data sources can we choose while creating the EIB Inbound?
EIB Inbound is to Import the data into Workday.
Data Source - Attachment or External file or REST Endpoint

 

Name some Web services that you have used for inbound EIB Load?

Request One-Time Payment (OTP)

Change Emergency Contacts

Request Compensation Change

Terminations

 

While performing EIB Inbound load what should we do to avoid get pending actions / Tasks in inbox?
This represents, when you do a load through EIB the underlying BP/task should get complete without going for any approvals. Because your load may be huge , say 10,000 EE bonus data you are loading at that time, there shouldn't be any workflow triggering for approvals. So, while filling the Inbound Spreadsheet template, we need to select “Automatic processing” on first tab. This will skip the BP's

Where can you view Error messages for an EIB?

You can view the EIB run through Integration Events , Process Monitor

 

Name some input and output types for EIBs?

Input:   SFTP/FTP, REST, or attachment 

Output: SFTP/FTP, HTTP, Email, CSV, JSON, XML, etc

 

EIB Integration issues with Scenarios and Resolutions

 

Scenario 1: The EIB does not display in the integration prompt of the Launch/Schedule Integration task.
Resolution: Verify EIB security Configuration. Edit the EIB and resolve any critical errors.

Scenario 2: Non-legible character appears in Microsoft Excel when you open a CSV output file.
Resolution: Before opening the CSV file in Excel, open the CSV in notepad , Then select File>>save as, UTF-8 encoding.

Scenario 3: File name does not include generated date and time variables when the sequence Generator is configured correctly.
Resolution: When launching or scheduling the EIB, Use these settings with the file name launch parameter.
Value type: Determine value at run time
Value: Next sequence for integration File Utility.

Scenario 4: Workday returns the following error message: Root Cause: BadRequestException: Error code: unknown Response: 500: Processing error occurred. No value provided for required [Prompt Name].
Resolution:  Ensure that all required prompts are being populated when the EIB is launched. You may have to edit the scheduler if the EIB was launched from there.

Scenario 5: Workday returns the following error: Transform failed at component: HandleTransform.request.0.XsltTransform. Reason: Output character not available in this encoding

Resolution: 

Open the XSLT transformation file in a text editor.

Find the element <xsl: output>.

Within that element, search for the setting for encoding=.

Often this is set to ISO-8859-1 Change this value to UTF-8.

If the recipient of the EIB cannot accept UTF-8-encoded files, then you must change the source data in Workday.

 


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The big advantage with Core Connectors is the Change Detection. Which helps in generating the outbound files with the change data / delta data.


Most of the times, the requirement will be to generate the full file for the first time run and later on the change file.

Example: 

Worker demographics data - on Jan 1st 2020. - Send Full File as it is the first time for the vendor. Then here on 1st of every month send the change file. i.e. difference in data from Jan 1st to Feb 1st. It could include new hires, terminations and any other requested data changes for the said duration. It goes on every month. - Best accomplished with Core Connectors.

Through EIB also you could achieve the change detection, however it is not as simple as selecting the parameters during the launch.

Lets say, if the requirement is to send full file as output every time, we use EIB as the integration system.


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How to Run EIB Inbound in Validation mode:

When you want to load some data into Workday, you typically use the EIB Inbound. You know you will use the three phases involved in EIB - Get Data, Transform Data, Deliver Data.


Its always a good approach to run your EIB Inbound integration load with Validation Only Load.

 

This helps you in identifying the issues so that you can fix it and proceed with the actual load.

 

Below shown is the screen when you click on Launch/Schedule integration. Here is where you set the Validation Only Load. When you are comfortable with the load validation, in the next launch just make sure that you don't select so that your run will not be a Validation only but an actual load.



Workday EIB Inbound - Validation Mode Setup


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EIB - Inbound Template Processing Instructions

Processing Instructions

 

While loading your file for EIB - Inbound, you will see the Processing Instructions Options to choose on your Overview Tab in the excel template.

 

Sample Hire Employee Template:

 

 

Here is the detailing on these BP related processing selection. Most widely used is Automatic Processing which avoids the approval workflow.


 


Tenant

 

Job Application Stage Order


Open the task Edit Tenant Setup - Recruiting to access Job application stage order at the end.

This sequence helps in setting up your organization's Job Application order in recruiting.

Don't forget, always Review stage comes first and the last will be Ready for Hire stage.



Search Categories

You may be wondering why my search results are pointed to a specific category ( mostly Common) once you type your words in the search bar and hit enter.

 

To change this default, you need to access the task "Edit Tenant Setup - Search".  Make sure you have enough permission to access this task.

 

Under Search Category, change it to your preferred Category. (In the second screen shot below)

Below screen shows the keyword 'hire' and the category on the left pointing to Common.

Workday Search Page - Search Categories and Results


Search Synonyms

Search Synonyms are something which you want to see in the search results based on what you predefined. 

 

Say, for Example when you type Affordable Care and search in the search bar, it results in some reports and tasks. Affordable care is often called as Obama Care, so if you want to refer the affordable care, you can simply search for Obama care as a synonym. Here 

 

        Workday Term is Affordable Care

         Synonym is Obama Care

 

Access the task "Edit Tenant Setup - Search" under Search Synonym Workday currently has a "Tenant Setup - Search" area, this allows you to create synonymous search terms and associate them with WD delivered terms. e.g. Employee = Worker, Workers etc.

Do remember this is not ad search prefixes, 

Search Category and Search Synonym Setup

 

Synonyms in different languages can be listed together. However, if many synonyms will be defined across several languages, it is recommended to define synonyms in the tenant base language and then use the Business Object Translation task to create translations in other languages.


 

Tenants

 

It is important to get familiar to the term ‘Tenant’. Here I will discuss about Tenant and its management in Workday. 

Tenant is a unique environment which holds different data set maintained by Workday. (logically separated in the database)

 

 

To my knowledge, the term Tenant was coined based on the Owner – Tenant, Example if you are renting a property from a land lord, then you are called as Tenant and the person who rent it out is the Owner. Here, Workday is allowing its customers to use the product in the cloud space, in-turn Workday charges its customer in the agreed frequency. (Annually / Quarterly).

 

In relation to other ERP's like PeopleSoft, SAP, Oracle Apps etc. You can relate Tenant to Instance (or) Environment (or) Application (or) App. 

 

Each Tenant has a unique URL.

 

We can categorize Tenants broadly into two:

 

1. Production Tenant Types

Production

Sandbox

Sandbox Preview

2. Customer Provisioned Implementation tenants:

GMS / AMU / GOV

Prototype

Design

Full Data Load

Testing

Gold

    Below I will describe each of these tenants

1. Production

Production is your organization's system of record. This is the live tenant. All day-to-day transactions are captured here. Your business users will access it usually.

 

2. Sandbox

Often called as copy of PROD. Sandboxes gets a refresh every week with the Production data as of Friday at 6:00 pm PT during Weekly Service Updates which is a scheduled one. You can log a Tenant management request to skip the refresh, you can skip refresh for a maximum of 2 consecutive weeks.

 

Ad-hoc basis refresh is not possible for Sandbox. If you plan to do so, consider Implementation Tenants.

 

Usage: Testing configuration changes, loads, replicate Production defects etc.,

 

3. Sandbox Preview 

Sandbox Preview also holds the copy of the Production data, additionally it contains new functionality that may be available in a future Feature Release.

 

Sandbox preview is refreshed every week during the Scheduled Friday Service update. One exception is - It is not refreshed 4 weeks prior to a Feature release.

 

Example: If you are currently on Version 33 in Production, then In Sandbox Preview you will get Version 34 (the next version #) prior to 45 days of Expected go-live. This duration allows you to test your objects, integrations and reports.

 

Workday doesn’t recommend you using the Sandbox Preview tenant for deployment work because –

Sandbox Preview contains new features where other non-preview parallel tenants would not have. 

Migration tool – Solutions doesn’t support object movement from Preview tenant to a Non-Preview tenant.

We will not be sure when the new features in Sandbox preview will be available in PROD. 

Notes:

What's new in Workday - Use this report to compare and see the upcoming functionality with existing versions. 

 

4. Implementation 

Implementation tenant gives more flexibility with respect to refreshes. Workday recommends using Implementation tenant if you are configuring new features which you think would take more than 3 weeks to complete the project.

 

The Implementation tenants are not refreshed with a copy of Production unlike your sandbox tenant. There are no mandatory refreshes but on ad-hoc basis.

 

Based on Subscription and Size of the company, your company will have additional implementation tenants. 

Empty Implementation tenant will be used for prototyping after initial discovery phase.

 

Used by: Developers, Implementation Consultants, Integration Consultants, Report Writing Specialists etc.,

 

5. Implementation Preview

This is another preview tenant like Sandbox preview. Workday recommends Implementation Preview tenant if you are testing future features and you do not have a Sandbox Preview tenant. The Implementation Preview tenants are subject to weekly Service Updates, but the tenants are not refreshed unless you specifically request to do so.   

 

The creation of your Implementation Preview tenant must be requested using the Workday Customer Center or the Workday Partner Center.   You must refresh the data in the Implementation tenant to transform it into an Implementation Preview tenant.

 

 Training Tenants:

    New customers are provided with either

Global Modern Services (GMS) - Used by most of the customers 

Green Oak Valley (GOV) or – Used by Universities and Colleges

Alma Mater University (AMU) – Used by Education and Government Customers

The GMS, GOV or AMU tenant gives you an opportunity to see configured features and custom reports using fictitious organizations and workers. 

These Tenants are pre-configured with demonstration data.  

 

No customer or testing data should be loaded into the GMS, GOV and AMU tenants. 

 

Gold Tenant: 

        This Tenant is used to create the Production Tenant while you go-live initial deployment. A gold tenant is created empty and is used to load customer's data. It will eventually be used to create the Production tenant for a customer's initial deployment into production. You can request the Gold Tenant 6 Weeks prior to go-live.

         The term deployment tenant refers to the Implementation tenants used to implement the Workday solution, such as for loading employees, configuring features, testing, and building integration. The term deployment tenant does not refer to a customer's Production, Sandbox, or Sandbox Preview tenants.

 

 How is the initial Production Tenant Built when your Organization goes live?

Build Gold Tenant from Scratch

System testing and validation

Move Gold Tenant to Production

Production Tenant

 

 

 

Prototype Tenant: 

         These tenants are oftenly called with names P0 (called as P-Not), P1, P2 and P3. These are used during the implementation Phase where you Build, Test and Deploy you Organization data. These are Implementation tenants too.

Tenants are created, refreshed and deleted during the Tenant Maintenance Window.

How to request Workday Tenant Refreshes?

        Through Workday Customer Center (or) Workday Partner Center

 

All tenant requests like refresh, migration from one tenant to other are done though Tenant request and in-turn taken care by internal Workday JIRA tool.


How to identify the tenants?

Production --> www.myworkday.com 

 

Non-Production --> impl.workday.com ( Including Sandbox )


****************

Proxy Access to Non-Production Tenants

What is Proxy?

The authority to represent someone else. For example if your Manager went on leave for 10 days, and there are multiple approvals pending on his/her side which are very important or urgent. In an ideal scenario your manager can delegate his/her work items to one of his peer or manager, so that they can complete the tasks on this behalf. This is called as delgation, which happens in the Production tenants. 

But in Non-Production tenants as they are mostly your development and testing tenants, you don't need to really setup delegations, you can do the tasks with the help of Proxy. 

Only in the non- Production tenants we have the provision to work as Proxy.

 

Start Proxy:

This is the task to Start Proxy as another user.


Stop Proxy:

This is a task to stop Proxy and come back to the original login what you were.


You can view details about users starting and stopping a proxy session on the Signors and Attempted Signors report.








 

 

 

 

 

 

 

A proxy session excludes access to certain Workday functionality as well as functionality that requires connecting to another service, including:

Access to documents on My Reports.

Background conversions.

Business form printing.

Email.

Integrations (including Reports as a Service, REST API, and Workday Studio).

Mobile Push Notifications.

Notifications received through the user interface.

Scheduled reports.

Solutions.

Workday Drive.

Tenant Policy and Pricing

 

Customers initially deploying the workday product for the first time will get below number of Initial tenants depending up on the size of the organization. Workers include both Employees and Contingent Workers (Contractors).

 

Core HR:

3,501 - 20,000 Workers (4 Tenants)

20,001 - 40,000 Workers  (5 Tenants)

Over 40,000 Workers  (5 Tenants)

Core Financials:

3,501 - 20,000 Workers (5 Tenants)

20,001 - 40,000 Workers  (5 Tenants)

Over 40,000 Workers  (6 Tenants)

Core HCM + Core Financials:

3,501 - 20,000 Workers (7 Tenants)

20,001 - 40,000 Workers  (7 Tenants)

Over 40,000 Workers  (8 Tenants)

Student Records or Admissions + Student Recruiting:

Less than 3000 Students (3 Tenants)

3,501 - 9,999 Students (4 Tenants)

10,000 - 19,999 Students (5 Tenants)

Over 20,000 Students (5 Tenants)

Adding other products like Payroll (1 Tenant) or Prism Analytics(2 Tenants) or Expense or Procurement (1 Tenant) will add the tenant count in addition to the above said.

 

Pricing:

 

It's not wise on my part to put the pricing, if you are interested please check the Community portal. 

 

All the pricing is dealt per month per tenant basis and categorized below number have different price attached to it.

 

# of Workers: <3,500

# of Workers: 3,501 - 10,000

# of Workers: 10,001 - 40,000

# of Workers: 40,001+

 

 

 

Points to Ponder:

The additional tenants have a 3-month minimum duration.

Customers can request to purchase a tenant by entering a purchase / renew tenant management request.

Customers can purchase additional Implementation tenants at any time on a subscription basis, which can be used for training, implementing new functionality, testing changes to existing functionality, and more.

The Initial HCM, Financials, and Student Implementation tenants expire 60 days after the customer’s Gold tenant is moved to Production. 

The minimum duration for a purchased tenant is 3 consecutive months.

The maximum duration for a purchased tenant is 1 year. A new order form will need to be processed after 1 year.

At the end of the initial term, the tenant auto-renews on a 3 consecutive month bases for 1 year.

Prism Analytics on additional tenant gives you 1 TB Storage with Published Rows up to 100,000,000

Additional Reads:

Maintenance Windows


As we know we need to enter a Tenant Management Request in the Workday Customer Center to create, refresh or delete a Implementation tenant, there you will be asked to select a Maintenance Window. You may also select to refresh your Sandbox Preview tenant during the described maintenance windows. Workday currently allows only Implementation tenant maintenance to occur.

Here is a quick view of Community Calendar which shows the filtered events - Operations on - Implementation, Production, Sandbox and Sandbox Preview. This provides the view of scheduled events.

 

Other events that you can check out in the filter are Training Class, User Group Meeting, and Webinar

 

Workday Maintenance Window


Daily we have 4 maintenance Windows. All 'time' represented is in Pacific Standard Time. Below are the Standard timings in a given day represents when the tenant request will begin processing.







  2am

10am

  6pm

10pm

All Week days except Friday 6pm, Friday 10pm, and Saturday 2am, because of the Weekly Maintenance.

 

You need to submit your maintenance request by 2pm PT on the day prior to your preferred maintenance window. This is the deadline set by Workday.

 

Data Centers

 

There are 5 different data centers for Workday. Below is the list.

Ashburn

Dublin

Portland

AWS Columbus

AWS Montreal

Blow show are the sample URL as how you login to the prod and non-prod workday tenants

 

Production:          impl.workday.com

Non-Production:  www.myworkday.com

 

To check which data center you customer / organization is at, you can verify by logging into Workday Community or Workday Customer Center or Using Your Tenant URL Prefix.

 

Via Workday Community: 

Click your profile image and select View Profile.

Click your Organization (Company) name.

View the Production / Non- Production Data Center value.

Here is the 30 Days View for one of the Workday Data Center

 

 

 

24 hour View of one of the Workday Data Center

 

 

 

This shows 4 statuses:

Available

Maintenance

Degraded

Disruption

This provides details of upcoming scheduled maintenance, Historical view of the past 24 hours or past 30 days.


 

Feature Release and Service Updates

There are two Types of Schedules that you can notice in Workday. 

One is Feature release which is like an upgrade and the other being 

Service updates which is like regular maintenance, or applying patches, fixes.



Feature release:
Workday Feature releases occur 2 times per year. Version Change happens with every Feature release. 
(Not Future release)

Do remember every single customer will be on the same version and it is the latest version.

This includes New or Feature releases, Enhancements, Bug Fixes, additional Packaged Integrations etc.,
When Workday roll-out the updates, the customer system automatically converts to the newest release.
Tenants are not available during the Feature release Weekend 
(which happens 2 times every year)

 

Dates: ( 2019 - 20 Schedule)

 

Previous Version - 32

 

February 4, 2019 - Features available for Preview

March     9,  2019 - Workday 32 available in all tenants

 

Previous Version - 33

 

August       3,  2019 - Features available for Preview

September 7,  2019 - Workday 33 available in all tenants

Here on the Versions are called with Year and Release, Example: 2020R1 , 2020R2 instead of WD34, WD35

Current Version - Workday 2020 Release 1 (Known as WD34)

February 1,  2020 - Features available for Preview

March      7,  2020 - Workday 34 available in all tenants



Upcoming Version - Workday 2020 Release 2 (Known as WD35)

August        8,  2020 - Features available for Preview

September 12,  2020 - Workday 34 available in all tenants

 

Service Updates:

Fixes are applied every Friday during Scheduled timings in the service updates.

During the scheduled updates you will notice the tenant will be down and a message saying 

"Workday is currently unavailable." with the duration of outage. 

Its generally a 12 hour window on a weekend for Non-Production environment.



 

 

 



 


XML

 

XML - XSL Tranformation - Free online Formatter

Workday XML - XSL Tranformation

 

Abbreviations:

XML Stands for eXtensible Markup Language

XSL Stand for eXtensible Stylesheet Language (Styling language for XML)

XSLT stands for XSL Transformations.

 

 

If you do not have any xsl transformers installed on your local machine,  I suggest you to use online free formatter to test your xml to xslt conversion and see how your end data looks like after applying your transformation code.

 

Follow the below three steps, to transform your xml.

XML input - Copy Paste / Attach your generated workday xml code.

XSL input  - Copy Paste / Attach your own custom code in relation to your xml.

Transform XML - Click this to see the result.

Click the below link to format your code.

 

Just a word of caution: Make sure, you avoid any confidential data in your xml file while using free online formatters

Inbound

 

Inbound:

The Workday Enterprise Interface Builder (EIB) tool provides an easy-to-use graphical and guided interface to define inbound and outbound integrations without requiring any programming. 


There are two types of EIBs - Inbound and Outbound. I encourage you to first read EIB OUTBOUND. Here we will discuss about EIB Inbound.

 

The Inbound EIB is just like an Outbound EIB but the way of doing is just a mirror-image. When you want to load the data into Workday from different sources then you would use Inbound EIB. Bulk loads can be done through this EIB Inbounds.

Workday generates a default spreadsheet for the most common set of bulk update operations. These operations include mass payroll, time off, benefit adjustments, etc.

We need to download the generated spreadsheet, add data to it, and then use EIB to import it to the system and update all the records. If your data spreadsheet that you have loaded have any issues, it will notify you of any errors in the load process, and will even highlight which data in the input spreadsheet caused the issue.

 

Here are the three steps / phases involved in creating an Inbound EIB:



1. Get Data

Here in Get Data you define how you retrieve the data. This means how you input the data to workday. This Phase is very important as this defines how your transform and delivery phases are going to be, like what defaults it will pass on.


Below are the different formats that Workday accepts : Attach File at Launch, Amazon Simple Storage Service, FTP/SSL, REST URL, SFTP.

It is important to select the Web Service operation as to where exactly you want to load the data within Workday. For example if you are updating personal information or emergency contacts or one-time payments etc.,
Also there are different file types available to use

Web Service Spreadsheet Template (Most commonly used), 

Custom Object Spreadsheet Template (Used when loading the data for Custom Objects), 

Predefined Template (less likely used)

2. Transform

Transform will be like using the default options, as this section depends up on the Get Data file type selection.

Custom Object Transformation - By Default and only option when selected Custom Object Spreadsheet Template in Get Data.
Template Model - By Default and only option when selected Web Service Spreadsheet Template in Get Data.

3. Deliver

Workday Web Service Operation is the default Delivery method for Web Services.

Custom Object is the default Delivery Method for Custom Objects.
Use the defaults and proceed.
---

Once you configure your EIB, its time to generate the spreadsheet template.

 

Go to Related Actions >> Template Model >> Generate Spreadsheet Template.  -- This will generate the excel sheet for the Web Service that you have selected.


These delivered spreadsheets can also be customized so that you can specifically identify the columns you need, hide irrelevant fields, etc. Use the Edit and View options in the Template model to edit your spreadsheet template. Once you have your data ready in the spreadsheet, you can launch your integration with below navigation.

Go to Related Actions >> Integration >> Launch / Schedule >> Integration Attachment 
Value Type: Specify Value
Value: Create Integration Attachment -- Here you will attach your data spreadsheet

Configuration of a Sample Inbound EIB:

 

Create EIB Task

 

 

 

 

Guided Path:

 

 

 

Get Data

 

 

 

Set Web Service Operation in Get data

 

 

 

 

 Transform

 

 

 

Deliver

 

 

 

Generate Spreadsheet from Template Model

 

 

EIB Outbound

 

EIB Outbound

The Workday Enterprise Interface Builder (EIB) tool provides an easy-to-use graphical and guided interface to define inbound and outbound integrations without requiring any programming. There are two types of EIBs - Inbound and Outbound. Here we will discuss about EIB Outbound.

 

Outbound EIBs are used to extract data from the Workday system and send it to external system that could be a third party, vendor, legacy system or just a simple attachment. Mostly they are used to send a file to an external destination via ftp. 

Here are the three steps / phases involved in creating an Outbound EIB:

1. Get Data

In "Get Data" Phase, we will identify the data source. In 90% of the cases, this is will be a custom report and it should be an advanced report which acts as Report as a Service (RaaS). 

 

If you are specifying a Report Data Source, you can choose the format in which the report results can be delivered. 

 

Below are the different output formats: XML, simplified XML, CSV, JSON, GData, or RSS. You can also use Workday Web Service endpoint as the data source for an EIB.

 

2. Transform

This is used to transform the data from one format to other. You can either choose from the set of predefined (XSL) transforms, or specify a new one that you will define. The out-of-the-box options include transforms to CSV and Excel formats.This is an optional step if you do not want to transform anything. By default your EIB will produce an XML format.

 

When you use Custom Report as your Data source, you can make use of the Delivered Transformation or Custom Transformation. And when you use Web Service on the other hand, you will have only one option Custom Transformation.

Like said above, you can use None option if you don't want to transform.

 

New Custom Report Transformation: This is the delivered one's, it will allow you to use it for the first time, it will automatically create the transformation for your EIB. One you select this option, you will not see this later, It will become Custom Report Transformation.

 

Custom Report Transformation: Same as above. 

 

Custom Transformation: This is the custom transformation where you will write a XSLT for your XML and upload the same.

 

3. Deliver

The output resulting from executing the EIB can either be attached back to your tenant, or alternatively delivered to an external endpoint. 

 

Supported Delivery Methods are: Workday Attachment, FTP, HTTP/SSL, FTP/SSL, FTP, Email, AS2 

 

You can configure multiple delivery options for different tenants, For example - for production you may configure PGP Production Key and for non production tenants you may configure PGP non-Production Key. Additionally you can use Workday attachment to be delivered to the local tenant where the EIB is ran.

 

Configuration of a Sample Outbound EIB:

 

Create EIB task

 

 

 

Guided Path

 

 

 

Get Data

 

 

 

Transform

 

 

 

Deliver

 

 

 

 

Custom Reports

 Manage and Create - Custom Reports

Workday delivers the below list of reports to help you create and manage custom reports. 

All Custom Reports
All Calculated Fields
Business Objects by Category
Business Object Details
Calculated Fields Defined
Custom Reports for Person
My Custom Reports with "Don’t Use" Items
Report Fields
Report Run History
View Business Form Layout
View Delivered Business Form Layout
View Indexed Fields for Data Source
Workday Data Dictionary
Workday Standard Reports

Security for custom reports : 

 

Manage: All Custom Reports  - View, Edit and Delete custom report

Data Translation - Translate custom report

Custom Report Administration - Transfer ownership of custom report



To provide users with view-only access to custom reports, use the Manage: All Custom Reports domain in the System functional area for permissions.


Workday Catch Up Behavior - Scheduling Reports / Integrations

Catch Up Behavior - Scheduling

While scheduling the Reports or Integrations, you will come across Catch Up Behavior field which is mandatory. Using the Catch Up Behavior option enables you to limit how many times processes run after maintenance issues cause errors. 

 

You will see the below options available. First time scheduling you will only see (Run Once and None)

Run Once - Selecting this option will Catch Up one time if it missed.

None        -  Selecting this option will NOT Catch Up at all even though it missed.

Legacy     -  Selecting this option will Catch Up the old /earlier expired ones. This is going to be deprecated in the future. [Don't be surprised if you don't see this now]

Example: If you schedule a process to run multiple times in a day when your environment is down for maintenance, you can limit the process to run once instead of catching up all missed occurrences.

 

During the maintenance window / Unplanned outage, if your reports or integrations were supposed to be running as per the schedule during that time you will use Catch up Behavior selection to tell what you want to do on the missed recurrences.

Note: You can't limit processes for schedules with a minute recurrence.


Manage and Create - Custom Reports


Workday delivers the below list of reports to help you create and manage custom reports. 

All Custom Reports
All Calculated Fields
Business Objects by Category
Business Object Details
Calculated Fields Defined
Custom Reports for Person
My Custom Reports with "Don’t Use" Items
Report Fields
Report Run History
View Business Form Layout
View Delivered Business Form Layout
View Indexed Fields for Data Source
Workday Data Dictionary
Workday Standard Reports



Security for custom reports : 

 

Manage: All Custom Reports  - View, Edit and Delete custom report

Data Translation - Translate custom report

Custom Report Administration - Transfer ownership of custom report



To provide users with view-only access to custom reports, use the Manage: All Custom Reports domain in the System functional area for permissions.


How to Know When the Tenant is Available after Schedule Updates

How to Know When the Tenant is Available after Schedule Updates

As we learnt, Workday Tenants are unavailable during .Weekly Service Updates and Workday Feature Releases






Your tenants some times may be available before the scheduled end time.  If you would like to be notified when any of your tenants become available after a Weekly Service Update or a Workday Feature Release,

Follow the below sequence of steps in which ever tenant the notification is required:

Create Custom Report - You can create your custom report with any report data source and fields. 

Create a new EIB Outbound Integration and use the newly created custom report as the data source. No Transformation required.

Use ‘Workday Attachment’ as the Delivery Method.

Set up the EIB Integration Notification (Trigger on Launch) to trigger when this EIB is launched. - Provide email IDs or Distribution list as who need to receive the notification also configure the Subject appropriately to indicate that your (PROD / Sandbox / Implementation etc.,) Workday tenant is available

Schedule the EIB to run after the maintenance window begins.( Weekly Recurrence 6:30pm PT on Friday for Sandbox and 12:30 am PT on Saturday for Production) 

When the service update is complete, the EIB will trigger automatically, and the notification email will be sent to indicate the tenant's availability.

Specially for Sandbox notifications, create the schedule in your Production tenant so that it copies over during the weekly Sandbox refresh.

Restricted to Environment - Sandbox  6:30pm PT on Friday
Restricted to Environment - Production 12:30 am PT on Saturday

Workday is planning for zero downtime as part of roadmap so, the above process would no longer be needed for the users to configure.

 

 

 

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