How to add custom objects to the permissions of your Workday integration

Introduction

A Workday custom object is a user-defined data object within the Workday system that allows companies to store and track additional information that isn’t covered by standard Workday functionality. Custom objects extend the existing data model, letting users add fields and relationships specific to their business needs.

If you have any fields that we need access to that you store in a Workday Custom Object, then permissions for these need to be provided separately as Workday stores them in a different manner to any standard functionalities.

Please follow the instructions in the step by step guide below and send your Ravio contact the “System ID” at the end.

Step by Step Instructions

If you have already created the custom fields created and populated for employees in your organisation, please skip to step 3 of this guide.

Step 1 - Create new custom fields in Workday

1. Search for “Create Custom Object” and click on the task that appears.

   

2. Search for “Worker” and click on the option that shows “Worker”.

   

3. Give a name to the custom field and click "OK".

   

4. Keep the default values of the custom object and click "Next".

   

5. In the next section, click "Add" to create a new field on the custom object.

   

6. Give the field a label and a type, then click the checkbox.

   

7. Select the security domain that is required to have access to this field. If you don’t know which one to use, you can submit “Worker Data: Organizations”.

   

8. Go to the summary and click “OK”.

   

9. Click “OK” again to activate the custom field.

   

Step 2 - Populate custom fields for employees

1. Go to the employee that you want to populate the custom field for.

   

2. Go to related actions, scroll down, hover over additional data and click on "View All".

   

3. Find your custom object and click "Edit".

   

4. Enter a value for the custom field and click “OK”.

   

5. Click “Done”.

   

6. You can now find the custom field value in the Workday UI.

   

Step 3 - Expose custom fields via API

1. Log in to your Workday account, search for "Create Integration System" in the search bar, and select this value.

   

2. Enter a name.

   

3. Search for "Worker" in the template drop-down menu and press enter.

   

4. Select "Core Connector: Worker". On the next screen, click "OK".

   

5. (On the next screen, click on the 3-dot-menu, under "Integration Service", click on "Configure Integration Services")

6. Under the "Custom Integration Services" section at the bottom of the page, click the +.

   

7. Click "Create", then select "Create Integration Field Override Service".

   

   

8. Enter a name, and select "Worker" as the Business Object.

   

9. Using the "+", add as many field names as needed and name them according to what they will be mapped to later. Then click "OK".

   

10. Search for “View Integration System”.

    

11. Search for the system that you created earlier and click “OK”.

    

12. Go to the related actions, under "Integration System", click on "Configure Integration Field Overrides".

    

13. On the left, select the Custom Integration Service you set up earlier, and then set up the necessary mappings for your fields.

    

14. Click on “By Category”.

    

15. Scroll down to “Custom Fields”.

    

16. Select the custom field you want to map to.

    

17. When done mapping, click "OK", then "Done":

    

18. Verify that the overrides are correct and click "Done".

    

19. You should be back on the main Integration System page. Click on the item "System ID", and copy the value of "System ID" as it appears.