When integrating Workday with TeamOhana, there are a few important limitations in the Workday API to be aware of:

Workday API Limitations with TeamOhana

1. Future Termination Dates Not Returned

   1. Workday’s API does not return future termination dates in its response.

   2. If an employee has a termination date set in the future, that value will not be included in the data TeamOhana receives.

   3. The termination date is only accessible via API on or after the actual termination date.

2. Missing Fields for "Pending" or "Future-start" Employees

   1. Workday’s API does not populate the following fields for employees in a “Pending” or “Future-start” status:

      1. Reporting Managers

      2. Management Level / Job Level

   2. This happens because:

      1. Data for “pending” and “active” employees comes from different API endpoints.

      2. To include these fields for pending employees, a custom calculated field must be created and configured within Workday.

3. Custom Calculated Fields Require Extra Configuration

   1. If you're using custom calculated fields in Workday and want those values to sync with TeamOhana:

      1. These fields are not pulled in by default through the Workday API.

      2. You’ll need to set up additional configuration in Workday to expose these fields via API.

      3. (See detailed setup instructions below.)

Solution

In order to pull the above data through our API, a custom calculated field needs to be created and set up in Workday. Generally, our API doesn't pull Custom-Calculated Fields in by default, but we can do some additional configuration to pull them into remote_data so we can field map them into TeamOhana.

How do I setup and then sync Workday calculated fields with TeamOhana?

Overview

Calculated Fields (CFs) in Workday are custom logic-driven fields (e.g., custom job titles or organization names) that extend beyond standard data. You may have set up calculated fields in your Workday instance and want TeamOhana to access them through Workday API.

However, calculated fields are not exposed by default in Workday’s APIs, so you will need to configure the fields to make them accessible via API. Once exposed, we can retrieve these fields through remote_data so we can field map them with TeamOhana.

Step 1: Confirm calculated field details

• The calculated field should be location on either Worker or Job Requisition business object

• See this guide for creating calculated fields.

Step 2: Create an Integration System

1. Run the task Create Integration System, select the Core Connector: Worker template, and give the integration name INT_For_FieldOverrides or another identifiable System Name.

2. Create Field Override Service

   1. Click + on the Integration Service and select the Create Integration Field Override service.

      1. In the Create Integration Field Override Service enter the following details: Name = Get_Worker_FO, Business Object = Worker, and add a field called {the field name you want}. Do this for each of the calculated fields.

         Note: If you encounter an error message stating, "There are Integration Attributes enabled for this Integration System that are marked as Required for Launch but do not have a Value assigned to them," —> Go to the Related Menu Item (Integration System > Configure Integration Attributes) and provide the latest version to the Version attribute.

3. Configure Eligibility Criteria for the Integration Service

   1. Go to the related menu item (Integration System > Configure Integration Field Overrides) to provide the Eligibility Criteria and The calculated field to fetch the Business Area/Department/Team

   2. Ensure the Field Override has Value Type and Value parameters populated

4. Update domain security policy permissions and Activate all pending authentication policy changes

5. Once this is all done, the last piece is to grab the Integration System ID value of the Integration System created, and send this to us so we can retrieve the fields and map them to TeamOhana.

This process can be a bit confusing, so feel free to reach out to us and we can schedule a call with our integration partner to walk you through the setup process.