Workday - Application Setup

This guide assumes you have already communicated with Brilliant to set up a Workday automation for your account.

In order to integrate your Workday account with Brilliant, you must first set up your Workday instance to expose data to Brilliant via a custom report. After you set up Workday, you can connect your Workday account to Brilliant to automate gifting for new hires and employee anniversaries.

Workday Setup

There are two parts to setting up your Workday instance to be compatible with a Brilliant integration: creating an Integration System User and exposing data via a custom report. The following fields must be accessible by the Integration System User through the custom report and must be present on all employees in the report. Please ensure these fields in your report have the exact same names (and values if specified) as the following:

  • WorkEmail
  • HomeEmail (this field is optional and only needs to be exposed if you plan to send gift links to employees' home email addresses)
  • FirstName
  • LastName
  • Employee_ID
  • StartDate
  • Status (the value for this field should either be "active" if the employee is active or "inactive" if the employee is inactive, we are ensuring we're only sending gifts to active users)

Creating an Integration System User With Permissions

In order for Brilliant Automations to connect to your Workday instance, you will need create an Integration System User with limited access to the specific fields we need for your Automation. To create a special security group and user in your Workday instance you can follow the steps below.

  1. Log in to your Workday tenant with administrative access.
  2. In the top search bar, search for Create Integration System User and select the task.
  3. Create a username (e.g. ISU_Brilliant) and a password. Take note of the username and password as you will need this information later in the automation setup. Leave the Require New Password at Next Sign In field unchecked and the Session Timeout Minutes field at 0. Then click OK.
  4. In the top search bar, search for Create Security Group and select the task.
  5. Create a name for the security group (e.g. ISU_Brilliant_security_group) and select Integration System Security Group (Unconstrained) for the Type of Tenanted Security Group field. Then click OK.
  6. On the Edit Integration System Security Group page, add the ISU you created earlier to the Integration System Users field. Then click OK.
  7. In the top search bar, search for Maintain Permissions for Security Group and select the task.
  8. Select Maintain for the Operation field, and select the security group you created earlier for the Source Security Group field. Then click OK.
  9. With the Domain Security Policy Permissions tab selected, add the following policies with Get Only access, then click OK:
    1. Worker Data: Public Worker Reports
    2. Worker Data: Workers
    3. Worker Data: All Positions
    4. Worker Data: Current Staffing Information
    5. Worker Data: Active and Terminated Workers
    6. Person Data: Work Contact Information
    7. Person Data: Home Contact Information
  10. In the top search bar, search for Activate Pending Security Policy Changes and select the task.
  11. Add a comment to note the changes being made, then click OK.
  12. Check the Confirm checkbox, then click OK.

Exposing Data via a Report-As-A-Service (RaaS)

To automate gift sending through Workday, you'll need to create a custom report that includes only the employees who are eligible to receive a gift. Brilliant will pull this report via the Workday RaaS URL and use it to populate your Preferred Gift Campaign.

Follow these steps to create the report:

  1. In Workday, search for Create Custom Report in the top search bar and select the task.
  2. Give the report a name, select Advanced for the Report Type field, and check the Enable As Web Service checkbox. Then click OK.
  3. In the Columns tab, add columns for each of the fields listed here and above:
    1. WorkEmail
    2. HomeEmail
    3. FirstName
    4. LastName
    5. Employee_ID
    6. StartDate
    7. Status
  4. In the Filter tab, define any filters (if any) to only include eligible employee types (e.g. by employee type, location, etc.).
  5. In the Share tab, select Share with specific authorized groups and users for the Report Definition Sharing Options field and add the Integration System User created earlier to the Authorized Users field.
  6. By the report name, click the Actions button, then in the Web Service section click View URLs.
  7. On the View URLs Web Service page that opens, right click the JSON link and copy the URL. Take note of this URL, as the URL along with your Integration System User credentials will be used to provide authentication for your automation.

After completing these steps, please reach out to your Implementation contact at Brilliant so we can confirm the Preferred Gift Campaign is ready and enable the automation for your account. We will then ask you to complete the steps below and guide you through the testing process before going live!

Connect Brilliant

After we have enabled the Workday automation for your account, you can integrate with Brilliant by following the steps below:

  1. Login to Brilliant using your email address and password.
  2. On the lefthand side of the page, navigate to the Automations page of the store you wish to connect the automation to via Storefront -> Your Store to Connect -> Automations.
  3. Find the Workday automation you requested from Brilliant (either the new hire or the anniversary automation) and click "Connect". From here, you will be brought to a new tab where you can provide authentication and configure the automation.
  4. You will be asked for your account information for both Workday. Please enter your integration system user credentials, including the username, password, and RAAS endpoint. The RAAS endpoint is the reports URL obtained from the RAAS Setup above.
  5. Add your configuration values for the automation:
    1. Send before or after hire date: If you would like to send gifts to new hires a specified number of days before or after their hire date rather than exactly on their hire date, the automation can be configured to do so. This setting determines if the Preferred Gift will be sent before an employee's hire date or after their hire date. If you want to send the Preferred Gift on their exact hire date, you can choose either of these options.

    2. Number of days before/after hire date to send: If you chose to send the Preferred Gift before an employee's hire date, this setting determines how many days before their hire date the Preferred Gift will be sent. If you chose to send the gift after their hire date, this determines how many days after. If you want to send the gift the day an employee is hired, you can leave this setting at 0. For example, if you wanted to send a Preferred Gift to new hires 5 days after their start date, the end result for these settings would look like this:

    3. Hour of day (UTC) to send: The hour of the day in UTC the automation will pull your Workday report and send gifts.
    4. Email to use: If you would like to send the gift link to the employee's work email, choose "Work Email." If you would instead like to send the gift link to the employee's home email, choose "Home Email."
  6. After clicking "Finish," you can close out of the configuration tab.

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