Workday - Application Setup

This guide assumes you have already communicated with Brilliant to enable 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

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. Go to the "Security Groups" worklet.
  3. Click on "Create Security Group" to create a new security group.
  4. Provide a name and description for the security group, such as "IntegrationSOAPAccess".
  5. In the "Business Process" field, select the relevant business process (e.g., "Human Resources").
  6. Under the "Security Policies" section, click on "Add Security Policy".
  7. In the "Policy ID" field, enter "API_ACCESS" (or any descriptive name).
  8. In the "Policies" tab, click on "Add Policy Condition".
  9. In the "Policy" field, select "Integrations - Web Services - All Operations".
  10. In the "Operation" field, select "SOAP Web Service Operation".
  11. In the "SOAP Web Service" field, select "Get_Workers" (or the specific SOAP operation you want to grant access to).
  12. Click "Save" to save the security group.

  1. Under the "Security Policies" section of the security group, click on "Add Security Policy" again.
  2. In the "Policy ID" field, enter "CUSTOM_ACCESS" (or any descriptive name).
  3. In the "Policies" tab, click on "Add Policy Condition".
  4. In the "Policy" field, select "Custom Domain Policy".
  5. In the "Custom Domain" field, select "Worker".
  6. Click on "Add Policy Condition" to define data access for the selected custom domain.
  7. In the "Attribute" field, select "Work Email".
  8. In the "Operation" field, select "Read" to allow read access to the work email attribute.
  9. Repeat steps 18-20 for the rest of the fields listed above.
  10. Save the security group.

  1. Go to the "Users" worklet.
  2. Search for the user you want to assign to the security group or create a new user if needed.
  3. Open the user's profile.
  4. In the "Roles and Security" tab, click on "Add Security Group".
  5. Search for and select the integration system user.
  6. Select the "IntegrationSOAPAccess" (or the name of the security group you created) from the list.
  7. Save the user profile.

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

For the automation to send gifts to employees in your Workday instance, you must create a specific custom report that will contain the employees who need to receive a gift. Brilliant pulls this report via the Workday API as part of the automation and adds the people in it to your Preferred Gift Campaign.

For the automation to use a RAAS you’ll need to create a new Report, set the type to Advanced, and enable the Web Service option. Then give your Integration System User access to the report.

You should set up the report to only include employees who you wish to include in the gifting process. You may need to consider criteria such as employee type (full-time, part-time, intern, etc.), employee location, etc. The report must expose all of the fields listed above (Work Email, Home Email, First Name, Last Name, Employee ID, Start Date, Employment Status).

Finally in the report’s Advanced tab, share the report to Report-as-a-WebService, then view and take note of the reports URL. This URL as well as your Integration System User Credentials will be used in your automation configuration.

Connect Brilliant

After you have followed the steps above to setup your Workday instance, you are ready to 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 Brilliant and Workday. After adding your accounts, click "Next."
    1. For Brilliant, the account will be created for you.
    2. For Workday, 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. The configuration values you will be asked for will depend on if you are setting up the new hire automation or the employee anniversary automation.
    1. If you are setting up the new hire automation, please see the New Hire Configuration section below.
    2. If you are setting up the employee anniversary automation, please see the Anniversary Configuration section below.
  6. After clicking "Finish," your automation setup is complete!

New Hire Configuration

For the new hire automation, you will need to provide the following information:

  • Preferred Gift Campaign: This is the Preferred Gift Campaign you want to add new hires to.
  • 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.

  • 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:

  • 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."

Anniversary Configuration

For the employee anniversary automation, you will need to provide the following information:

  • Year to Preferred Gift ID Map: This setting determines which anniversary years you want to send a Preferred Gift on, as well as which Preferred Gift Campaigns correspond to each year.
    1. To set up a Preferred Gift Campaign with a specific anniversary year, click "Add Property."
    2. For the name of the property, enter a single anniversary year number that you want to gift for. For example, if you want to send a gift on an employee's first anniversary, enter 1.
    3. In the text box that appears below the year number, enter the ID of the Preferred Gift Campaign you want associated with that anniversary year. Please consult with Brilliant to get these IDs.

    4. Repeat this process for each anniversary year you want to gift on. For example, if you wanted to add employees to Preferred Gift Campaign 123 on their 1st anniversary and 456 on their 5th anniversary, the end result for this setting would look like this:

      anniversary automation config example

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