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.

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)

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 View Security Group and select the task.

8. Use the security group you just created in the Security Group field, then click OK.

9. Click the related actions button (three dots) next to the security group name at the top to open the Actions menu, navigate to Security Group -> Maintain Domain Permissions for Security Group.

10. In the Domain Security Policies permitting Modify access section, add the following domains:

    1. Custom Report Creation

    2. Custom Report Administration

    3. Manage: All Custom Reports

11. In the Domain Security Policies permitting Get access section, add the following domains:

    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

12. After adding the domains and clicking OK, search for Activate Pending Security Policy Changes in the top search bar and select the task.

13. Add a comment to note the changes being made, then click OK.

14. Check the Confirm checkbox, then click OK.

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. Select All Workers for the Data Source field. 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. Click the related actions button (three dots) next to the report name at the top, then navigate to Custom Report -> Transfer Ownership.

7. Choose the ISU you created earlier as the new owner, then click OK.

8. Back on the view report page, click the related actions button by the report name, then in the Web Service section click View URLs.

9. 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.

   1. Important: Before proceeding with the next steps, please test report accessibility by pasting the report URL in a browser and providing the ISU username and password. If the report downloads successfully after providing the credentials, the report is accessible. If not, you may need to troubleshoot the report and the ISU permissions to allow the report to be accessed by the ISU's credentials.

After completing these steps, please reach out to your Brilliant team to let them know your Workday report is ready to go and they'll respond back (typically in 1-3 business days) to let you know that your integration is ready to connect on your side. See the Connect to Brilliant for Workday Automations guide here to review that step.