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Sync Lattice Review Data to Workday

Jan
  • Updated

This guide walks through how to configure Workday and Lattice to sync performance review data into Workday Custom Objects.

Overview

To successfully sync Lattice review data into Workday, you will:

  • Setup configuration in Workday
    • Create a Custom Object
    • Create an Integration System User and Security Group
    • Register an API Client
    • (Optional) Additional Configuration for Effective-dated Objects
  • Setup configuration in Lattice
    • Configure the connection to Workday
    • Configure the sync settings and mappings
    • Validate data in Workday

What information will sync from Lattice to Workday

  • We support syncing ratings/scores from review cycles in Lattice to Workday. Examples:
    • Downward Performance Ratings, pre and post calibration
    • Weighted Score, pre and post calibration
    • Promotion readiness (sent as numerical value)
  • Review packet PDFs, Review comments, Feedback and Engagement scores will NOT be available for sync in this integration.

Workday Configuration

Create a Custom Object

  1. Open the Create Custom Object task.
  2. Set:
    • Workday Object = Worker
    • Choose Effective Dated if needed
    • Lattice only supports syncing data to Custom Objects attached to the Worker business object.
  3. Enter a Custom Object name and click OK.
  4. In the General Settings section, make sure Allow Multiple Instances per Object? is set to No 
    • Lattice does not support multi-instance Custom Objects.
  5. In the Field Definitions section, add fields to store Lattice review data.
    • Supported field types: 
      • Integer
      • Decimal
      • Text
    • Create one field per score per review cycle. You can add more later.
  6. Assign a Security Domain you would like to associate the Custom Object with (e.g., Worker Data: Calibration). You should choose whichever domain makes sense for you, and take note of this to add in later steps when creating Integration System Security Group.
  7. Click OK to complete and activate the Custom Object. 
  8. (Optional) Effective-Dated Object Setup
    • If your Custom Object is effective-dated, additional configuration is required later in the Business Process section.

Create Integration System User

  1. Open Create Integration System User task. 
  2. Enter a Username and Password (save for later).
  3. Check Do Not Allow UI Sessions. 
  4. Click OK.

Create Integration System Security Group

  1. Open the Create Security Group task.
  2. Set:
    • Type of Tenanted Security Group = Integration System Security Group (Unconstrained)
    • Enter a name and click OK.
  3. This will take you to the Edit Integration System Security Group (Unconstrained) window, add the Integration User created in the previous step. 
  4. Click OK.
  5. Open the View Security Group report and enter the Integration System Security Group that you just created. 
  6. Click Related Actions (ellipsis next to the name) > Security Group > Maintain Domain Permissions for Security Group.
  7. Under Report/Task Permissions
    • For Domain Security Policies permissing Modify Access: 
      • Add whichever Security Domain you previously configured to secure the destination Custom Object(s) for the integration (i.e Worker Data: Calibration)
    • For Domain Security Policies permissing View Access: 
      • Add the following:
        • Worker Data: Public Worker Reports
        • Worker Data: Current Staffing Information
        • Custom Object Management
    • Click OK. Click Done.
  8. Open the Activate Pending Security Policy Changes task.
    • Add a comment about the change. Click OK. 
    • Check the Confirm box and click OK to activate the security changes. 

Register API Client

  1. Open the Register API Client for Integrations task.
    • Enter a name for the new API Client.
    • Check Non-Expiring Refresh Tokens box.
    • Add the following to Scope (Functional Areas): 
      • Staffing
      • System
      • Any additional permissions/scopes added in previous steps securing the destination Custom Object(s) for the integration to Scope (Functional Areas). 
    • Click OK.
  2. On the Register API Client for Integrations page, save the following to be used in Lattice configuration later: 
    • Client ID
    • Client Secret
  3. Click Related Actions (ellipsis next to the name) > click View API Clients > View. Take note of the Workday REST API Endpoint (hostname portion) to be used in Lattice configuration later. 
  4. Under API Clients for Integrations, click your API Client to redirect you to view your API Client .
  5. Click Related Actions (ellipsis next to the API Client name) > API Client > Manage Refresh Token.
  6. On the Manage Refresh Tokens for Intergrations page: 
    • Select the Integration System User account you created in previous steps on the Workday Account.
    • Click OK. 
  7. On the Delete or Regenerate Refresh Token page:
    • Check the Generate New Refresh Token box. 
    • Click OK
  8. Save the Refresh Token value to be used in Lattice configuration later. 
  9. Click Done. 

(If Applicable) Additional Configuration for Effective-dated Objects

  1. Open the Edit Business Process Security Policy task
  2. Select Edit Worker Additional Data Event for Business Process Type. Click OK. 
  3. Under Who Can Start the Business Process > Edit Worker Additional Data (Web Service) add the Security Group created in previous steps. Click OK.
  4. Click the Edit Worker Additional Data Event to navigate to View Business Process Type for Edit Worker Additional Data Event
  5. Find the Business Process Definitions at the bottom and click Edit Worker Additional Data Event for Global Modern Services
  6. Click Related Actions (ellipsis next to it) > Business Process > Edit Definition
  7. Click OK.
  8. Add a row and set:
    1. Order: Whatever makes sense for your process, Workday sorts based on this value.
    2. Type: Edit Additional Data
    3. Specify: [Your custom effective dated object]
    4. Check Optional
    5. Group: Link the Security Group previously configured

Lattice Configuration

Connect the Workday Integration

  1. In Lattice, go to: Admin → Settings → Platform → Integrations.
  2. Under Talent Integrations, select Workday → Set up integration.
  3. Enter:
    • Hostname (Workday REST endpoint)
    • Tenant ID (from WSDL URL)
    • Client ID
    • Client Secret
    • Refresh Token
  4. Click Connect.

Create sync settings and Workday mappings

  1. Click Manage Syncs on the Workday Talent Integration tile.
  2. Click Create Sync. 
    • Enter a name for your sync configuration.
    • Select the Review Cycle(s) you'd like to sync data into Workday. 
  3. For each Review Cycle selected from the previous step, select which Performance rating and Scores you'd like to map to Workday fields. 
  4. Map the selected question scores to the Workday fields/web service aliases for the Custom Object and Field
    • Please note that each Workday field can only be used once per selected review cycle.
  5. Click Save changes to complete creating the sync.
    • If any of the fields you mapped to was an effective dated field, a popup will appear allowing you to set when the effective-dated object(s) should be updated.

Run the Sync

  1. Click Sync/Sync now to initiate an update.
  2. Click on the ellipsis and select View sync log to see the results when the Sync completes.

Validate in Workday

Custom Objects can be viewed in the Additional Data tab in a worker’s profile, which may be under different sections based on your company’s Workday profile configuration, or potentially not displayed at all.

If you don’t have the tab configured and you’d like to display Custom Objects in the Worker Profile, you can add it by following these steps: 

  1. Open the Configure Profile Group task.
  2. Enter [Section] for Worker Profile. For example, if you want to add it to the Performance section, it’d be Performance for Worker Profile. Click OK.
  3. Add a new item and populate with Additional Data.

Another option to validating the data in Workday is running a custom report: 

  1. Open the Create Custom Report task.
    • Set Report Type to Advanced
    • Uncheck Optimized for Performance
    • Set All Workers as the data source
    • Click OK.
  2. Configure the report columns. This is going to be subject to your custom object fields and needs. For example:
    • Worker: Email - Work
    • Worker Additional Data: [Custom object field]
    • Click OK.
  3. Click Related Actions (ellipsis next to the custom report name) > Custom Report > Run to see the resulting values. You can also export to Excel from here.
    • Please note that this creates a temporary report. To make it permanent you need to have the Permissions to do so. You can edit the report and under Advanced uncheck Temporary Report.


 

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