Step 1: Create a Custom Report
Navigate to your Workday HRIS and sign in
Click "Create a Custom Report"
Name the report
Select "Advanced" as the Report Type
Check "Enable as Web Service"
Uncheck "Optimized for Performance" (this will need to be unchecked in order to select the correct data source)
Select "All Active Employees" as the Data Source
Click "OK"
Step 2: Add Report Details
Click the "+" Icon to add multiple fields
Under the field column, type keywords to search for the field you would like to add. Please reference the following charts for the specific parameters:
Column Heading Override: Please override the column headings to match the AirMason parameters
Filter: Please filter the report to include include only active employees
Chart A: Required parameters
These parameters are required for AirMason to import employees:
Workday Parameter | AirMason Parameter | Description |
First Name | first_name | Employee's first name |
Last Name | last_name | Employee's last name |
Work Email Address | Employee's work email address. Can also use personal email* | |
Work Email Address | employee_id | Employee's work email address |
Employee ID or unique identifier | source_id | Employee's unique identifier (will not change) |
*If your team will be logging into AirMason via Single Sign-On, please select the email which matches your SSO setup. For support, contact integrations@airmason.com.
Chart B: Optional parameters
These additional employee parameters will enable us to establish rules on AirMason for automatically grouping employees for personalized document access:
Workday Parameter | AirMason Parameter | Description |
Country Code | country | Employee's work country |
Department | department | Employee's specific functional unit |
Division | division | Employees into units or groups within an organization |
State or Province | state | Employee's work State or Province |
City or Location | location | Employee's work location |
Custom | code | An additional custom parameter which can be used for the identification of a group of employees; e.g. manager code, work code, etc. |
Custom | team_name | An additional custom parameter which can be used for the identification of a group of employees; e.g. HR team, Marketing team, etc. |
Step 3: Create an Integration System User (ISU)
An ISU will be needed to own and run a report:
Navigate to the Workday search bar, type "Create Integration System User" and click the task
Create a Username and Password (remember to take note of the password as it will need to be provided to AirMason later)
We recommend labelling your Integration System User with the prefix "ISU" followed by your chosen username (e.g., ISU_AirMason).
Ensure that your password adheres to Workday's best practices. You can update the password later if needed.
Check the box labelled "Do Not Allow UI Sessions" - this will prevent others from accessing the Workday user interface using ISU credentials; however, the ISU will still be able to use web services and integrations
Click "OK" to save the changes
Step 4: Create Security Group for ISU/Report Access
The next step is to establish a security group and assign the ISU to it. Follow these instructions:
Go to the search bar, type "Create Security Group" and click the task.
Choose "Integration System Security Group (Unconstrained)" as the type of Tenanted Security Group
Give the security group a name (keeping in mind best practices, it is recommended to include the label "ISSG" in the security group name, e.g., ISSG_AirMason)
Click "OK" to finalize the process
Choose the ISU you created earlier from the "Integration System Users" list, then click "OK"
Step 5: Assign Domains to the Security Group
Find the security group you created (if you can't locate it, use the search bar and ensure you select "All of Workday" in the left column for search options)
Click on the related actions icon of the security group, then hover over "Security Group" and select "Maintain Domain Permissions for Security Group"
In the "Domain Security Policies permitting Modify access" and "Domain Security Policies permitting Get access" sections, add the appropriate domains (like report column headers) from the following list:
Domain Security Policies permitting Modify access:Custom report administration
Custom report creation
Manage all custom reports
Domain Security Policies permitting Get access:
Person Data: Work email
Worker Data: Active employees
Worker Data: Current staffing information
Worker Data: Worker ID
If you can't find the specific Integration Permissions, you might need to give the ISSG permission to the parent domain first
After adding the domains, go to the search bar, type "Activate Pending Security Policy Changes" and click on the corresponding task
On the next screen, you'll see a review of the security domains you're activating - check the "Confirm" box and click "OK"
Step 6: Share the Report
Navigate back to your report. Under the "share" tab is where you can specify who should have access to the report.
Note: If you do not share the report definition with anyone or yourself and you transfer the ownership to the ISU (which will be the next step) you will not be able to easily see the report after. You will have to use the task "View Custom Report" to find the report again. We highly recommend sharing the report with yourself.
Step 7: Transfer Report Ownership
Go to your report and access the related actions menu
Hover over "Custom Report" and click on "Transfer Ownership"
Choose the ISU User as the new owner from the provided options
Click "OK" to complete the transfer of ownership
Step 8: Send ISU Credentials and Report URL to AirMason
For AirMason to access this data, we will need the ISU credentials and the report URL:
User: ISU_AirMason (or the name of your Integration System User)
Password: The password you entered when the ISU was created
Find the Report URL
Locate your report and access the related actions menu
Hover over "Web Service" and click "View URLs"
Look for the section where you can select the output format - choose ".json" as the file format
Click the box icon to open the output URL
Copy the URL and send it to your Customer Success Manager or Implementation Consultant
When you open the URL, a Sign In window may appear, but you don't need to log in to access the URL - however, you can use your ISU credentials to test if the data populates correctly
If you are unable to see the URL, the URL for report output follows this pattern:
https://<workday-url>/<tenant>/<username>/<report_name>?<prompt_1>=<prompt_1_value>&<prompt_2>= <prompt_2_value>&format=<format>
Example URL:
https://services1.myworkday.com/ccx/service/customreport5/airmasonreport/ISU_AirMason/AirMason_File_Feed?format=json
Step 9: Finalize Workday Integration on the AirMason Platform
Navigate to the Integration Page. Login to AirMason Admin and click "Integrations "
Find Workday and click "Connect"
Enter the username for the ISU, password, and report URL; click Connect
If connected successfully, you should see a checkmark next to the integration
Click Configure > Sync
You should now see your employees populated under Manage Organization.
For more support or any questions, please contact the AirMason Integrations team.