# Workday RaaS integration

Import your employee data from Workday with a custom Reports as a Service (RaaS) report and its credentials.

import { Steps } from '@prosefly/astro-components';
import Callout from '@components/Callout.astro';
import ConfigurationCards from '@components/app-screens/screens/ConfigurationCards.astro';
import WorkdayPanel from '@components/app-screens/screens/WorkdayPanel.astro';

RandomCoffee can import all your employee data directly from Workday, using the "Reports as a Service" (RaaS) API of Workday.

<Callout type="note">
  The Workday RaaS integration is available on the Enterprise plan.
</Callout>

<Callout type="note">
  You will need to work with your internal Workday specialist, or a Workday support contact, to create the custom report that RandomCoffee uses.
</Callout>

For other HRIS, see [HRIS integration](/documentation/integrations/hris/).

## Step 1: Create a custom Workday report

Create a custom report in Workday that contains the fields you need and includes everyone who should be a member of RandomCoffee.

The custom report must:

- Include all active employees who should appear in RandomCoffee.
- Be enabled as a web service, so that RandomCoffee can call the Workday Reports as a Service API.
- Be available in JSON format.
- Have a report owner with the permissions needed to access every field in the report.

At a minimum, include these fields:

- `first_name`
- `last_name`
- `email`

Also include any other column you want to use in RandomCoffee (department, location...). Each one can become a category.

**Example screenshots**

Columns of the report, with their XML alias:

![The Columns tab of a Workday custom report, with the Column Heading Override XML Alias fields highlighted](../../../../../assets/articles/workday/report-columns-xml-alias.jpg)

A filter that keeps only some employee types:

![The Filter tab of a Workday custom report, with a filter on the employee type](../../../../../assets/articles/workday/report-filter-employee-type.jpg)

The web service option, in the "Advanced" tab:

![The Advanced tab of a Workday custom report, with Enable As Web Service checked in Web Services Options](../../../../../assets/articles/workday/report-enable-as-web-service.jpg)

In the "Share" tab, check who owns the report: the owner must be able to access all the fields it contains.

## Step 2: Get the report credentials

RandomCoffee reads the report in JSON format. You need three pieces of information:

- **The report URL, in JSON format.** The end of the URL sets the format: it must end with `?format=json`. RandomCoffee only accepts an `https` address on a `myworkday.com` domain, for example:

  ```text
  https://<your-workday-host>.myworkday.com/ccx/service/<path-to-your-report>?format=json
  ```

- **The username** used to access the report (the integration username, not an email address).
- **The password** used to access the report.

This step usually requires your IT team and/or a Workday technical representative.

## Step 3: Enter the credentials in RandomCoffee

<Steps>

1. **Open the Workday integration.**

   Open "Settings", go to "Configuration" and select the "Sync HRIS Data from Workday" card.

   <ConfigurationCards highlight="raas" alt="The Configuration page in Settings, with the Member's portal access, Custom CGU link, Password Reset Policy and Sync HRIS Data from Workday cards, the Sync HRIS Data from Workday card circled" />

2. **Enter the credentials.**

   In the "Import" step, fill in "URL", "Username" and "Password", then click "Continue". RandomCoffee calls the report to read its columns.

   <WorkdayPanel alt="The Sync HRIS Data from Workday panel at the Import step, with the empty URL, Username and Password fields and the Continue button" />

3. **Map the columns.**

   In the "Map columns" step, map the report columns to RandomCoffee fields and categories, and choose your import options. Click "Continue" to save the configuration.

   <Callout type="tip">
     Check "Disable active users that are not in the RaaS report" to keep your members list in line with Workday: at each import, active members who are not in the report are deactivated (they are not deleted). Make sure your RandomCoffee admins are in the report too, so their access stays active.
   </Callout>

</Steps>

Once saved, RandomCoffee imports the report automatically once a day.

## How RandomCoffee reads the report

- RandomCoffee calls the report URL with HTTP basic authentication (the username and password above).
- It reads the employees listed under `Report_Entry` in the JSON response.
- It maps each entry with your column mapping: the email address identifies the member, the first and last names complete their profile, and the other columns become category values.