Workday Integration Guide

Workday is a leading Human Capital and Financial Operations managing platform that offers centralized access to critical business data—employee records, payroll, financial transactions, supplier contracts, and more.

This guide helps you integrate Workday with the Yellow.ai platform to automate data exchange, improve operational efficiency, and support business decision-making. Whether you're looking to sync employee information, trigger workflows based on Workday events, or use Workday data to personalize interactions, this guide will walk you through setup and best practices.

Connect Workday with Yellow.ai

To integrate Workday with the Yellow.ai platform, follow the steps below:

1. Switch to the Development/Staging environment and go to Extensions > Integrations > HR > Workday. Alternatively, you can use the Search box to quickly find the required integration.

   

2. In Give account name, enter a unique name for the integration. You can use only lowercase alphanumeric characters and underscores (_).

   

3. Configure the following fields required for integration and click Connect.

Below is a detailed list of required fields to connect your Workday integration, along with instructions on how to obtain each value.

Field	Description	How to Obtain
API Base URL *	The root URL for your Workday API environment. This varies based on your tenant and environment (e.g., production or sandbox). Example: https://wd3-impl-services1.workday.com	1. Log in to your Workday account. 2. Search for and open the View API Clients report. 3. Locate the Workday REST API Endpoint — this is your base URL.
Instance ID *	A unique identifier for your Workday tenant. Example: If your Workday URL is https://acme.workday.com, then acme is your instance ID.	1. Log in to Workday. 2. Look at the browser’s address bar — it typically follows the format https://[instance_id].workday.com.
Client ID *	A unique identifier for your registered application in Workday. Used during OAuth to identify your integration.	1. In Workday, search for Register API Client. 2. Fill in the required details (Client Name, Redirect URI, etc.). 3. After saving, copy the Client ID shown — store it securely.
Client Secret *	A confidential string generated alongside your Client ID. It’s used to securely authenticate OAuth requests.	1. During the API client registration process, Workday will generate a Client Secret. 2. Copy and store it securely — it may not be displayed again.
Refresh Token *	A token that allows your integration to obtain new access tokens without re-authentication. Enables long-term connection to Workday.	1. Go to the View API Clients report. 2. Open the API client you registered. 3. Click the ellipsis (...) → API Client → Manage Refresh Tokens for Integrations. 4. Select the Workday user account and click Generate New Refresh Token. 5. Copy and store it.

note

You can add a maximum of 15 accounts. Use +Add account and proceed with the previous steps to add each accoount.

Actions supported via AI Agent (Bot)

Once you integrate Workday, you can perform the following actions to directly from the AI Agent conversations:

Fetch employee information

Retrieve key employee details such as job title, department, manager, employee ID, and contact information. Useful for quick lookups during HR or IT support conversations.

Required inputs

• Employee ID (number): Unique numeric identifier assigned to each employee in the Workday system.

Fetch employee time off plan details

View an employee’s time off plan, including accrual policies, available leave balances, and plan eligibility. Helps users better understand their leave entitlements.

Required inputs

• Employee ID (number): Unique numeric identifier assigned to each employee in the Workday system.

Get employee time off types for a plan

Return a list of time off types (e.g., vacation, sick leave, personal leave) associated with an employee's time off plan. Ideal for guiding employees during leave application.

Required inputs

• Employee ID (number): Unique numeric identifier assigned to each employee in the Workday system.

Apply time off

Allows employees to apply for time off directly through the bot by specifying the number of days and relevant identifiers. Useful for streamlining HR requests and improving employee experience.

Required inputs

• Days (:array): The list of dates for which time off is being requested. Each date should be in the appropriate format (e.g., YYYY-MM-DD).

• Employee WID (:string): The unique Workday ID assigned to the employee. This is required to correctly associate the time-off request with the employee’s record.

View employee benefits

Provide employees with an overview of their enrolled benefits, including healthcare, insurance, retirement plans, and other offerings. Helps reduce dependency on HR teams.

Required inputs

• Effective Date (:string - date): The date for which the benefits information should be retrieved. Format should be YYYY-MM-DD. This helps pull the accurate benefits as of that point in time.
• Employee ID (WID) (:string): The unique Workday ID associated with the employee whose benefit details are being requested.

Change preferred name

Allow employees to update their preferred name in Workday through a simple conversational flow. This may include updating first and last names, or opting to use the legal name as the preferred name.

Required inputs

• Use Legal Name as Preferred Name (:boolean): Set to true if the legal name should be used as the preferred name. If false, provide a new preferred first and/or last name.

• Employee ID (:number): The unique numeric identifier assigned to the employee in Workday.

Optional inputs (if not using legal name)

• Country Reference (ISO_3166-1_Alpha-2_Code) (:string): The country code to determine locale-based formatting and naming standards. Example: US, IN.

• First Name (:string): New preferred first name.

• Last Name (:string): New preferred last name.

Update marital status

Let employees update their marital status with appropriate documentation or input validation via the bot.

Required inputs

• Employee ID (:number): The unique numeric identifier assigned to the employee in Workday.

• Marital Status (Marital_Status_ID) (:string): The updated marital status code. Example values may include SINGLE, MARRIED, DIVORCED, depending on your Workday configuration.

Update home contact information

Empower employees to change their home address, phone number, or other contact details through the bot, ensuring quick and easy updates to personal information.

Required Inputs

• Contact Type (:string): The type of home contact information to update. Values could include Phone, Email, or Address.