Brex and Workday RaaS
Overview
Workday Reports-as-a-Service (RaaS) enables Workday admins to expose custom reports as an available web service.
Setup
If you want to onboard users to your Brex account from your Workday account, follow the steps below: Step 1: In Workday, search “Create Custom Report” and click the link to begin setup. Step 2: Enter a report name, set the report type to Advanced, and choose the data source of the employees you wish to import. Step 3: Specify a data source for the filtered employees. For example, if you never want to provision interns or contractors on Brex, filter them out. Step 4: Click Enable As Web Service. Step 5: Add fields you want to map to Brex using the specified column heading overrides below.
| Column heading override | Required | Description | Example values |
|---|---|---|---|
| work_email | √ | Employee’s work email | user@brex.com |
| first_name* *legal name for issuing cards | √ | Employee’s legal first name | Jane |
| last_name | √ | Employee’s legal last name | Doe |
| time_type | √ | Enumeration: “FULL TIME” “PART TIME” “CONTRACTOR” “INTERN” “FREELANCE” | Full time |
| active | √ | Employee’s employment status, under Worker_Status_DataType Active -> 1 Inactive -> 0 | 1 |
| start_date | √ | Employee start date | 2016-01-01 |
| employee_id | √ | Employee’s Workday ID | abc123 |
| manager_id | Employee Manager’s Workday ID | def456 | |
| employee_display_id | A custom display identifier for the employee (e.g. “employee number”) | 42 | |
| job_title | Employee job title | CEO | |
| work_location | Employee’s work location, for use in budget provisioning | San Francisco HQ | |
| legal_entity | The legal entity the Employee works under, for use in budget provisioning | ||
| cost_center | The cost center the Employee works under, for use in budget provisioning | ||
| department | The department the Employee works under, for use in budget provisioning |
Step 6: Export the report as a JSON. Step 7: Send an email to support@brex.com or click Live chat in your Brex dashboard to let us know that you have your JSON report ready. We’ll give you instructions on how to provide it. Note: Please do not send credentials to Brex or include your JSON report in the email. Step 8: Once set up, we’ll ask you to link an HR connection to Workday through the Team page. You can follow the instructions in this article. You need to add managers in Brex to be assigned to their direct report’s user profiles.
Auto-deactivate users
The auto-deactivate setting automatically deactivates users in your Brex account when they are terminated in Workday. You can set this up with Workday RaaS by following the steps below: Step 1: Set the active column of terminated users to 0 in the report. Do not remove them entirely. Step 2: Click your name in the top right and go to Integrations > Connected HRIS. Step 3: Click Manage and, on Automatic deactivate, click Enable.
Workday HRIS
If you reconnect the Workday HRIS integration, you do not need to re-send the JSON URL to support@brex.com.