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Workday Automation

Automate File Transfers to Workday using SFTP

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Workday Logo
Workday human resource management software is a leading solution for business professionals everywhere.  It is a finance, HR, and planning solution that helps customers solve their greatest business challenges.

The data exchanged with Workday is sensitive, private information that must be protected.  Whether it is HR information like payroll, benefits administration, invoices or other accounting information, the contents of the files must be secured.

SFTP is the preferred data transfer protocol for Workday.  With strong encryption and integrity checking, SFTP ensures the highest levels of authentication and encryption, ensuring that your confidential and sensitive information stays safe and that you meet regulatory requirements.

Diplomat MFT can help you to automate your regular file transfers with workday, such as payroll and timesheet data.  By automating your Workday transfers, you will save time on repeated manual processes and avoid the risk of human errors.  Workday automation with our managed file transfer software Diplomat MFT is a great way to save time and money while ensuring risk-free HR processes.

The new ASC 606 and IFRS 15 requirements are now in effect for all companies.  Workday properly manages your revenue recognition to stay compliant with these new GAAP rules.

Diplomat MFT can help you to automate the SFTP transfer of your accounting or HR data in an easy to use, secure manner.  With robust scheduling options, strong security, and status notifications through email, Slack, or Teams, Diplomat MFT is the most cost-effective tool you can use to automate secure file transfers to Workday.

There is no need to waste any employee’s precious time with manual transfers, nor run the risk of human error for those transfers.  Our fully automated solution supports auditing, reporting, archiving, and notifications of SFTP and OpenPGP transfers — as well as many other protocols.

  • Secure the file delivery to Workday. 
    Diplomat MFT automatically sends files securely with the SFTP, SSH Client Key Authentication, and OpenPGP encryption.  With the industry’s strongest cryptography, you can rely upon Diplomat MFT to protect the sensitive files that are sent when sending files to Workday using SFTP.
  • Automate the file delivery process.
    Use Diplomat MFT’s robust scheduler, you can easily configure when to send your files using SFTP, SSH Client Key Authentication, and OpenPGP to Workday.  Whether it is a once-a-day transfer, or periodically throughout the day, or even on-demand file transfers, the Diplomat MFT scheduler supports your needs.  Diplomat supports calendar exclusions so files are not transferred on bank holidays.
  • Visibility into Workflows
    Diplomat MFT provides visibility into your workflows so you never have to wonder if files were delivered. With full audit trails, file archiving, and notifications over email, Slack, or Teams, Diplomat MFT has you covered when transferring files to Workday using SFTP, SSH Client Key Authentication, and OpenPGP encryption.
  • World class support.
    With the highest customer support ratings in the industry, Coviant Software has you covered.  If you run into problems with connectivity to Workday or need help with your complex workflows, our friendly and knowledgeable support staff are ready to help.

Diplomat MFT is the perfect tool to automate and secure your file transfers to Workday.  Increase your operational efficiencies while maintaining the highest levels of security and compliance.

What is Workday?

Workday software refers to the suite of cloud-based applications and tools developed by the company Workday, Inc. This software is designed to assist businesses and organizations in managing various aspects of their human resources, financial operations, and overall enterprise management.

Workday’s software encompasses a range of modules that cover functions such as human capital management (HCM), payroll, financial management, talent management, time and attendance tracking, recruitment, benefits administration, and more. These modules are integrated within the same platform, allowing for seamless data sharing and collaboration across different departments and functions.

The software is accessible through web browsers and mobile devices, making it convenient for users to access and update information from anywhere with an internet connection. Workday’s focus on user-friendly interfaces and intuitive design helps simplify complex processes, enhance user adoption, and promote efficient workflows.

Furthermore, Workday’s software leverages cloud technology, which means that the software and data are hosted on remote servers and accessed over the internet. This eliminates the need for businesses to manage on-premises servers and software installations, while also providing the benefits of scalability, automatic updates, and robust security measures.

Overall, Workday software aims to improve organizational efficiency, data accuracy, and strategic decision-making by offering integrated solutions for managing workforce and financial aspects, all within a single, unified platform.

How can workday be automated?

Workday can be automated through various methods and tools that leverage its capabilities and APIs (Application Programming Interfaces). Automation in Workday aims to streamline repetitive tasks, reduce manual intervention, improve accuracy, and increase efficiency. Here are some ways to automate processes within the Workday platform:

  1. Workday Business Process Automation: Workday provides built-in automation capabilities through its business process framework. This allows you to define workflows and automate approval processes, such as employee onboarding, promotions, leave requests, and expense approvals. Automated workflows can be configured to trigger notifications, route tasks to the appropriate individuals, and enforce business rules.

  2. Integration with Third-Party Systems: Workday supports integration with other software applications through APIs and connectors. By integrating Workday with other systems, you can automate data synchronization between systems, such as employee data between Workday and a CRM system, or financial data between Workday and an accounting system.

  3. Scheduled Tasks: Workday allows you to schedule and automate various tasks, such as data imports, exports, and reports generation. For example, you can set up a scheduled task to automatically import employee data from an external source on a regular basis.

  4. Custom Reports and Dashboards: Create custom reports and dashboards in Workday to automatically present relevant data and insights to stakeholders. You can set up these reports to be generated and distributed at specific intervals, reducing the need for manual report generation.

  5. Notifications and Alerts: Utilize Workday’s notification and alert features to automate communication. Set up automatic notifications to inform users about upcoming tasks, pending approvals, or important changes in the system.

  6. Data Transformation and Cleansing: Use automation tools to transform and cleanse data before it’s imported into Workday. This can help ensure data accuracy and consistency while minimizing manual data manipulation.

  7. Robotic Process Automation (RPA): For more advanced automation, consider integrating RPA tools with Workday. RPA bots can automate tasks that involve interacting with the user interface, such as data entry, form filling, and navigation within Workday.

  8. Chatbots and Virtual Assistants: Integrate chatbots or virtual assistants with Workday to automate responses to employee queries, provide self-service options, and assist with basic HR-related tasks.

  9. Workflow Triggers: Configure Workday to automatically trigger workflows based on specific events or conditions. For example, you can set up a workflow to initiate when an employee reaches a certain performance milestone.

  10. APIs and Scripting: Leverage Workday’s APIs and scripting capabilities to create custom automation scripts. This can involve automating data updates, calculations, or other operations using code.

When automating processes in Workday, it’s important to carefully plan and test your automation strategies to ensure they align with your business needs and adhere to best practices. Workday’s documentation and support resources can provide additional guidance on how to effectively implement automation within the platform.

How can you automate Workday with Diplomat MFT?

Diplomat MFT (Managed File Transfer) is a solution designed to automate and secure file transfers between systems and organizations. Integrating Diplomat MFT with Workday can enhance automation and data exchange capabilities. Here’s how you can automate Workday using Diplomat MFT:

  1. Data Imports and Exports: Automate the transfer of data between Workday and other systems using Diplomat MFT. Set up scheduled tasks in Diplomat MFT to retrieve data files from external sources and import them into Workday. Similarly, you can configure Diplomat MFT to export data files from Workday and deliver them to designated destinations.

  2. File Transformation and Encryption: Diplomat MFT offers features for transforming and encrypting files during transfer. You can automate the process of transforming data files into formats compatible with Workday’s requirements, and ensure that sensitive data is encrypted before transmission.

  3. Automated Notifications: Use Diplomat MFT to generate automated notifications and alerts related to file transfers. For instance, you can configure Diplomat MFT to send notifications when a file transfer is successful, failed, or requires manual intervention.

  4. Workflow Automation: Integrate Diplomat MFT with Workday’s business process framework to trigger file transfers as part of automated workflows. For example, when an HR approval process is completed in Workday, Diplomat MFT can automatically initiate the transfer of relevant employee data to another system.

  5. Data Validation and Preprocessing: Before transferring data to or from Workday, you can use Diplomat MFT to automate data validation and preprocessing tasks. This can involve checking data integrity, performing data transformations, and ensuring that files meet the necessary criteria before transfer.

  6. Error Handling and Retry Mechanisms: Configure Diplomat MFT to handle errors that might occur during file transfers. Set up automated retry mechanisms to reattempt transfers in case of transient issues, reducing the need for manual intervention.

  7. Auditing and Logging: Diplomat MFT provides auditing and logging capabilities that can help track and document file transfer activities. Automated logs can assist in monitoring transfer statuses, identifying issues, and maintaining compliance.

  8. Integration with Workday Web Services: If Workday offers web services APIs, you can integrate Diplomat MFT with these APIs to automate the exchange of data between Workday and external systems.

  9. Custom Workflows: Depending on your organization’s specific requirements, you can design custom workflows that combine Diplomat MFT’s file transfer capabilities with Workday’s business processes. This can involve orchestrating complex data flows and interactions.

  10. Monitoring and Analytics: Diplomat MFT often includes monitoring and reporting features. Automate the generation of reports and analytics related to your automated file transfer processes.

To automate Workday with Diplomat MFT, you’ll typically need to configure integration settings within both systems. This might involve setting up connections, defining transfer rules, specifying file formats, and managing security aspects such as authentication and encryption. Collaborating with IT professionals experienced in both Workday and Diplomat MFT can help ensure a successful integration that aligns with your organization’s needs.

What are the benefits of automating workday?

Automating Workday offers numerous benefits to organizations by streamlining processes, improving efficiency, and enhancing overall operational effectiveness. Here are some key advantages of automating Workday:

  1. Increased Efficiency: Automation reduces manual data entry and repetitive tasks, allowing employees to focus on higher-value activities. This leads to increased productivity and faster execution of HR and financial processes.

  2. Time Savings: Automation eliminates the need for manual intervention in tasks such as data transfers, approvals, and report generation. This saves time and enables quicker response times to employee needs and organizational requirements.

  3. Reduced Errors: Manual data entry is prone to errors. Automating Workday processes minimizes data entry mistakes, leading to improved data accuracy and compliance with regulations.

  4. Consistency and Standardization: Automation ensures that processes are executed consistently according to predefined rules and workflows, reducing variations and ensuring adherence to organizational policies.

  5. Enhanced Data Integrity: Automated data transfers and synchronization between systems help maintain accurate and up-to-date information across the organization. This supports better decision-making based on reliable data.

  6. Improved Compliance: Automation enforces consistent compliance with regulatory requirements and internal policies. Audit trails and automated approvals provide a clear record of actions taken.

  7. Faster Decision-Making: Automation provides real-time access to data and analytics, enabling managers and stakeholders to make informed decisions quickly without waiting for manual data compilation.

  8. Efficient Onboarding and Offboarding: Automated onboarding and offboarding processes ensure that new employees are integrated seamlessly and departing employees’ access is revoked promptly, reducing security risks.

  9. Employee Self-Service: Automation allows employees to access and update their information through self-service portals, reducing the administrative burden on HR teams.

  10. Strategic Insights: Automation provides data-driven insights and analytics that support strategic workforce planning, performance management, and resource allocation.

  11. Cost Savings: By reducing the time and effort spent on manual tasks, automation helps organizations save on labor costs and operational expenses.

  12. Scalability: As organizations grow, automation can easily adapt to handle increased workloads and complexity without proportional increases in manual effort.

  13. Cross-Functional Collaboration: Automation facilitates collaboration between departments by enabling seamless data sharing and consistent processes across the organization.

  14. Adaptability to Change: Automated processes can be quickly modified or expanded to accommodate changing business needs, ensuring agility in a dynamic environment.

  15. Employee Satisfaction: By automating routine tasks and providing self-service options, employees experience smoother interactions with HR processes, leading to higher satisfaction levels.

  16. Competitive Advantage: Organizations that leverage automation effectively can gain a competitive edge by focusing their resources on innovation and strategic initiatives.

Overall, automating Workday processes brings about a transformation in how an organization manages its human capital, financial operations, and overall business efficiency. It allows organizations to operate more effectively, reduce risks, and allocate resources more strategically.

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