Workday Connector for Leena AI

The Workday connector for Leena AI allows you to index and search knowledge articles from your Workday tenant. This integration makes published help content easily discoverable across the organization, improving access to policies and internal guidance.

The connector focuses on ingesting knowledge articles and provides configuration options to ensure only relevant content is made searchable.

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Prerequisites

Ensure the following details are available before proceeding:

1. Integration System User (ISU) Credentials (Username & Password).
2. Properly configured Integration System Security Group (ISSG).
3. Necessary Domain Security Policies activated in Workday.

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Workday Setup Guide

1. Create the Integration System User (ISU)

• Search for the Create Integration System User (ISU) task.

  

• Create a new ISU and securely record the Username and Password.

  

• Confirm the ISU has default permissions assigned.

2. Create an Integration System Security Group (ISSG)

• Search for Create Security Group.

  

• Select Integration System Security Group (Unconstrained).

  

• Name: ISSG_connector_leena_ai (or follow company naming conventions).

3. Add ISU to ISSG

• Run the All Workday Accounts report to find your ISU.

  

• Select Assign Integration System Security Groups from the action menu.

  

• Add the ISU to your newly created ISSG.

  

4. Configure Domain Security Policies

Access the ISSG via View Security Group and perform the following:

• Maintain Domain Permissions: Add the "Workday Accounts" permission.

  

• Knowledge Access: Search for Assign Users to User-Based Security Group, enter "Workday knowledge help domain", and add your ISU.
  "Workday knowledge help domain" is not a exact domain name, it can vary, this is configured when the user enabled knowledge help articles in their tenent.

• Security Configuration: Add "Security Configuration" and "Security Activation" domains to your ISSG. Add the ISSG to both Report/Task Permissions and Integration Permissions.

• Activation: Run the Activate Pending Security Policy Changes task to apply updates.

  

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Custom Report Configurations (RaaS)

You must create several reports. Ensure Enable as Web Service is checked for all.

Report 1: All Articles

• Follow these steps to initialize the attachment-specific report required for the connector:

  1. Task: Navigate to the Create Custom Report task.
  2. Report Configuration: Enter the following header details:

  Field	Value
  Report Name	All Articles – Attachment
  Report Type	Advanced
  Data Source	Knowledge Base Article Versions

  🔍 Verification

  Ensure the following settings are correctly applied before proceeding to the columns:

  • Data Source Type: Indexed
  • Primary Business Object: Article Version

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  In the columns tab map the following table in your report.

• Group Column Headings: Add the following info under group column heading.

  

• Filter: In the Filter tab, add the following information.

  

• Prompts

  • Go to Prompts tab and add the prompts as mentioned below.

    

  Share

  • Go to Report Definition Sharing Options within **Share **Tab.

  • Select Share with authorised groups and Share.

  • Within Authorised User share add your ISU user that you created before.

  • Within Authorised Groups selected ISSG group that you created above.

    
  
  

• Finalizing

  • Output Tab: Ensure the output type is set to table.

  • Click OK to save and then **Run **to verify the data.

    
  
  
  

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Report 2: All Articles – Attachment

Follow these steps to configure the attachment-specific report for the Workday connector.

1. Initial Setup

• Navigate to the Create Custom Report task in Workday.
• Enter the following header details:

2. Verification

Before proceeding to columns, verify the following data source attributes:

• Data Source Type: Indexed
• Primary Business Object: Article Version

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Next Step: Under columns tab, map the following table.

• Group Column Headings:

To maintain the correct data structure for the Workday connector, configure the following in the Group Column Headings section at the bottom of the Columns tab:

• Filters: Map the following information under Filters tab.

  

• Sub-filters: File Name does not contain png, jpg, or gif.

• Prompt

  • Go **Prompts tab **and add the prompts as mentioned below.
  
  

• Share

  • Go to Report Definition Sharing Options within **Share **Tab.
  • Select Share with authorised groups and Share.
  • Within Authorised User share add your ISU user that you created before.
  • Within Authorised Groups selected ISSG group that you created above.
  
  

• Finalizing

  • Output Tab: Ensure the output type is set to table.
  • Click OK to save and then **Run **to verify the data.
  
  

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Report 3: CR_Security Group Members

Follow these steps to set up the security group membership report in Workday:

1. Task Initialization

• Task: Search for and select Create Custom Report.

2. Report Details

Enter the following information in the header:

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Next Step: List the Defining Report Columns and their corresponding XML Aliases for this security report.

• Group Column Headings: Set Business Object: Worker | XML Alias: Worker_group

• Sort: On the Sort tab, ensure Sort by first accessible column is checked.

  

• Filter: Add Security Groups field as shown below.

  

• Sub-filter: Within the Subfilter tab, select Security Groups as the Business Object and add the condition: Security Group Name | contains | Prompt the user for the value.

  
  

• Prompts and Output

  • Configure the following settings to ensure the report handles parameters and data display correctly:

    1. Prompts

    • Date Settings: Set both Effective Date and Entry Date to Use date and time at runtime.
    • Display Settings: Enable the checkbox for Display Prompt Values in Subtitle.
    • Prompt Defaults: Add the following default configuration:

    Field	Prompt Qualifier	XML Alias
    Security Group Name	Default Prompt	Security_Group_Name

    

    2. Output

    • Navigate to the Output tab.
    • Output Type: Select Table.

• Report Sharing Configuration

  To ensure Leena AI can access the generated data, configure the security settings as follows:

  1. Navigate to the Share tab.

  2. Select the radio button: Share with specific authorized groups and users.

  3. In the Authorized Users field, add: leena-km-connector.

  4. Click OK to save and finalize the report.

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Fetching API URLs

1. Search for View Custom Report.

2. Navigate to Web Service > View URLs.

3. Right-click JSON and select Copy URL.

   

Required Report names for Integration:

• All Article report
• All Article Attachment report
• CR_Security Group report

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Leena AI Configuration

1. Go to the Knowledge Management Dashboard.
2. Navigate to Settings > Integrations > Workday Connector.
3. Click Connect and enter:

• ISU Username & Password
• Base_url":
• Tenant ID
• The names of 3 RaaS Reports

4. Set to Manual Sync or Auto Sync.