Workday Knowledge Management Connector for Leena AI

This guide outlines the end-to-end configuration required to integrate Workday Help (Knowledge) with Leena AI. You will need to create a service account, configure security permissions, and establish an OAuth 2.0 connection.

Connection Prerequisites

Before starting, ensure you have the following parameters ready to enter into the Leena AI Admin Console:

• Domain (Host Name): e.g., wd2-impl-services1.workday.com
• Tenant Name: The segment following /service/ in your API URL.
• Client ID & Client Secret: Generated via API Client registration.
• Refresh Token: Tied to the Integration System User.
• Custom Reports API URL: The JSON endpoint for worker data.

Phase 1: Identity & Security Foundation

Create the "Service Account" and the group that will house its permissions.

1. Create Integration System User (ISU)

1. Search for the Create Integration System User task.
2. User Name: Leena_AI_ISU.
3. Password: Set a strong password and record it.
4. Settings:

• Uncheck Require New Password at Next Sign In.
• Set Session Timeout Minutes to 0.
• Check Do Not Allow UI Sessions.

2. Create Security Group (ISSG)

1. Search for Create Security Group.
2. Type: Select Integration System Security Group (Unconstrained).
3. Name: Leena_AI_Security_Group.
4. Members: Add the Leena_AI_ISU created in the previous step.

Phase 2: Permissions & Policy Activation

Define what data Leena AI is authorized to access.

3. Assign Domain Permissions

1. Run the Security Group Membership and Access report.
2. Select your Leena_AI_Security_Group.
3. Go to Related Actions (...) > Security Group > Maintain Domain Permissions for Security Group.
4. Under Integration Permissions, add the following domains with Get access:

• Worker Data: Workers
• Worker Data: Current Staffing Information
• Help Article REST API (Required for Knowledge indexing)
• Person Data: Personal Photo

4. Activate Security Policies

1. Search for Activate Pending Security Policy Changes.
2. Enter a comment (e.g., "Leena AI KM Integration") and click OK.
3. Check the Confirm box and click OK to push the changes live.

Phase 3: API Connectivity & Data Ingestion

5. Register API Client & Generate Refresh Token

1. Search for Register API Client for Integrations.
2. Client Name: Leena AI Connector.
3. Scopes: Select Tenant Non-Configurable, Personal Data, and Help.
4. Save Credentials: Copy the Client ID and Client Secret immediately.
5. Generate Token:

• Find the new client in View API Clients.
• Select Related Actions (...) > API Client > Manage Refresh Tokens for Integration.
• Select your Leena_AI_ISU and click Generate New Refresh Token. Save this value.

6. Create Custom Worker Report

1. Run Create Custom Report.
2. Settings:

• Name: Leena_Get_Workers
• Type: Advanced
• Data Source: All Workers
• Check: Enable as Web Service

3. Columns: Add fields (Employee ID, Workday ID, Email, etc.) and ensure the Column Heading Override XML Alias matches the Leena AI schema (e.g., id, workdayId, address).

   
   

   To enable data ingestion for the Leena AI connector, you must create an Advanced Custom Report in Workday. The following fields are mandatory.

   ⚠️ Critical: You must enter the values in the Column Heading Override XML Alias column exactly as shown (case-sensitive) to map the data correctly to the schema.

   Mandatory Report Columns

   Business Object	Field	Column Heading Override XML Alias
   Worker	Employee ID	id
   Worker	Workday ID	workdayId
   Worker	Worker is Contingent Worker	isContingentWorker
   Preferred Name	First Name	preferredFirstName
   Preferred Name	Last Name	preferredLastName
   Preferred Name	Name in General Display Format	formattedName
   Public Email Addresses	Email Address	address
   Public Email Addresses	Is Primary Work	isPrimary

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   Configuration Notes

   • Case Sensitivity: Workday XML aliases are case-sensitive. Ensure workdayId is not entered as workdayid.
   • Alias Length: Workday may trigger an alert if an alias exceeds 16 characters. All required aliases above are within this limit.
   • Empty Fields: The "Format" and "Options" columns in the Workday report builder can be left empty for these rows.
   • Sharing: Once the report is created, go to the Share tab and add your Integration System User (ISU) to the Authorized Users list, otherwise the connector will return an empty dataset.

   ---

   
   

4. In the Filter tab, configure date-based filters using “Hire Date” for pagination and the “Active Status” field to filter for active users.

5. Share: In the Share tab, add Leena_AI_ISU to Authorized Users.

7. Fetch API URL

1. Search View Custom Report and open Leena_Get_Workers.
2. Go to Related Actions (...) > Web Service > View URLs.
3. Scroll to JSON and copy the URL.

8. Fetch Article Audience IDs

1. Search for View Article Audience.
2. Select the relevant audience and go to Related Actions (...) > Integration IDs > View IDs.
3. Copy the Workday ID for audience-specific knowledge filtering.

9. Finalizing Setup in Leena AI

1. Log in to the Knowledge Management Dashboard.
2. Navigate to Settings —> Integrations.
3. Find the Workday Connector and click Connect.
4. Complete the setup wizard by entering the credentials fetched above.
5. Click Connect and choose between Manual Sync or Auto Sync.