# Brex and Workday RaaS

Get answers to all of your questions regarding Brex

**URL Source:** https://www.brex.com/support/brex-and-workday-raas

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## Overview

Workday Reports-as-a-Service (RaaS) enables Workday administrators to expose custom reports as a web service. The Brex integration uses this capability to import employee data from your Workday report into your Brex account for user onboarding and updates.

**Note:** The custom report exposes employee data from Workday. Include only the fields you want Brex to receive, and secure the report with the correct Workday permissions.

**Key benefits**

- **Streamlined provisioning:** Import employee records from Workday to create and update users on Brex, reducing manual data entry.
- **Flexible data mapping:** Bring in standard attributes and any **custom user fields** you add to your RaaS report.
- **Automated offboarding:** Optionally auto-deactivate Brex users when they’re terminated in Workday.
- **Simple setup path:** Generate a **JSON** Web Service Report URL, share it securely with Brex, then link your HR connection on the _Team_ page.

## 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 | **√** | Employee’s first name | Jane |
| last_name | **√** | Employee’s 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 |  |
| custom_user_field_1. Value name can be customized (using snake_case) and will be visible in _Team_ and _Fields library_ |  | Any additional fields you’d like to bring into the Brex platform. If you encounter any issues, see the _Adjusting Workday Security Group permissions_ section of this page |  |

**Step 6:** Get the Web Service Report URL in JSON format.  
  
**Step 7:** Let [Brex Support](https://dashboard.brex.com/?chat=true) know that you have completed the above steps. We’ll give you instructions on how to provide it.  
  
**Note: **Please do not send credentials to Brex.  
  
**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](https://help.merge.dev/en/articles/5699428-workday-how-do-i-link-my-account).  
  
You need to add managers in Brex to be assigned to their direct report’s user profiles.

## Adding custom user fields

To import custom user fields, add additional fields to your Workday RaaS report either during or after setup. Please see the steps below:  
  
**Step 1: **In Workday, find your existing RaaS report and click the link to view your report.  
  
**Step 2: **Click the three dots and, from the _Custom report_ section, click _Edit.  
  
_**Step 3: **Click + to add an additional row to your report and enter the information for the new field you want imported into Brex.  
  
**Note:** The _Column Heading Override XML Alias_ value is what your field will be referred to within Brex. You must provide it in snake case (i.e., snake_case) to comply with XML standards.  
  
**Step 4: **Click _OK_ to finalize your changes and click _Run_ to save them. Brex will now have access to your updated report.  
  
**Note**: If you don’t see the new field in Brex after the sync completes, security policy changes may be required for Brex to access the added custom user field data. Please see the _Adjusting Workday Security Group permissions section of this article** **_for more information.

## Adjusting Workday Security Group permissions

When you bring in new custom user fields, you may need to update the permissions for the Security Group used during your Workday RaaS integration setup in order for Brex services to access the data. To do this, follow the steps below:  
  
**Step 1: **In your Workday, search for _Maintain Permissions for Security Group_ and click the link.  
  
**Step 2: **In the form, select _Maintain_ as the _Operation_ and select the security group name that was used for your _Brex Integration Systems User _in_ Source Security Group_.  
  
**Step 3: **Click + to add a new permission to the_ Domain Security Policy Permissions_ tab.  
  
**Step 4: **Under _View/Modify Access_, select _Get Only_, and under _Domain Security Policy_, search for the field that was added to your Brex Workday RaaS Report**.  
  
Step 5: **In your Workday, search for _Activate Pending Security Policy Changes_ and click the link.  
  
**Step 6: **Review permission changes in the following screens and finalize them.  
  
**Step 7: **In your Workday, search for your existing RaaS report and click the link to view your report.  
  
**Step 8: **Click the three dots and, from the _Custom Report_ section, click _Run_ to save your changes. Brex can now access your updated report.

## 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 us.