This article reviews the steps for mapping employees for a Workday integration. Employees can only be mapped for Workday locations that are mapped to R365 locations.
When mapping employee records, the mapping list can be switched between viewing Workday records or R365 records. Typically, viewing the source record list (Workday records) is the most efficient way to complete mappings.
When manually creating employees, the employee record is only created when Save is clicked.
When changing mappings, data is only updated moving forward. To update historical labor data, the DSS will need to be re-imported.
Security
Only users with the following permission can map locations for a Workday integration:
Administration → Integrations → 3rd Party HR Admin
Auto-Mapped Employees
When automatic sync is turned on for the Workday integration, employees for mapped locations are automatically mapped when one or more of the following data points match in both systems:
Payroll ID = Workday employee ID
Email address
Phone number
First + Last Name
When viewing employee mapping, automatically mapped employees are prefaced with ‘Auto - ’.
Map a Workday Employee to an Existing R365 Employee
Follow these steps to change the mapping for a Workday employee:
Click steps to expand for additional information and images.
1) Navigate to the Workday Connection page.
The Workday Connection page is opened by clicking Edit for the Workday integration on the Integrations page.
2) Click Edit Account Mapping to open the Workday Integration Mapping page.
3) Confirm that locations from Workday are displayed. If not, click ‘R365’ in the upper right corner to switch the view.
4) Select the Employees tab.
5) Select the desired location from the Location dropdown menu.
Only mapped locations are listed.
6) Open the Link Employee dropdown menu, then select the desired R365 employee.
Only employees associated with the R365 location(s) mapped to the Workday location selected are listed.
Each Workday employee can be mapped to only one R365 employee. Employees that have already been mapped will not be listed.
Hover over the Link Employee field, then click the X button in the dropdown menu to clear the mapping.
7) Save.
Map a Workday Employee to a New R365 Employee
If the desired employee is not already created in R365, new employee records can be created from the Workday mapping page.
Only R365 employee records can be created from the Workday Integration Mapping page. Workday employees must be created in Workday.
Create Employee - Button
Follow these steps to create a new employee from the Workday Mapping page without selecting the Workday employee first:
Click steps to expand for additional information and images.
1) Select the Employees tab.
2) Click +R365 Employee.
When viewing employees from R365, this button is labeled +Employee. 
3) Enter employee details.
Learn more about creating employees.
4) Click Save on the employee record.
5) Click Save on the Workday Integration Mapping page.
When manually creating employees, the employee record is only created when Save is clicked.
Create Employee - Dropdown
Follow these steps to create a new employee from the Link Employee dropdown menu:
Click steps to expand for additional information and images.
1) Open the Employee tab of the Workday Integration Mapping page.
2) Confirm that employees from Workday are displayed. If not, click ‘R365’ in the upper right corner to switch the view.
3) Select the desired location from the Location dropdown menu.
Only mapped locations are listed.
4) Open the Link Employee dropdown menu for the desired Workday employee.
5) Select Create Employee from the list of employees.
6) Click Save on the Workday Integration Mapping page.
When manually creating employees, the employee record is only created when Save is clicked.
Create Employee - Bulk Create
Follow these steps to create employee records for multiple Workday employees:
Click steps to expand for additional information and images.
1) Open the Employees tab of the Workday Integration Mapping page.
2) Confirm that employees from Workday are displayed. If not, click ‘R365’ in the upper right corner to switch the view.
3) Select the desired location from the Location dropdown menu.
Only mapped locations are listed.
4) Check the bulk select box for desired employees.
5) Click Edit Employee Links in the bottom right corner of the page.
6) Open the ‘Select R365 Employees’ dropdown menu, then select Create Employee.
Each Workday employee can be mapped to only one R365 employee. The only option listed is Create Employee.
7) Click Update ___ Employees.
8) Click Save on the Workday Integration Mapping page.
When manually creating employees, the employees record is only created when Save is clicked.
