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RhythmsAI SFTP Integration Guide for Workday

Updated over 6 months ago

Overview

This guide explains how to set up automated employee data synchronization between your HRIS system (such as Workday) and RhythmsAI using SFTP (Secure File Transfer Protocol). This integration allows for secure, automated transfer of user information from your HRIS to RhythmsAI.

Prerequisites

  • Administrator access to your HRIS system (e.g., Workday)

  • SSH key generation tools (e.g., ssh-keygen, Workday or any other tool)

  • Access to RhythmsAI admin portal

Integration Flow Overview

  1. Generate SSH key pair

  2. Share public key with RhythmsAI

  3. Receive credentials and sample file from RhythmsAI via password-protected Dropbox

  4. Build custom report in Workday based on sample

  5. Create and launch Enterprise Interface Builder (EIB)

Step 1: Generate SSH Key Pair

For Workday Integration

  1. If Workday generates the key pair:

    • Log into Workday and search for "Create x509 Private Key Pair"

    • Give the key pair a name and click "OK"

    • Workday will generate a public/private key pair

  2. Convert to OpenSSH format (if needed):

    • Create a file on your local computer with the copied "RSA-SSH" formatted key

    • Name it rsa.pub

    • Run the following command to generate a more secure SSH key:

      ssh-keygen -i -f rsa.pub

    • This outputs a new SSH key in OpenSSH format

Step 2: Share Public Key with RhythmsAI

  1. Save your public key in a text file

  2. Share the public key with your RhythmsAI contact

Step 3: Receive RhythmsAI Credentials (Secure Dropbox)

RhythmsAI will provide you with the credentials in a secured manner.

The credentials will contain the following:

  • SFTP username (format: typically like rhythmssftpusprod.0196ea4d9a1e7c55aa0c4f4943aab697)

  • SFTP hostname (e.g., sftp.rhythms.ai)

  • PGP public key (recommended - for file encryption)

  • Sample users.csv file with required format and columns

Security Note: For your protection, RhythmsAI uses password-protected Dropbox links. The password will be communicated separately to ensure secure transmission of your SFTP credentials.

Download and save these files securely, then delete them from your Downloads folder.

Step 4: Create Custom Report in Workday

Using the sample file provided by RhythmsAI, create the following Custom Report in Workday:

Users Report (users.csv)

Required columns (based on RhythmsAI sample):

CSV Header

Status

Description

user_id

Required

A unique ID representing the user

username

Required

A unique human-readable user name

email

Required

The primary work email for the user

first_name

Required

The first name of the user

last_name

Required

The last name of the user

job_title

Required

The job title of the user

work_address_street

Optional

Work street address

work_address_locality

Optional

Work locality such as the city

work_address_region

Optional

Work region such as the state

work_address_postal_code

Optional

Work postal code

work_address_country

Optional

Work country

cost_center_name

Optional

Name of the cost center

department_name

Optional

Name of the department

division_name

Optional

Name of the division

employee_type

Optional

Identifies the relationship between the organization and the user

employment_start_date

Optional

Employment start date

manager_email

Optional

Employee manager's email

Important when creating the report:

  • Select "Advanced" as the Report Type

  • Check the "Enable as Web Service" box

  • Create an XSLT transformation to output in CSV format

Step 5: Create Enterprise Interface Builder (EIB)

To automate the data sync:

  1. In Workday, search for "Create EIB"

  2. Fill out the Name field and select "Outbound EIB"

  3. On the "Get Data" page:

    • Select the Custom Report you created in Step 4

  4. Under the "Transformation" tab:

    • Set the file name to: users.csv

  5. Click "Deliver" and configure:

    • Select "SFTP" as the Delivery Method

    • Enter the RhythmsAI credentials:

      • Username: [From RhythmsAI Dropbox file]

      • Server Address: [From RhythmsAI Dropbox file]

    • Select your SSH Key Pair

  6. Click "OK" and launch the integration

Step 6: Test and Verify

  1. Run a test sync from Workday

  2. Monitor the EIB status for successful completion

  3. Contact RhythmsAI support to verify files were received

  4. Check RhythmsAI admin portal to confirm user data import

File Upload Options

Standard Upload

  • Upload users.csv directly to the RhythmsAI SFTP server

Encrypted Upload (Optional but Recommended)

  • Use the PGP public key provided by RhythmsAI to encrypt your files

  • Upload as users.csv.gpg

Common Issues

Connection Failed

  • Double-check the SFTP hostname and username from RhythmsAI

  • Verify your SSH key format is correct

  • Ensure Workday can reach the SFTP server (firewall rules)

File Not Appearing

  • Verify the filename is exactly users.csv (case-sensitive)

  • Check the EIB run history for errors

  • Ensure CSV format matches the sample file exactly

Data Import Issues

  • Validate CSV has no extra columns or missing required fields

  • Check for special characters in user data

  • Verify user_id values are unique

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