Workday Tenant Pre-Requisites

Smart Workday Extensions

Smart requires a number of calculated fields and custom reports to be uploaded into your Workday tenant to allow it to run automated tests. These reports and fields are non-intrusive and have no impact on the Workday implementation and will be uploaded as part of your tenant provisioning process.

Smart Pre-Requisites

An Administrator role is created and assigned to a nominated person within the customer organization. This Administrator receives their Smart credentials from the Kainos Smart Customer Support team. This role is used to do the necessary configuration and to create new users within Smart.

Workday Tenants

The Workday Tenant Configurations screen lists the Workday tenants available for selection to execute test runs against. You have the ability to edit and delete tenant configurations, as well as reset the password for an existing configured tenant (for more information on this functionality, please see the section on Resetting Passwords). In addition, as the Smart Administrator, you have permissions to add Workday tenants.

To access this functionality the Administrator selects Workday Tenants from the Administration menu. This will bring you to the Workday Tenant Configurations screen shown below.

Creating A New Workday Tenant

To create a new Workday tenant, select the Create New option on the bottom left hand side of the Workday Tenant Configurations screen.

Workday Tenant Configuration

There are seven properties that must be specified in the Workday Tenant Configuration:

  • Alias - A unique tenant name.
  • Tenant URL - The URL of the Workday tenant excluding the name of your tenant.
  • Smart Workday Login User (set automatically) - The username of the Kainos Smart account created on the Workday tenant.
  • Tenant Name - The unique tenant identifier.
  • SOAP Endpoint (set automatically after entering your Tenant URL) - The URL of the Workday Web Services end-point for the Workday tenant data center.
  • Default Test Result - The ability to set the test result default outcome status. It is recommended to leave this as Unspecified.
  • Active - Sets the tenant as active, allowing tests to be run against the tenant. This box must be checked before the Apply Config button is available.

On completion you can select Save for Later to save the tenant in the configuration screen, making it available for provisioning at a later date. Alternatively the Apply Config button can be checked and tenant provisioning can be initiated, providing that all of the requisite configuration has been done on the tenant to facilitate this (for more information on this, please see the section on configuring non-Production Workday environments). Once provisioning has been carried out, the new Workday tenant will be available within Smart, against which tests can be created and executed.

When logging into Smart, if there are no tenants configured/set as active, or your tenants are in progress of being updated, a relevant message will be presented to inform you of the status of the tenant. See the image below for an example. In this case there are no currently active tenants, so a hotlink to the tenant configuration page has been provided.

Tenant Status

Tenant Status

User Management

By selecting Users from the ADMIN drop down menu, the Smart Administrator can view the full list of users of the Smart tool and their current permissions, as well as options to change permissions, edit, and delete accounts from the system. You can also add new users to your Smart instance by selecting CREATE USER, and additionally generate a PDF report showing the current status of user permissions by selecting CREATE ROLES REPORT.

Adding Smart Users

The Security Administrator has the ability to add users to Smart.

Select the Create New option on the bottom left hand side of the Users screen. Then enter a name, username (email address), password and repeat the password.

When creating a password, it must meet the following criteria (this information is also available by clicking Show password guidance on the user credentials screen):

  • 8 or more characters.
  • Include upper and lower case letters.
  • 1 or more special characters, for example !#%$£&()*.
  • 1 or more numerical characters.
  • A maximum of 3 consecutive matching, ascending or descending characters.
  • No common words, for example 'admin' or 'password'.
  • Must not repeat one of your previous 10 passwords.

You may also choose the time zone setting and preferred date format from the dropdowns provided. By choosing the time-zone and date format the user can ensure the test meta-data reflects their geographical location.

An Expire option is also available if a specific account should only be accessible for a certain period of time. This can be set using the Expire selection buttons seen in the screenshot below.

Lastly the option to enable Email notifications is also available to users. When enabled, Smart will send an email to the user who has executed a test run upon its completion, containing some basic test information and statistics.

Once you have entered your user credentials, click Save. You will then be prompted to change the newly created user's security permissions.

User Credentials

Change Permissions

The Security Administrator can also change the permissions for user accounts at any time from the ADMIN -> Users menu.

Select the Change Permissions option beside a given users account name. This will take the Security Administrator to the Change Permissions screen as shown in the screenshot below.

Permissions can be granted and revoked to enable a user to see specific actions and pages within Smart. The table below shows what can/cannot be seen based upon what permissions a user has. The 'None' option exists to allow you to assign a Security Administrator, but not grant them the ability to view/execute tests within Smart. This gives the opportunity to have a Security Administrator whose responsibility is purely user management and tenant management.

The 'Analyst' option exists to allow a user to be assigned as an analyst, meaning they can view test runs and results, but not create or execute test runs.

Permissions can be granted on a per module (where available) basis (e.g. a user can view HCM, Financials, or HCM & Financials).

Change Permissions

Permissible Actions

The table below shows the actions available for a user depending on what permissions they are granted in Smart.

Permissible Actions

Can Assign to Security Groups

The 'Can Assign to Security Groups' is available to select when a user has been granted Manager or Tester permissions. With this option selected for a user, it will allow them to add the 'Assign Users to User Based Security Group' BP from the Create BP / Integration screen, as well as execute this BP in a Test Run. See the below image for the BP that will become available with the option configured correctly.

Audit History

By selecting Audit History from the Administration dropdown menu, the Smart Administrator can view the latest activity on the Smart tenant.

Audit History

Viewing Audit History

When viewing Audit History, a table is displayed with 4 columns:

  • When the action occurred
  • Who logged into the tenant
  • Action that was carried out
  • On what user or the name of the test