Laserfiche and Workday Integration by ECS Imaging

January 20, 2025

ECS Workday and Laserfiche Integration (Auto File Workflow via API)

Overview

This description outlines the integration process between Workday, a provider of enterprise cloud applications for finance and human resources, and Laserfiche, both in its Cloud and Self-hosted environments. The integration aims to streamline document management for employee-related documents using automated workflows. 

This integration enhances operational efficiency by linking HR data directly with document management, ensuring that employee documents are accurately managed and easily accessible.

Integration Components

1. Data Synchronization

  • API Interaction: A daily scheduled workflow uses the Workday API to fetch updated employee information.
  • Data Storage: The retrieved employee data is then inserted into a designated SQL table. This table serves as a quick reference for document processing within Laserfiche.

2. Document Processing Workflow

  • Document Ingestion
    • Documents related to employees are uploaded into an “Incoming” folder within Laserfiche. Each document must include the employee ID in its metadata.
  • Auto file Workflow in Laserfiche
    • Monitoring: An auto file workflow continuously monitors the designated “Incoming” folder for new documents.
    • Indexing and Renaming: Upon detection of a new document, the workflow accesses the SQL table to retrieve the corresponding employee data based on the employee ID.
    • Metadata Update: The employee’s information fetched from the SQL table is then appended to the document’s metadata fields.
    • Routing: The document is automatically renamed according to predefined rules and routed to the appropriate employee folder within the Laserfiche system.

Key Benefits

  • Efficiency: Reduces manual entry and errors by automating the document sorting and metadata tagging process.
  • Accuracy: Ensures that documents are correctly associated with employee records through daily data synchronization.
  • Time Savings: Minimizes the time staff spend on organizing and searching for documents by creating a structured and automated filing system.

Technical Requirements

  • Workday: API access must be configured to allow daily data pulls.
  • Laserfiche: Both Cloud and Self-hosted versions need to have workflow capabilities enabled, with necessary permissions set for API access and folder operations.
  • SQL Database: A SQL server to host the table where employee data is stored for quick access during document processing.

Security and Compliance

Ensure that all data transfers and storage comply with relevant data protection regulations. Encryption and secure API connections should be utilized to safeguard employee information.

Maintenance and Support

Regular checks and updates to the integration workflow might be necessary to adapt to changes in either Workday’s API or Laserfiche’s capabilities. Support teams should be trained on the integration specifics for troubleshooting.

ECS Workday and Laserfiche Integration (SFTP Upload)

Overview

This describes the integration process designed to automate the creation of employee folders and the management of new hire documents between Workday and Laserfiche, applicable to both Cloud and Self-hosted environments.  This integration enhances the efficiency of HR document management by ensuring that the on-boarding process for new employees is both swift and error-free, leveraging the strengths of both Workday and Laserfiche systems.

Integration Components

1. Data Export from Workday

  • XML File Generation: Customer IT configures Workday to automatically generate two types of XML files:
    • New Employee Data: Contains detailed information about new employees.
    • New Hire Documents: Contains the Employee ID along with document data encoded as a Base64 string.
  • File Transfer: These XML files are exported to an SFTP server for retrieval by Laserfiche.

2. Laserfiche Workflow Integration

  • New Employee Folder Creation Workflow
    • File Retrieval: The workflow fetches the New Employee Data XML from the SFTP.
    • Folder Creation: Using the information from the XML, the workflow creates new folders for each employee in the Laserfiche repository, ensuring each folder is named and tagged with accurate metadata based on the employee data.
  • New Hire Documents Workflow
    • Document Import: This workflow retrieves the New Hire Documents XML file from the SFTP server.
    • Document Processing:
      • Converts the Base64 encoded document data back into its original format.
      • Imports these documents into Laserfiche.
      • Indexes each document using metadata extracted from the XML, including the Employee ID.
    • Document Management: After indexing, documents are renamed if necessary, and automatically routed to the corresponding newly created employee folder.

Key Benefits

  • Automation: Reduces manual effort in creating folders and organizing documents for new hires.
  • Accuracy: Minimizes human error in document handling and folder naming, ensuring all employee documents are correctly filed from day one.
  • Efficiency: Streamlines the on-boarding process by ensuring all necessary documentation is prepared and accessible before or on the employee’s start date.

Technical Requirements

  • Workday Configuration: Must be set up to generate and export the specified XML files securely to an SFTP server.
  • Laserfiche: Requires workflow capabilities to handle XML parsing, folder creation, and document manipulation. Both Cloud and Self-hosted versions must be configured with appropriate permissions for SFTP access and document operations.
  • SFTP Server: A secure file transfer server to act as an intermediary between Workday and Laserfiche.

Security and Compliance

  • All data transfers must use secure protocols (SFTP), and access controls should be in place to ensure only authorized workflows can interact with the XML files. Compliance with data protection laws regarding employee information must be maintained.

Maintenance and Support

  • Ongoing maintenance will be necessary to ensure compatibility with updates from Workday or changes in Laserfiche’s features. IT support should be versed in both systems to handle any integration issues that arise.

Please contact your ECS Customer Success Consultant or email SALES for more information.

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Laserfiche + Workday