How it works

Each sync compares the incoming CSV to the store's user list and applies four kinds of change:

• New employees in the CSV get a store account created and (optionally) an onboarding credit allocation.
• Returning employees (previously deactivated) are reactivated — with their previous credit balance restored, if your store's rules include that.
• Departed employees — anyone missing from the CSV — are deactivated, and any unspent credit is transferred back to your admin account.
• Recurring credit (monthly budgets, anniversary gifts, and the like) can be distributed based on fields in the CSV.

The exact mapping from CSV columns to actions in Jaapi is set up per customer during onboarding. Send us a sample CSV and the rules you want, and we'll configure it on our side.

Prerequisites

• A Workday user with Integration Build, Integration Configure, and custom report permissions (usually granted via the Integration Administrator security group).
• A Bearer token and endpoint URL from Jaapi — email support@jaapi.store with your store domain (store.jaapi.store) to request these.
• A sample CSV with the columns you intend to send.

Step 1 — Create the custom report

Workday's outbound EIB pulls data from a custom report. Build one containing the active employees you want to sync to the store.

1. In Workday, run the task Create Custom Report.
2. Set Report Type to Advanced.
3. Set Data Source to All Active Employees (or a similar source scoped to the population you want in the store).
4. Check Enable As Web Service — this allows the EIB to consume the report and is required for the CSV transformation.
5. Add the columns you want to send. A minimal set is email, first name, last name, and employee ID. Add department, manager, location, hire date, or anything else you want Jaapi to act on.
6. Save and run the report once to confirm the data looks right.

Step 2 — Create the outbound EIB

The EIB is the bridge between your custom report and the Jaapi endpoint. It extracts the report data, converts it to CSV, and delivers it over HTTPS.

1. Run the task Create EIB and choose Outbound.
2. Get Data — set the data source to the custom report you created in Step 1.
3. Transform — add a Custom Report Transformation with Alternate Output Format set to CSV. The default EIB output is XML; this step is what produces a CSV body.
4. Deliver — see the next section for the REST vs. SFTP configuration.
5. Save the EIB and run it once manually to send a first sync.

Step 3 — Configure delivery

Two delivery options. REST is the recommended path — one EIB, direct HTTPS, no extra infrastructure. SFTP is supported as a fallback for customers with existing SFTP-based integration patterns.

Option A — REST POST (recommended)

On the EIB's Deliver step, pick the REST transport and enter:

URL

https://store.jaapi.store/api/v1/users/active

HTTP Method

POST

Content type

text/csv

Authentication

Bearer Token — paste the token Jaapi sent you

The endpoint expects the CSV body directly (not multipart, not wrapped in JSON). A successful sync returns 200 OK with a JSON summary of changes applied. Errors return 4xx with a JSON error field.

Option B — SFTP (fallback)

Jaapi runs an SFTP endpoint that forwards files to the same sync logic. Use this if your Workday environment is constrained to SFTP delivery, or if you already have an SFTP-based export pattern. On each upload, the file is processed identically to the REST path.

Transport

SFTP

Host

sftp.jaapi.store

Port, username, SSH key

Provided by Jaapi

Directory

Provided by Jaapi

File name

Anything — the contents are what we process

Step 4 — Schedule the EIB

Once the first manual run looks good, schedule the EIB to run daily.

1. Run the task Schedule Future Process and select your EIB.
2. Set Run Frequency to Daily.
3. Pick a run time outside business hours in your primary region so new hires can shop the store on their first morning.

What Jaapi does with the CSV

Each sync runs as a single transaction:

• Create — emails in the CSV that don't exist in Jaapi become new users.
• Reactivate — emails that were previously deactivated get their account back, and their previous credit balance too if your store's rules include that.
• Deactivate — users missing from the CSV are soft-deleted and their unspent credit is returned to your admin.
• Distribute credit — optional; based on a per-customer mapping from CSV fields to credit amounts.

Every sync writes an audit record and sends a summary email to your designated admin so you can spot-check changes without logging in.

Getting started

1. Email support@jaapi.store with your store domain (store.jaapi.store) and a sample of the CSV you want to send.
2. We'll reply with a Bearer token (or SFTP credentials), confirm the column mapping, and agree the credit rules.
3. Build the custom report, EIB, and schedule per steps 1–4 above.
4. Run the EIB manually once — we'll verify the result with you before enabling the schedule.

Example request

For customers testing the endpoint outside Workday — e.g. from a staging script — the raw request looks like this.

Authorization: Bearer <your-api-token>
Content-Type: text/csv

Email,First Name,Last Name,Employee ID
jane.doe@example.com,Jane,Doe,E1001
john.smith@example.com,John,Smith,E1002

Related guides

Provisioning from an identity provider instead of your HRIS? These cover the SCIM path.