Workday PTO Integration for QA Case Assignment

Last updated: June 18, 2026

Overview

This document outlines the process for integrating Workday with the Level AI platform to synchronize Time Off (PTO) data. This integration ensures that Quality Assurance (QA) case assignments account for agent availability by automatically ingesting absence details.

The integration workflow consists of two main parts:

  1. Custom Report: Extracting specific absence data (PTO) for employees.

  2. Enterprise Interface Builder (EIB): Scheduling the automatic export of this report to the Level AI SFTP server.

Steps to Perform the Integration

Step 1: Create the Custom Report

The first step is to configure a custom report in Workday to gather the necessary absence data and expose it via an API-friendly format.

1. Initiate Creation

  • Search for "Create Custom Report" in the Workday search bar.

2. Configuration Settings

  • Report Name: LevelAI_PTO_Sync

  • Report Type: Select Advanced (This is required to enable API access).

  • Data Source: Select All Active Employees.

  • Enable as Web Service: Checked (This is crucial for the integration to function).

3. Define Fields (Columns) Add the following fields to the report to ensure Level AI can map the data correctly:

  • Worker: Email Address (Used to match against Level AI users).

  • Absence Date: The date(s) of the time off.

  • Absence Type: The category of leave (e.g., Sick, Vacation).

  • Status: The current status of the request.

4. Apply Filters

  • Navigate to the Filter tab.

  • Add a rule to filter the Status field to include only: Successfully Completed or Approved.

  • (Optional) Apply additional filters for specific departments or managers if required.

 

Step 2: Create and Schedule the Enterprise Interface Builder (EIB)

The EIB automates the process, scheduling the custom report to run daily and delivering the results to the Level AI SFTP server.

1. Create the Outbound EIB

  • Search for "Create EIB" in Workday.

  • Name: EIB_LevelAI_PTO_Export

  • Icon: Select Outbound.

2. Configure Data Source ("Get Data")

  • Data Source Type: Custom Report.

  • Custom Report: Select LevelAI_PTO_Sync (created in Step 1).

  • Alternate Output Format: Select CSV (Recommended).

3. Configure Delivery ("Put Data")

  • Navigate to the Deliver tab of the EIB configuration.

  • Delivery Method: Select SFTP.

  • SFTP Address: sftp://nexus.thelevel.ai (or your specific provided endpoint).

  • Directory: /pto_data/

  • Authentication:

    • Username: Please contact support

    • Password: Please contact support

  • File Name: levelai_pto_sync_%d%.csv (The %d% appends a timestamp to ensure unique filenames).

4. Schedule the Run

  • Locate the EIB_LevelAI_PTO_Export you just created.

  • Click Related Actions (three dots) > Integration > Launch / Schedule.

  • Run Frequency: Select Daily Recurrence.

  • Time: Set to 06:00 AM (or a time prior to agent login to ensure data is fresh for the day).