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ADP Workforce Now Integration - Setup & FAQs

Updated

Ethena has two options for integrating with ADP Workforce Now, both powered by Merge. ADP Workforce Now customers can set up user feeds to be passed to Ethena via SFTP (using ADP's Automatic Export Service) or through a reports-based integration (using an ADP Practitioner profile).

 

Here are some considerations when deciding which integration path to take:

  SFTP Reports-Based Integration
Customizability The SFTP integration allows for full customizability. You can pass any data fields from ADP that you'd like into Ethena. The reports-based integration has limited customizability options. Most fields are standardized, including employee location.
Reliability The SFTP can be delivered to Ethena consistently on a daily basis. It tends to be more reliable than a reports-based integration. This integration can have periodic sync errors on the ADP side. Companies sometimes notice delays in new hires being added, locations being updated, etc.
Cost Setting up a recurring report using ADP's Automatic Export Service (AES) typically incurs a fee on the ADP side. Reach out to your ADP rep for more information. Setting up a reports-based integration is free within ADP.
 

Despite the costs associated, the Ethena team recommends the SFTP integration due to its greater reliability and flexibility.

 

SFTP Setup Instructions

For setup instructions, please visit Merge's ADP SFTP integration guide.

When setting up the report in ADP, you can reference this spreadsheet, which includes all available fields and which ADP fields are supported for them. Field names must match the values displayed in the 'Supported ADP Field' column.

From the Ethena perspective, the following fields are most important to include:

  • Associate ID

  • First Name (Preferred First Name recommended)

  • Last Name

  • Termination Date

  • Hire Date

  • Status / Position Status
  • Worker Category

  • Work Email

  • Manager ID

  • Employment Status

  • Effective Date / Position Effective Date

  • Work Location Country and/or Home Location Country

  • Work Location State and/or Home Location State

  • Home Department

All payroll, time off, and demographic data can be omitted.

Once the report is created, you can find the 'linking flow/modal' in your Ethena admin hub by navigating to Settings > Integrations > HRIS > ADP Workforce Now > Connect.

Once your initial set up is complete, reach out to support@goethena.com for support with field mapping based on your provided fields.

 

Reports-Based Integration Instructions

To set up this integration, follow the instructions in Merge's ADP reports-based integration guide. Here are a few tips from our team on how to successfully set up the integration:

 

Notes on 'Step 2: Give your service account access to securely sync your data'

  • In Menus & Features, you can deselect all categories except for People and Reports & Analytics. The following access types are required in those categories:
    • Reports & Analytics
      • Reports Dashboard
        • Reports Dashboard
      •  Standard Reports
        • All Standard Reports
        • Personal & Employment
      • My Reports
        • All My Reports
        • My Standard Reports
      • View
        • Reports Output
        • Reports Scheduled
    • People
      • Employment
        • Employment Profile
      • Personal Information
        • Employee Profile Report
        • Personal Profile
  • In Sensitive Personal Information, Please set 'Rates masking' to No Masking for employment effective dates to sync. All other options can be set to Full Masking.

Notes on 'Step 3: Create a new user and assign it to your "Integrations Service Account" profile'

  • You can find the 'linking flow' in your Ethena admin hub by navigating to Settings > Integrations > HRIS > ADP Workforce Now > Connect.
  • Once you open the linking flow in Ethena, it will provide the correct email, name, and phone number for the ADP user. Make sure you leave the linking flow open for the remainder of the setup process. If you close the linking flow and re-open it, new contact information for the ADP user will be generated, and your setup may fail.

Notes on 'Step 4: Connect the service account user to the service account profile'

  • Changing the 'People Access' setting to View Only Access to all People is the most important step at this stage!
  • If you want to filter out any users from being passed over to Ethena, you should be able to adjust at this step.

Notes on 'Step 5: Return to your linking flow and authenticate'

  • Confirm that you've taken all of the following actions from earlier in the setup process:
    • Created a service account & provided the required access types
    • Created a user & linked that user to the service account
    • Enabled View Only Access to All People
  • Only once all of the above is complete & confirmed, return to the Ethena linking flow and click 'Submit'.
  • After that's done, the integration should take a few minutes to process.
  • You'll either receive a success or failure message.
    • If you receive a failure/error, reach out to support@goethena.com.
    • If you receive a success, it will take a few hours before your employee list to sync over. Reach out to support@goethena.com with any questions.

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