Creating workflows for Paylocity users

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You'll get visibility of your Paylocity users by creating configurable workflows to automate tasks such as:

• • Workflows for creating a new employee
  • Workflows for getting employee details
  • Workflows for updating an employee

Contents

1. Before you start
2. Creating workflows
3. Creating user workflows
   1. Paylocity Get Employee Details
   2. Paylocity Create New Employee
   3. Paylocity Update Employee Details

Before you start

Before you create workflows, you need to have added your Paylocity credentials to Oomnitza. Follow the steps in Adding your Paylocity credentials to Oomnitza and add your OAuth credentials to Oomnitza.

We recommend that you also create the extended integration for Paylocity users. You can use the information retrieved in these integrations to trigger workflows that can create, update, get employee details, and much more.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add (+) and select People from the list.
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter Paylocity in the search field. 
5. Select a preset:
   • Paylocity Get Employee Details
   • Paylocity Create New Employee
   • Paylocity Update Employee Details
6. To choose a preset, click the forward arrow (>).
7. Select the credentials that you created in Adding your Paylocity credentials to Oomnitza.
8. Supply your Paylocity Company ID. You can find your Paylocity Company ID to the right of the Company Name at the top left corner of the user interface. See Paylocity Documentation: Locate Company Identification.
9. Configure the API Block following the preset instructions below, and save your changes.
10. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to New and add a rule so that the Status Equals A and the Status Code Equals RFT you can trigger a workflow to fetch new active full-time employees. Refer to Using the Begin block.
11. Connect the Blocks. 
12. Save, validate, and activate your workflow.

Using the Get Employee Details preset

The Get Employee Details preset enables you to get a Paylocity user's details using their User ID. You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Information tab. You will notice that the Paylocity User ID is referenced in the property {{paylocity_user_id}}.Follow the mapping steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow.
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields.   

For further information see Paylocity API Documentation: Get employee.

Using the Create New Employee preset

The Create New Employee preset enables you to create a new Paylocity employee. When you select this preset you need to supply the new employee information detailed in the below table. You can refer to an existing Oomnitza field in the workflow by entering the field name in lower case, with spaces replaced with an underscore. For example: {{status_code}} or {{status_type_code}}. 

You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab. You can add more fields that will be used in the request payload, such as the employee's birth date or emergency contacts. See Paylocity API Documentation: Add new employee.
3. Select the Response tab. You can map the message response as per the example in the Get Employee Details preset.

Name	Value	Details
First Name	firstName	Employee first name. Max length: 40
Last Name	lastName	Employee last name. Max length: 40
Employee Status	employeeStatus	Employee current work status. Common values are A (Active), L (Leave of Absence), T (Terminated). Max length: 20
Employee Status Type	statusType	The Status Type associated with the Employee Status code. Each Employee Status code for a company is assigned to one of the Status Type values of A (Active), L (Leave of Absence), T (Terminated).
Effective Date	effectiveDate	Common formats include MM-DD-CCYY, CCYY-MM-DD.
Employee Type	employeeType	Employee current employment type. Common values RFT (Regular Full Time), RPT (Regular Part Time), SNL (Seasonal), TFT (Temporary Full Time), TPT (Temporary Part Time). Max length: 10
Job Title	jobTitle	Employee current job title. Max length: 50
Pay Group	payGroup	Employee pay group. Must match Company setup. Max length: 20
Email Address	emailAddress	Email. Max length: 50
Contact Number	mobilePhone	Mobile phone number. Max length: 20

 

Using the Update Employee Details preset

The Update Employee Details preset enables you to update or modify a Paylocity user by their Paylocity User ID. When you select this preset you need to supply the updated employee information detailed in the above table. You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Information tab. You will notice that the Paylocity User ID is referenced in the property {{paylocity_user_id}}.Follow the mapping steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow. Alternatively, replace the property with the user id.
3. Select the Response tab. You can map the message response as per the example in the Get Employee Details preset.

For further information see Paylocity API Documentation: Update employee.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block