When setting up the ADP WFN Export integration, you’ll go through a setup wizard that will guide you. To make this process as easy as possible, we’ve created some preset default settings which are greyed out.

How to set up the ADP WFN integration in bob

Before you begin

Syncing payroll data across systems requires thinking ahead about how you’d like to have your pay cycles and integrations set up. For this reason, we’ve prepared this handy checklist you can use with your payroll and/or IT colleagues before initiating the ADP WFN integration process. Additionally, review the general checklist on how to set up your pay cycles here.

  1. List the field names you have set up in bob and which fields they correlate with in ADP WFN, e.g. departments, job titles, etc.

  2. Ensure you have custom fields in bob that correspond with ADP WFN’s Position ID and Supervisor fields

  3. List any company codes (CO codes) you might have

  4. Choose which fields you would like bob to update in ADP WFN

  5. Export the following validation tables from ADP WFN to import into bob during the value mapping step:

    1. Job title

    2. Departments

    3. Termination Reason

Got it all? Great! You can now begin to set up your ADP WFN Export integration using the steps below.

Details

The first step in the wizard has several settings that are already done for you in bob. Follow these instructions to complete:

  1. Press Settings in bob’s main menu

  2. Select Integrations from the secondary menu

  3. Click on the Payroll category from the left integrations menu

  4. Click Connect on the ADP Workforce Now Export integration tile

  5. Click on the Setup button. A setup wizard will open which will have some preset settings in grey and some that may be configured

  6. Click on the Position ID dropdown to select a field in bob that corresponds with ADP WFN’s Position ID field

  7. Click on the Supervisor dropdown to select a field in bob that corresponds with ADP WFN’s Supervisor field

  8. Click Next

Fields

The fields step has already been preset so click Next to continue.

Value mapping

Each value mapping list has two ways in which it can be configured, right in bob’s interface or via an imported value mapping list. You may find that you only need one method or might choose to use both as needed.

Important note before you begin: while the Source in bob and Name fields are configurable in the Value mapping step, we recommend to keep them as is as they were set up to allow for a seamless integration specifically for the integration with ADP WFN Export. That said, we have included the instructions on how to do so in case you wish to reconfigure this part.

Via an imported value mapping list

You may import and export any other value mapping list to bob using the following steps.

Tips:

  • This method is best suited for when you have long value mapping lists

  • Use this method to import the information in the three validation lists you’d exported from ADP WFN (Job title, Departments, and Termination reason) to bob

Note: editing an existing value mapping list using an imported one will override the original value mapping list’s data.

In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:

  1. To edit a pre-set value mapping list (e.g. add new job titles to the mapping list) via an imported value mapping list:

    1. Click on the three dot menu of the list you’d like to edit

    2. Select Edit

    3. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”

    4. Enter the Name of the corresponding field in ADP WFN, e.g. “Job Title”

    5. Override the existing value mapping list by clicking on the import icon

    6. Click on Select template to open a bob values list template dropdown

    7. Scroll or search for the bob value list (derived from a bob field) you wish to use and select it

    8. Click Download

    9. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file

    10. Go back to the value mapping list and click the import icon

    11. Click on the Upload xlsx button.

    12. Search for your file and click to select it

    13. Click Open

    14. Click on Run import to begin importing your document to bob

  2. To create a new value mapping list, click on the + Create new button, located at the bottom of the value mapping lists. A popup will appear.

    1. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”

    2. Enter the Name of the corresponding field in ADP WFN Export, e.g. “Job Title”

    3. Create a mapping between a bob value and the payroll system’s value by clicking on the import icon

    4. Click on Select template to open a bob values list template dropdown

    5. Scroll or search for the value list you wish to use and select it

    6. Click Download

    7. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file

    8. Go back to the value mapping list and click the import icon

    9. Click on the Upload xlsx button.

    10. Search for your file and click to select it

    11. Click Open

    12. Click on Run import to begin importing your document to bob

  3. Review the value mapping list’s data for accuracy

Via bob

Use bob to edit and create value mapping lists using these steps:

  1. In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:

    1. To edit a pre-set value mapping list (e.g. add new job titles):

      1. Click on the three dot menu of the list you’d like to edit

      2. Select Edit

      3. To change the field that serves as the selected list’s Source in bob field, click on its dropdown

        1. Scroll or search for the bob field you’d like to change to

      4. To edit an existing value:

        1. To edit the bob value name, select the text in the Bob value field you wish to change (on the left) and enter the new Bob value name
          Note: ensure that you use the exact name of the value in bob

        2. To edit the payroll system’s value name, select the text in the corresponding right field and enter the new ADP WFN value name

        3. Repeat as needed

      5. To add a new value, go to the row beneath the value mapping table (you may need to scroll if you’ve got many values listed):

        1. Enter the exact name of the value in bob in the left text field

        2. Enter the exact name of the value in ADP WFN in the right text field

        3. Repeat as needed

      6. Click Done

    2. To create a new value mapping list, click on the + Create new button

      1. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”

      2. Enter the Name of the corresponding field in ADP WFN Export, e.g. “Job Title”

      3. Create a mapping between a bob value and the ADP WFN’s value using the following steps:

        1. Enter the name of the value in bob in the Bob value field, e.g. “Account Manager”

        2. Enter the name of the value in ADP WFN in the field to the right of the Bob value field, e.g. “AM”
          Note: in some instances, the list values may be similar or identical while in other instances they may vary greatly. To ensure that data transfers accurately, enter each value in the value mapping

        3. Click the + Add value button

        4. Repeat the above as necessary

        5. Click Done

      4. Repeat the above to create different value mapping lists as needed

    3. Click Next once you’re done with the value mapping step

Field mapping

Begin mapping the data flow between fields and values across bob and ADP WFN Export in the Field mapping step. ADP WFN Export’s fields are already listed from the details entered in prior steps.

  1. Begin mapping the data flow between fields and values across bob and ADP WFN Export in the Field mapping step. ADP WFN Export’s fields are already listed from the details entered in prior steps.

    1. To view all mapped fields, including non-editable ones, switch off the Editable mappings toggle. To only view the editable fields, switch the toggle on.

    2. Starting from the first row, select one of the following options from the Mapped with column that will best relay the data to the specified ADP WFN’s field:

      1. Const: a constant value used by your ADP WFN settings, e.g. a company code, that will be the same value in every employee’s mapped field in ADP WFN

      2. Exact: a field in your ADP WFN settings that are an exact match with a bob field, e.g. ADP WFN’s “Location” field is the exact match with bob’s “Site” field

      3. Value mapping: a value mapping list that has been mapped in the previous value mapping step that best matches the field, e.g. “Job Title” value mapping list

    3. Under the Source column, select the bob field or value that best corresponds with the external payroll’s field (specified in the same row):

      1. If “Const” was selected, enter the value in the row’s Source text field

      2. If “Exact” was selected, scroll or search for the corresponding bob value or field, e.g. “Site”, and select it

      3. If “Value mapping” was selected, select the value mapping list option as created from the Value mapping step, e.g. “Job title”

    4. Repeat as needed for each row

  2. Click Done

Amazing, you’ve got your ADP WFN Export integration configured in bob! Next, set up the pay cycle(s) associated with ADP WFN Export.

Need more help? If you’re unsure about anything please send us a message through the chat icon below.

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