Workday integration

The Workday integration synchronizes employee profile information in the HR Service Management application with your existing Workday solution.

You need a Workday account with administrative privileges to configure the Workday integration. The instance supports Workday API version 24.1.

How Workday integration works

Workday is the primary source of all employee data. After employee information is entered into Workday and integration on the instance is enabled, SOAP web services are used to pull data from Workday on a schedule. The data is then populated in the HR Profile [sn_hr_core_profile], user [sys_usser], Job Profiles [hr_job_profile], Department [cmn_department], and Location [cmn_location] tables.

The data taken from Workday is contained in the Worker object. By default, the integration pulls the following data from the Worker object.
  • Employee information, such as user name, first and last name, and email addresses
  • Location
  • Department
  • Job profile

In the Workday integration transform maps, view the information pulled from the Workday record and the corresponding fields that are populated in the HR profile. For each Workday transform map, the source and target tables are listed and you can view the scripts that are run.

When the integration script is processed, all HR profiles are created and activated, even if all data is not present. If a mandatory field is not populated during the import, it must be filled in the next time the record is updated.

The integration also supports automatic record updates based on future dates for events such as employee onboarding, offboarding, transfers, or promotions. After you add information in Workday for a new employee, the instance retrieves the employee data at the scheduled pull and creates the user and HR records. But, it does not activate the records until the onboard date.

Offboarding works in a similar manner. When a termination date is set for an employee in Workday, the system automatically inactivates the user profile and HR record on the day after the termination date.

Synchronizing HR profile information with Workday

Workday integration can synchronize, or push, updates to specific fields that are made in the HR profile. The push runs after the updated information is pulled from Workday. The fields that are pushed include first names, middle names, last names, address, phone numbers (up to 4), email addresses (work and personal), and prefixes.

This synchronization helps maintain the status of contingent workers, such as contractors or temporary employees. This status is defined in an employee Workday record, and is maintained based on the employee type assigned in the HR profile. If the status of a contingent worker changes in Workday, for example, changed to permanent status, the HR profile is updated the next time the integration script runs.

If you have defined custom contingent employment types in Workday, you must add them to the workday script include as shown. The contingent employment types listed are what Workday provides as a default.

// Contingent Worker Employment Type
workday.CONTINGENT_EMPLOYMENT_TYPE=['Consultant','Contractor','Vendor'];