Workday Orchestration GlideActions activities

The Workday Orchestration GlideActions activities take employee information returned from Workday and use it to create or update user records in the ServiceNow® instance.

The GlideAction activities were built with the Run Script activity designer.

Check User Exists activity

The Check User Exists activity checks the ServiceNow sys_user table to determine if a record exists for a new employee named in a Workday onboarding notification.

When the ServiceNow instance receives a notification from Workday that a new employee has been hired, Orchestraion runs a workflow called Employee On/Off Boarding to retrieve additional information about the new employee. This workflow uses the Check User Exists GlideActions activity to determine if a user record already exists for this employee on the instance. If a user record does exist, another GlideActions activity checks the sys_user record and updates it if necessary. If a user record does not exist, another activity in the workflow creates a new ServiceNow user record.

Input variables

Table 1. Check User Exists input variables
Variable Description
employee_number Employee identification number received from a Workday notification. This is the field in the sys_user table used to store the Workday employee_id created when the employee was hired.

Output variables

Table 2. Check User Exists output variables
Variable Description
exists True/false value that indicates whether or not the employee exists in the ServiceNow sys_user table.

Conditions

Table 3. Check User Exists conditions
Condition Description
User exists This user exists in the ServiceNow instance.
User does not exist This user does not exist in the ServiceNow instance, or the employee identification number is not valid.
Failure The activity failed to connect to the ServiceNow instance.

Create User in Users Table activity

The Create User in Users Table activity uses the employee information returned from Workday to create a user record in the ServiceNow sys_user table.

When the ServiceNow instance receives a notification from Workday that a new employee has been hired, Orchestration runs a workflow called Employee On/Off Boarding to retrieve additional information about the new employee. This workflow runs an activity called Check User Exists that determines if the ServiceNow sys_user table already has a record for this employee. If no record exists, the Create User in Users Table activity creates one.

Imput variables

Table 4. Create User in Users Table input variables
Variable Description
first_name First name of the employee that the activity is adding to the sys_user table.
last_name Last name of the employee that the activity is adding to the sys_user table.
employee_number Employee ID in the ServiceNow sys_user table.
user_name User name in the appropriate format, such as jacinto.gawron.
email New user's email address.

Output variables

Table 5. Create User in Users Table output variables
Variable Description
sys_id Unique reference ID of the new employee record in the ServiceNow instance.

Conditions

Table 6. Create User in Users Table conditions
Condition Description
User created Activity successfully created the user in the ServiceNow instance.
Failure Activity failed to create the user in the ServiceNow instance.

Update User in Users Table activity

The Update User in Users Table activity uses the employee information returned from Workday to update an existing user record in the ServiceNow sys_user table.

When the ServiceNow instance receives a notification from Workday that a new employee has been hired, Orchestration runs a workflow called Employee On/Off Boarding to retrieve additional information about the new employee. This workflow runs an activity called Check User Exists that determines if the ServiceNow sys_user table already has a record for this employee. If a record exists, the Update User in Users Table activity updates the record, if necessary.

Input variables

Table 7. Update User in Users Table input variables
Variable Description
first_name First name of the new Workday employee.
last_name Last name of the new Workday employee.
employee_number Employee ID in the ServiceNow sys_user table.
user_name User name in the appropriate format, such as jacinto.gawron.
email Email address of the new Workday employee.

Output variables

Table 8. Update User in Users Table output variables
Variable Description
sys_id Unique reference ID of the sys_user record in the ServiceNow instance.

Conditions

Table 9. Update User in Users Table conditions
Condition Description
Success Activity updated the ServiceNow sys_user table.
Failure Activity failed to update the ServiceNow sys_user table.