HR Workday Integration Non-Scoped

How Workday integration works

Workday is the primary source of all employee data. After you put employee information in Workday and enable the integration on the instance, the instance uses SOAP web services to pull data from Workday on a regular basis. The data is then populated in the HR Profile [hr_profile], Job Profiles [hr_job_profile], Department [cmn_department], and Location [cmn_location] tables.

In the Workday integration transform maps, you can view the information that is 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. For example, after you add information in Workday for a new employee who starts work in a week, the instance retrieves the employee data at the scheduled pull and creates the user and HR records but does not activate the records until the onboard date.

Offboarding works in a similar manner. When you set a termination date for an employee in Workday, the system automatically inactivates the user profile and HR record for the employee 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 the employee's Workday record, and is maintained based on the employee type assigned in the HR profile. If the contingent worker's status 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 below. The contingent employment types listed are those that Workday provides as a default.

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