Integrating with Workday

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 4 minutes to read

    • Integrating your Software Asset Management application with the Workday applications enables you to track your software subscriptions.

    With this integration, you can track software subscriptions for the following Workday applications:
    • Workday Human Capital Management
    • Workday Financial Management
    Important:
    Minimize security risks and protect information by granting access only to the necessary user or API permissions.
    Table 1. Minimal user permissions
    Process Required user role in the Workday application Authentication scopes
    Download subscriptions User having Worker Data: Public Worker Reports Domain Security Policy None

    Configure permissions in Workday

    To set up the Workday integration successfully, perform this procedure in Workday.

    Before you begin

    Role required: Users having roles such as Security Admin, Integration Admin, Integration Auditor, who can create Integration System Users and assign required security policies.

    Procedure

    1. Register an Integration System User.
      Note:
      While filling out account information details, you must select the Do Not Allow UI Sessions check box.
    2. Create a security group and assign it to the Integration System User.
      1. In Action, navigate to Security Group > Maintain Domain Permissions for Security Group and provide the following permission:
        Table 2. Domain security policy permissions
        Operation Domain Security Policy Functional Areas
        Get Only Worker Data: Public Worker Reports Staffing
        Note:
        Confirm that the domain security policies are activated for the security group.

    Result

    The new credentials for this Integration System User would be used to configure the connection in the ServiceNow instance.

    Create a Workday integration profile

    Create a Workday integration profile to track software subscriptions and optimize licensing for your Workday applications.

    Before you begin

    Role required: admin, sam_admin, sam_integrator

    Install the latest Workday HR spoke. For more information about the latest version, see the Spoke version section in Workday HR Spoke.

    About this task

    If you’re using Software Asset Workspace, the option to create the Workday integration profile in Core UI is inactive.

    Procedure

    1. Navigate to the integration profile.
      InterfaceAction
      Core UI
      1. Navigate to All > Software Asset > SaaS License > Direct Integration Profiles.
      2. Select New.
      3. Select Workday Integration Profile.
      Software Asset Workspace
      1. Navigate to License operations > User Subscriptions > Direct integration profiles.
      2. Select New.
      3. Select Workday from the drop-down list.
      4. Select Continue.
    2. On the form, fill in the fields.
      Table 3. Integration Profile form
      Field Description
      Integration Profile
      Display name Name of the integration profile. For example, Workday integration.
      Status Status of the integration profile.
      • If you haven’t published the integration profile, this field is automatically set to  Draft.
      • If you’ve already published the integration profile, this field is automatically set to  Published.
      Profile type Type of integration profile. This field is automatically set to Workday Subscription.
      Connection Setup
      Connection Details
      • If the connection details exist, this field is already populated.
      • If the connection details don't exist, you must create them.
      SOAP Username User name of the Integration system user created while configuring permissions in Workday.
      SOAP Password Password of the Integration system user created while configuring permissions in Workday.
      Download Subscription Subflow
      Subflow This field is automatically set to Workday Download Subscriptions.
    3. If connection details don't exist, create the connection details.
      InterfaceAction
      Core UI In the Connection Details field, select the search icon (Search icon.).
      Software Asset Workspace Select the Connection details link.
      1. Select New.
      2. On the form, fill in the fields.
        Table 4. Connection Details
        Field Description
        Base URL Workday SOAP API URL with the tenant name in the following format: https://<workday_host_url>/ccx/service/<workday_tenant_name>.
        Version The SOAP API version, for example, v33.2.
        Webservice Type Should be set to SOAP.
      3. Select Submit.
        A record is created and added in the Connection Details field.
      4. Optional: Review the connection details by selecting the new integration profile and selecting the lookup icon Lookup icon in the Connection details field.
    4. Create a SOAP user name and password when you don't have these credentials automatically populated.
      Note:

      Only an admin role can create or update the SOAP user name and password.

      InterfaceAction
      Core UI
      1. Navigate to All > System Web Services > SOAP Security Policies.
      2. Select All in the top menu bar.
      3. Select WorkdayHR.
      Software Asset Workspace Select the SOAP username profile link.
      1. On the Soap Security Policy form, select the lookup icon Lookup icon in the WS-Security Username Profile field.
      2. Select New.
      3. On the WS-Security Username Profiles (Outbound) form, fill in the name, user name, and password for the integration profile.
      4. Select Submit.
    5. Select Save.
    6. Under the FSE worker calculation tab, activate the worker categories covered by your contract by setting the value of Active to true and entering the FSE percentage.
    7. Optional: If worker categories are listed in your contract but not available in the FSE worker calculation tab, add a new worker category.
      1. In the FSE worker calculation tab, select New.
      2. On the form, fill in the fields.
        Table 5. Workday FSE worker calculation
        Field Description
        Worker Category The worker category listed in your contract.
        FSE Percentage The FSE percentage for the worker category you added. Full Service Equivalent (FSE) is the method by which the subscriptions are calculated.
        Integration profile The Workday integration profile that you created.
        Active Option to make the worker category active.
      3. Select Submit.
    8. Define the mapping of the newly created worker category.
      1. Select the Worker category tab and select New.
      2. On the form, fill in the fields:
        Table 6. Workday worker category
        Field Description
        Worker Type The type of worker, either Employee or Contingent.
        Employee/Contingent worker type The type of Employee or Contingent worker.
        Time Type Indicates whether the worker is full-time or part-time .
        Worker Category The worker category that you created.
        Integration profile The Workday integration profile that you created.
        Active Option to make the mapping active.
      3. Select Submit.
    9. Activate the list of modules that are defined in your contract.
      1. Select the Modules tab.
      2. Open the module record.
      3. Set the Active field to True.
      4. Select Save.
    10. Select Publish.

    Result

    The Workday integration profile is published.