Workday Learning Spoke
Summarize
Summary of Workday Learning Spoke
The Workday Learning Spoke allows you to manage approvals, courses, and users within your Workday Learning instance directly from ServiceNow. This integration enhances the efficiency of learning management processes by automating tasks and ensuring seamless data flow between the two systems.
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Key Features
- Integration Requirements: Requires an Integration Hub subscription and setup of an Integration System User with specific permissions and security policies.
- Spoke Version: The current version is v1.1.4, designed for compatibility with Workday Learning v36.0 and later versions.
- Sample Flows and Subflows: Provides predefined flows such as "Trigger Workday Learning Integration," which can be customized. Sample subflows include assigning courses and retrieving user activity.
- Actions for Automation: Automate tasks related to approvals, course management, and user management with various actions like retrieving approvals and user details.
- Modules: Configuration options are available for report setup and synchronization of user activity and enrollment details.
- Connection Management: Uses aliases for connections and credentials, simplifying environment management.
Key Outcomes
By implementing the Workday Learning Spoke, customers can expect improved management of learning resources, streamlined workflows for course assignments and approvals, and enhanced reporting capabilities. This integration ultimately fosters a more efficient learning environment and better tracking of user activities within ServiceNow.
The Workday HR spoke is built by Bristlecone, Inc. Manage approvals, courses, and user in the Workday Learning instance from your ServiceNow instance.
Request apps on the Store
Visit the ServiceNow Store website to view all the available apps and for information about submitting requests to the store. For cumulative release notes information for all released apps, see the ServiceNow Store version history release notes.
Integration Hub subscription
This spoke requires an Integration Hub subscription. For more information, see Legal schedules - IntegrationHub overview.
Spoke version
Workday Learning spoke v 1.1.4 is the latest version.
Supported versions
This spoke was built for Workday Learning v36.0, but may be compatible with later versions.
Spoke requirements
- Register Integration System User.Note:While filling account information details, ensure that you select the Do Not Allow UI Sessions check box.
- Workday REST and Report-as-a-Service (RAAS) API works with OAuth 2.0 to authorize access to resources in your Workday tenant. To use OAuth 2.0, you must register your client in the tenant, using the Register API Client task.Record and save these values while registering your client:
- Client ID
- Client Secret
- Workday REST API Endpoint
- Token Endpoint
- Authorization Endpoint
- Create a security group and assign it to the integration system user and
provide these permissions.
Table 1. Domain Security Policy Permissions Operation Domain Security Policy Domain Security Policies Inheriting Permission Functional Areas View Only Worker Data: Public Worker Reports Staffing Get Only Worker Data: Public Worker Reports Staffing Get Only Manage: Learning Content Learning Core View Only Reports: Learning Record Learning Core Get Only Reports: Learning Record Learning Core View Only Person Data: Learning Learning Core Get Only Person Data: Learning Learning Core View Only Business Process Reporting System View Only Reports: Learning Record Learning Core Get Only Reports: Learning Record Learning Core Get and Put Manage: Learning Course Enrollments Learning Core View and Modify Business Process Administration Business Process Delegation System Get only Set up: Skills and Experience Worker Profile and Skills Table 2. Business Process Security Policy Permissions Operation Business Process Type Functional Area Initiate (Enroll In Learning Content (Web Service)) Enroll in Content Learning Core
Spoke dependencies
- ServiceNow IntegrationHub Action Step - SOAP (com.glide.hub.action_step.soap)
- ServiceNow IntegrationHub Action Step - REST (com.glide.hub.action_step.rest)
- ServiceNow Flow Designer - Dynamic Inputs (com.glide.hub.dynamic_inputs)
- ServiceNow Flow Designer - Dynamic Outputs (com.glide.hub.dynamic_outputs)
- Complex Object (com.glide.cobject)
- System Import Data Source (glide.system_import_data_source)
- ServiceNow Integration Hub Runtime (com.glide.hub.integration.runtime)
- ServiceNow IntegrationHub Action Template - Data Stream (com.glide.hub.action_type.datastream)
Spoke flows
The Workday Learning spoke provides a sample flow, Trigger Workday Learning Integration. This flow in turn triggers the subflows to automate tasks. To customize the sample flow, copy it to the required application scope.
Spoke subflows
| Subflow | Description |
|---|---|
| Assign Course to Workday Learning | Assigns learning courses to the ServiceNow users. |
| Pull Courses from Workday Learning | Retrieves details of the learning courses and maps courses from Workday Learning to ServiceNow. |
| Pull User Activity from Workday Learning | Retrieves user course activity data from Workday Learning and saves it in the ServiceNow instance. |
| Track Approval for Workday Learning | Retrieves details of learning todos from Workday Learning and saves it in the ServiceNow instance. |
| Workday Learning User Mapping | Maps users between Workday Learning and ServiceNow instance. |
Spoke actions
| Category | Action | Description |
|---|---|---|
| Approval Management | Look up Approvals | Retrieves approval items from the inbox. |
| Course Management | Create Assignment | Creates an enrollment in the Learning Content. |
| Look up Assignment | Retrieves details of the learning assignments. | |
| Look up Blended Courses Stream | Retrieves details of the blended courses. | |
| Look up Course Offerings Stream | Retrieves details of the blended course offerings. | |
| Look up Digital Courses Stream | Retrieves details of the digital courses. | |
| Look up Enrollment | Retrieves details of the self learning enrollments. | |
| Look up Lessons Stream | Retrieves details of the standalone lessons. | |
| Look up Programs Stream | Retrieves details of the learning programs. | |
| User Management | Look up Users Stream | Retrieves worker details such as, personal data, employment data, email data, worker reference data, and so on. |
| Skills management | Look up Skills Stream | Retrieves details of the skills required for the learning program. |
Spoke module
| Module | Description |
|---|---|
| Report Configuration | Enables you to create a record to specify the RAAS report configurations. Only one record can be created in this module. |
| Profile Sync Configuration | Enables you to specify the Workday tenant timezone. |
| Data Sources | |
| Sync User Activity | Saves the details of the user course activity as an attachment. These details are retrieved by the Look up Assignment action. |
| Self Enrollment Activity | Saves the details of the user course self enrollment as an attachment. These details are retrieved by the Look up Enrollment action. |
| Track Approval | Saves the details of the todo approvals as an attachment. These details are retrieved by the Look up Approvals actions. |
| Scheduled Imports | |
| Sync User Activity | Enables handling of the transformation errors while synchronizing the user activity. |
| Self Enrollment Activity | Enables handling of the transformation errors while synchronizing the self enrollment activity. |
| Track Approval | Enables handling of the transformation errors while synchronizing the approvals. |
Connection and credential alias requirements
Integration Hub uses aliases to manage connection and credential information. Using an alias eliminates the need to configure multiple credentials and connection information profiles when using multiple environments. If the connection or credential information changes, you don't need to update any actions that use the connection. For more information, see Connections and Credentials.
For information about setting up the spoke, see Set up the Workday Learning spoke.