Workday Learning Spoke
Summarize
Summary of Workday Learning Spoke
The Workday Learning spoke, developed by Bristlecone, Inc., integrates ServiceNow with Workday Learning, enabling management of approvals, courses, and users directly from your ServiceNow instance. This integration streamlines learning management processes by automating tasks such as course assignments, user activity tracking, and approval workflows.
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To use this spoke, an Integration Hub subscription is required. The current version is 1.1.4, designed primarily for Workday Learning v36.0 but may support newer versions.
Key Requirements and Setup
- Integration System User: Register an integration system user in Workday with OAuth 2.0 authentication, ensuring the "Do Not Allow UI Sessions" option is selected. Record client credentials and API endpoints.
- Security Permissions: Assign domain and business process security policies to the integration user for accessing and managing learning content, reports, enrollments, and approvals.
- Plugin Dependencies: Ensure required ServiceNow plugins like IntegrationHub Action Steps (SOAP and REST), Flow Designer dynamic inputs/outputs, Complex Object, and Integration Hub Runtime are installed. Some plugins require additional licensing outside the spoke use.
Capabilities and Features
- Sample Flows and Subflows: The spoke includes a sample flow that triggers subflows automating Workday Learning tasks. These subflows can be customized and include:
- Assign Course to Workday Learning
- Pull Courses from Workday Learning
- Pull User Activity from Workday Learning
- Track Approval for Workday Learning
- Workday Learning User Mapping
- Spoke Actions: Automate learning management operations such as:
- Approval Management (look up approvals)
- Course Management (create and retrieve assignments, courses, programs, lessons, enrollments)
- User Management (retrieve worker details)
- Skills Management (retrieve required skills for programs)
- Application Modules: Support configuration of RAAS reports, Workday tenant timezone, and data source synchronization to save user activity, enrollment, and approval data as attachments. Scheduled imports help manage transformation errors during synchronization.
Connection and Credential Management
The spoke leverages Integration Hub’s connection and credential aliases to simplify managing credentials across multiple environments. This approach avoids repeated configuration updates when credentials or connection details change, enhancing operational efficiency.
Practical Benefits for ServiceNow Customers
- Seamlessly integrate Workday Learning data into ServiceNow for centralized management of learning tasks.
- Automate routine learning administration activities, reducing manual effort and improving accuracy.
- Maintain secure and controlled access through proper permissions and OAuth 2.0 authentication.
- Customize provided flows and subflows to match specific organizational workflows.
- Benefit from consolidated reporting and data synchronization to track learning progress and approvals effectively.
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 v1.1.4 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.