Workday Financials Spoke

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

    • The Workday Financials spoke is built by Bristlecone, Inc. Manage resources, business units, journals, cost centers, and so on, in Workday Financials application 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 Financials spoke v2.0.2 is the latest version.

    Supported versions

    This spoke was built for Workday Financials SOAP API version v33.2, but may be compatible with later versions.

    Spoke requirements

    To set up the integration, perform these:
    1. Register Integration System User.
      Note:
      While filling account information details, ensure that you 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 these permissions:
        Table 1. Domain security policy permissions
        Operation Domain Security Policy Domain Security Policies Inheriting Permission Functional Areas
        Get Only Set Up: Worktags - Business Units Common Financial Management Worktags
        Get Only Set Up: Ledger and Book Common Financial Management
        Get and Put Process: Journals - Core Financial Accounting
        Get Only Process: Journals - View Financial Accounting
        Get and Put Process: Purchase Order - Cancel Procurement
        Get Only Process: Advance Ship Notice - View Procurement
        Get Only Process: Supplier Invoice - New Supplier Accounts
        Get Only Process: Request for Quotes - View Procurement
        Get Only Set Up: Accounts Common Financial Management
        Get Only Create: Cost Center Organizations and Roles
        Get Only Set Up: Currency Rates Common Financial Management
        Get Only Set Up: Currency (Compensation functional area) Core Compensation
        Get Only Integration Build Integration
        Get Only Process: Business Assets Business Asset Tracking
        Get Only Set Up: Expense Item Expenses
        Get Only Set Up: Purchase Item Procurement
        Get Only Reports: Supplier Supplier
        View Only Process: Purchase Order - Reporting Procurement
        Get and Put Integration Event Integration
        View Only Integration Security Integration
        Note:
        Ensure that the domain security policies are activated for the security group.
      2. Configure the business process policies of your security group and provide these permissions:
        Table 2. Business process security policy permissions
        Operation Business Process Type Functional Area
        Initiate (Register Asset (Web Service)) Asset Registration Event
        • Business Asset Accounting
        • Business Asset Tracking
        Initiate (Submit Purchase Order Change Order (Web Service)) Change Order Procurement
        Initiate (Submit Purchase Order (Web Service)) Purchase Order Event Procurement
        Initiate (Submit Receipt (Web Service)) Receipt Procurement
        Initiate (Submit Supplier (Web Service)) Supplier Event Supplier
        Initiate (Submit Supplier Invoice (Web Service)) Supplier Invoice Event Supplier Accounts
        Note:
        Ensure that the business process security policies are activated for the security group.

    Spoke dependencies

    If you’re having trouble installing the app, ensure that these dependent plugins are installed:
    • 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)
    Note:
    Some of these plugins are licensable features and require appropriate licenses, if used outside the spoke implementation.

    Authentication

    Workday provides an open SOAP API for programmatic access to on-demand business management services. Workday SOAP APIs require basic authentication; that is, user name and password are required.
    Note:
    This spokes doesn't require you to set up the connection and credential alias.

    Spoke subflows

    The Workday Financials spoke provides sample subflows to demonstrate automating Workday Financials tasks. To customize a sample subflow, copy it to a new application scope. Available sample subflows include:

    Subflow Description
    Create PO Creates a purchase order record in the Purchase Order table. To use the subflow, Set up webhook for your Workday Financials spoke.
    Get Supplier Invoice Details Retrieves details of the specified supplier invoice.

    Spoke actions

    The Workday Financials spoke provides actions to automate tasks when events occurs in your ServiceNow instance. Available actions include:

    Category Action Description
    Financial Management Get Account Set By ID Retrieves details of the specified account set.
    Get Business Unit By ID Retrieves details of the specified business unit.
    Get Cost Center By ID Retrieves details of the specified cost center.
    Get Ledger By ID Retrieves details of the specified ledger record.
    Look up Account Sets Retrieves details of the required account sets, based on the provided filter criteria.
    Look up Business Units Retrieves details of the required business units, based on the provided filter criteria.
    Look up Cost Centers Retrieves details of the required cost centers, based on the provided filter criteria.
    Look up Fx Rates Retrieves details of the required Fx rates, based on the provided filter criteria.
    Journal Entry Management Create Accounting Journal Creates an accounting journal.
    Look up Journals Retrieves details of the required journal records, based on the provided filter criteria.
    Post Accounting Journal Posts an accounting journal record.
    Reverse Accounting Journal Reverses the specified accounting journal.
    Metadata Retrieval Get Additional Fields For Workday Finance Retrieves additional fields for each action.
    Get Reference ID List Retrieves values of the Reference ID based on the specified reference type.
    Get Access Token Retrieves the access tokens for authenticating SOAP based actions using OAuth 2.0.
    Resource Management Cancel Purchase Order Cancels the specified purchase order.
    Create Fixed Asset Shell Creates a fixed asset shell.
    Create Supplier Creates a supplier with the provided details.
    Create Supplier Invoice Creates a supplier invoice with the provided details.
    Get Advanced Shipment Notice By Number Retrieves details of the specified advance shipment notice.
    Get Supplier By ID Retrieves details of the specified supplier.
    Get Supplier Invoice By ID Retrieves details of the specified supplier invoice.
    Look up Advanced Shipment Notices Retrieves details of the required advance shipment notices, based on the provided filter criteria.
    Look up Expense Items Retrieves details of the required expense items, based on the provided filter criteria.
    Look up Fixed Asset Details Retrieves details of the required fixed assets, based on the provided filter criteria.
    Look up Purchase Items Retrieves details of the required purchase items, based on the provided filter criteria.
    Look up Request For Quotes Retrieves details of the required request for quotes records, based on the provided filter criteria.
    Look up Supplier Invoices Retrieves details of the required supplier invoices, based on the provided filter criteria.
    Look up Suppliers Retrieves details of the required suppliers, based on the provided filter criteria.
    Submit Purchase Order Submits the specified purchase order.
    Submit Purchase Order Change Order Submits change order associated with the specified purchase order.
    Submit Receipt Submits the specified receipt.

    Spoke module

    The Workday Financials spoke adds the Workday Finance application to your instance and includes these modules:
    Module Description
    Connection Details Contains information about the base URL of the Workday instance or tenant, and API version.
    Get Business Units Displays information about the business units. Admin should configure the sample remote table as per their requirement.
    Purchase Orders Displays information about the purchase orders whenever they are created in the Workday application. To retrieve this information to the ServiceNow instance, you must Set up webhook for your Workday Financials spoke.
    Webhook Registries Contains records of webhooks registries. Admin should create record here Set up webhook for your Workday Financials spoke for the required Workday event.

    For information about setting up the spoke, see Set up the Workday Financials spoke and Set up webhook for your Workday Financials spoke.