Approvals hub integration with Workday

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Approvals hub integration with Workday

    The Approvals hub integration with Workday enables ServiceNow customers to access and manage active approvals from external business applications like Workday directly within Employee Center Pro. This integration, built by Bristlecone, Inc., allows users to pull employee-related data such as time off requests, leave of absence, job changes, and compensation details into ServiceNow, streamlining approval processes and improving productivity.

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    Key Features

    • Access Workday approval tasks (todos) such as job changes, leave requests, timesheets, terminations, and spend authorizations from Employee Center Pro.
    • View detailed Workday employee information within the ServiceNow interface.
    • Approve, reject, or view Workday tasks directly from Employee Center Pro without switching systems.
    • Supports various Workday todos configurations for open and completed approval requests, enhancing workflow visibility.
    • Administrators can fetch Workday report metadata, enabling better insights into leaves, compensation, and other employee data.
    • Configuration options for one-time parameters to pull Workday tasks into ServiceNow and enrich approval context for approvers.

    Application Setup and Prerequisites

    • Ensure latest versions of these plugins are installed:
      • Employee Center Pro
      • HR Service Delivery Integration with Workday 3.0.0 (upgrade from v2.0.6 if applicable)
      • Workday HR Spoke
      • Human Resources Scoped App: Core (com.snhrcore)
      • Enterprise Service Management Integrations Framework (installed with Employee Center Pro)
    • Requires HRSD pro or Enterprise license including Employee Center Pro; not available for standalone Employee Center Pro.
    • Familiarity with Enterprise Service Management Integrations Framework and Workday HR Spoke is necessary.
    • Activate and run scheduled flows to pull Workday record details.
    • Manually mark Requested state RCA approvals as Allowed, or automate approvals using the EC bulk RCAs approval script.

    Workday Approvals Workflow

    The integration supports managing third-party approval workflows from within Employee Center Pro, covering a wide range of Workday request types such as:

    • Job Change Requests
    • Job Requisition Requests
    • Leave of Absence Requests
    • Spend Authorization Requests
    • Termination Requests
    • Time Off and Correct Time Off Requests
    • Timesheet Requests
    • Compensation Change Requests

    This comprehensive coverage enhances approvers’ productivity by consolidating approval activities and providing contextual data within ServiceNow.

    Benefits for ServiceNow Customers

    • Streamlined approval processes by integrating Workday workflows directly into Employee Center Pro.
    • Reduced need to switch between platforms, saving time and reducing errors.
    • Improved visibility and control over HR-related approvals and employee data.
    • Administrators gain enhanced reporting capabilities with access to Workday metadata.
    • Flexible configuration options to tailor the integration to organizational needs.

    Enable easier access to all active approvals of external business applications such as Workday from Employee Center Pro. The Workday spoke is built by Bristlecone, Inc.

    Using Approvals hub integration with Workday, you can perform the following actions from Employee Center Pro:
    • Pull employee information from Workday for time off requests, correct time off request, leave of absence, timesheet, job change, job requisition, termination, spend authorization, and compensation details to a ServiceNow application.
    • View the Workday information from your ServiceNow instance.
    • Enable approvers to view, reject, and approve the tasks right from Employee Center Pro.

    Application setup

    Ensure you have the latest versions of the following plugins:
    • Employee Center Pro
    • HR Service Delivery Integration with Workday 3.0.0
      Note:
      Upgrade v2.0.6 to v 3.0.0
    • Workday HR Spoke
    • Human Resources Scoped App: Core (com.sn_hr_core)
    • Enterprise Service Management Integrations Framework. This framework is installed with Employee Center Pro.

    Prerequisites

    Before you start working on the Workday integration, get familiar with the following steps.
    Note:
    The RCAs that are generated after the installation are in the Requested state and you must manually mark the RCAs as Allowed, which can be time-consuming. To automate the RCA approvals for any record, you can run the EC bulk RCAs approval script where the source scope is one of the Employee Experience applications.

    Workday approvals workflow

    Improve productivity by managing third-party approval flows from Employee Center Pro. Here is a list of the supported Workday todos configurations.
    Table 1. Workday supported tables
    Todos configuration Table name
    Job Change Request Todos sn_hr_workday_job_change_request_todos
    Job Requisition Request Todos sn_hr_workday_job_requisition_request_todos
    Leave Of Absence Request Todos sn_hr_workday_leave_of_absence_request_todos
    Spend Authorization Request Todos sn_hr_workday_spend_authorization_request_todos
    Termination Request Todos sn_hr_workday_termination_request_todos
    Time Off Request Todos sn_hr_workday_time_off_request_todos
    Correct Time Off Request Todos sn_hr_workday_correct_time_off_request_todos
    Timesheet Request Todos sn_hr_workday_todo
    Compensation Change Request Todos sn_hr_workday_compensation_change_request_todos
    By default, todos configurations are available for Open and Completed.
    Note:
    For more information the field-level info about leaves, timesheets, timeoffs, compensation change, job change, job requisition, or leave of absence, see Workday HR Spoke.

    For additional reference information, see Approvals experience reference.