Approvals hub integration with Workday

  • Release version: Yokohama
  • Updated January 30, 2025
  • 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 Workday and other external business applications directly within Employee Center Pro. This integration simplifies workflows by allowing users to pull employee and approval-related information from Workday into ServiceNow and to approve, reject, or view tasks without leaving the platform.

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    Key Features

    • Data synchronization: Pulls employee information related to time off, leave of absence, timesheets, job changes, requisitions, terminations, spend authorizations, and compensation details from Workday into ServiceNow.
    • Centralized approval management: Enables approvers to view, approve, or reject Workday tasks directly from Employee Center Pro.
    • Supported Workday todo configurations: Includes job change, job requisition, leave of absence, spend authorization, termination, time off, correct time off, timesheet, and compensation change request todos.
    • Report fetching: Administrators can fetch metadata and view Workday reports and related employee data within ServiceNow.
    • Task configuration: Allows storing one-time parameters to pull Workday tasks into ServiceNow and provide approvers with contextual information for better decision-making.

    Application Setup and Prerequisites

    • Install or upgrade to the latest versions of the following plugins:
      • Employee Center Pro
      • HR Service Delivery Integration with Workday (upgrade from v2.0.6 to v3.0.0)
      • Workday HR Spoke
      • Human Resources Scoped App: Core (com.snhrcore)
      • Enterprise Service Management Integrations Framework (installed with Employee Center Pro)
    • Ensure you have the HRSD Pro or Enterprise license that includes Employee Center Pro (Workday integration is not available for standalone Employee Center Pro).
    • Familiarize yourself with the Enterprise Service Management Integrations Framework and the Workday HR Spoke documentation for connections and credentials.
    • Activate and run scheduled flows to pull Workday record details regularly.
    • Be aware that RCA (Request for Change Approvals) records generated after installation start in the Requested state and must be manually approved or automated via a bulk approval script.

    Benefits for ServiceNow Customers

    • Streamlines HR and approval workflows by integrating Workday data and approvals into ServiceNow, reducing the need to switch platforms.
    • Improves approver productivity by providing a unified interface to manage multiple types of Workday approval requests.
    • Enhances visibility into employee-related data and approval statuses directly within Employee Center Pro.
    • Offers configurable task settings to tailor approval workflows 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.