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      Provisioning users from Workday to eduMe

      Bring your users and profile fields into eduMe to give them access to highly-relevant content

      Provisioning users from Workday into eduMe keeps your users in sync with your Workday source of truth and ensures that they are placed in the right group for your needs.

      To get started, you'll need to set up an Integration System User (ISU) in Workday, configure a security group, update domain security policies and create two custom reports.

      You'll have full control over the data sent to eduMe using Workday's built-in security controls and only the field you choose to include in the custom reports.

      Before you start – think about which Worker data fields you want to send through to eduMe

      eduMe's integration with Workday requires data from 6 Worker profile fields:

      • First name (preferred)
      • Last name (preferred)
      • Primary Work Email
      • Employee ID
      • Workday ID (Worker)
      • 1 additional field to segment users into eduMe groups (we recommend using something like Company Name that's consistent across all your integrated users to allow you to reuse the same content with everyone across your company)

      In addition to this you should supply any of the following extra fields that we will treat as tags against a user, which can then be used to automatically place users into teams and for reporting purposes:

      • Job profile
      • Worker type (contingent / employee)
      • Time type (full / part time)
      • Work city
      • Work country
      • Store
      • District

      We expect customers to find value in using some of the following data to categorise users, so speak to your eduMe Customer Success Manager if you're interested in using fields like:

      • Job profile and/or job family
      • Worker location (e.g. city, region, country)
      • Organisational data (e.g. department, subsidiary company, supervisory organisation)
      • Worker type (employee or contingent worker)
      • Time type (part time or full time)
      • Management level
      • ...or others we haven't yet thought of

      Creating an Integration System User (ISU)

      An Integration System User (ISU) allows eduMe to access data from your Workday tenant according to the level of security permissions that you configure for it.

      We recommend creating a new ISU to use with eduMe. To do so:

      1. Open the Create Integration System User task
      2. Fill in the Username and Password fields and make a note of these (you'll need these later on)
      3. Make sure that Session Timeout Minutes is set to 0. This makes sure that your integration is always able to run without timing out.
      4. Make sure that Do Not Allow UI Sessions is checked
      5. Click OK and Done
      6. Open the Maintain Password Rules task
      7. Add your ISU to System Users exempt from password expiration. This is to make sure that the password you supply to us doesn't expire and cause the integration to fail.
      8. Click OK and Done

      Create a security group

      1. Open the Create Security Group task
      2. Give it a descriptive name and choose a type of Integration System Security Group (unconstrained)
      3. Click OK
      4. Add the ISU that you created to the Integration System Users field
      5. Click OK and Done

      Configure security for your ISU

      1. Open the Domain Security Policies for Functional Area report
      2. Choose Staffing as the functional area
      3. Navigate to the following Domain Security Policies in the list:
        • Worker Data: Staffing / Worker Data: Active and Terminated Workers
        • Worker Data: Staffing / Worker Data: Current Staffing Information
        • Worker Data: Staffing / Worker Data: Public Worker Reports

          For each one, click the Edit Permissions button, scroll down to Integration Permissions, enable GET permissions for the security group that you just created, then click OK and Done.
      4. Open the Domain Security Policies for Functional Area report
      5. Choose Contact Information as the functional area
      6. Navigate to Person Data: Work Contact Information in the list
      7. Click the Edit Permissions button, scroll down to Integration Permissions, enable GET permissions for the security group that you just created, then click OK and Done.
      8. Repeat this process for any additional fields that you plan to send over to eduMe. For each additional field you will need to make sure that the Domain Security Policy which secures it is set up with GET permissions for the same security group under the Integration Permissions section of the policy.
        1. If you need to find out which security policy secures a report field, you can search for the report field, go to related actions (...) and Security > View Security.
        2. In the Domain column, go to related actions (...) and choose Domain > View Security Policy.
        3. Enable GET permissions for your new security group, click OK and Done.
      9. Open the Activate Pending Security Policy Changes task and add a comment which describes the changes that you've made. Click OK, tick to confirm, and then click OK to apply the changes.

      Set up 2 custom reports

      Users report

      This report lists all users that you want to send over to eduMe and sync their details

      1. Open the Create Custom Report task
      2. Choose a memorable name for the report
      3. Set the report type to Advanced and tick Enable as Web Service
      4. Untick Optimised for Performance
      5. Choose All Active and Terminated Workers as your data source and click OK
      6. Add the following fields and update the Column Heading XML Alias values:
          Business Object Field Column Heading XML Alias
          Worker Employee ID 
          employee_id
          Worker Workday ID 
          user_name
          Worker Preferred name - First name 
          first_name
          Worker Preferred name - Last name 
          last_name
          Worker Email - Primary Work 
          primary_work_email
          Worker [1 field of your choice for grouping your users] 
          group_name
          Worker [Create calculated field for report (see note below)] 
          group_id
        1. When creating the calculated field for groupID you'll need to choose a field name, the business object of Worker and a function of Lookup Related Value and click OK. Choose the field that you used for the groupName field and Workday will populate the related business object for you. Once this has happened, choose Workday ID as the return value, click OK and then edit the Column Heading XML alias in the report to read groupID.
        2. (optional) Add in other data of your choice to use as tags in eduMe by choosing extra report fields from the Worker business object and labelling them with one of the following Column Heading XML Alias values: 
          district, store, time_type, language, work_city, work_country, job_profile, worker_type
        3. Go to the Filter section of the report, and add a rule to filter:
          Field Operator Comparison Type Comparison Value
          Active status equal to Value specified in this filter True (checked)
        4. (optional) If you don't want to send all of your users over to eduMe, set up additional rules in the Filter section of the report to limit the users included in the report
        5. Set up sharing with your ISU by going to the Share section of the report, choosing Share with specific authorized groups and users and include your ISU (or a group that they're a part of)
        6. Click OK to save, and Test to make sure everything's working as expected
        7. Go to Related actions for the report (... next to the report name), choose Web Service > View URLs, right click on JSON and Copy URL. Save this URL somewhere safe as you'll need to pass this to the eduMe team later on.

        Groups report

        This report lists all available groups that users should be categorised into.

        Please note: this list should contain all of the values that appear in the groupName field of the users report.

        1. Open the Create Custom Report task
        2. Choose a memorable name for the report
        3. Set the report type to Advanced and tick Enable as Web Service
        4. Untick Optimised for Performance
        5. Choose a data source that contains a field with the group names that you want to group users by and click OK
        6. Add the following fields:
          Business object Field  Column Heading XML Alias
          [primary business object for your data source] [a single field which returns the range of values you're using in the groupName field of the users report] 
          group_name
          [primary business object for your data source] Workday ID 
          group_id
        7. Set up sharing with your ISU by going to the Share section of the report, choosing Share with specific authorized groups and users and include your ISU (or a group that they're a part of)
        8. Click OK to save, and Test to make sure everything's working as expected
        9. Go to Related actions for the report (... next to the report name), choose Web Service > View URLs, right click on JSON and Copy URL. Save this URL somewhere safe as you'll need to pass this to the eduMe team later on.

        Share details with the eduMe team

        Once you've set this up, you'll need to share the following details with the eduMe team so that we can set things up on your account:

        • ISU username
        • ISU password
        • Users report URL
        • Groups report URL
        Please note: As this is sensitive information, we recommend using a secure method to do this – chat to your eduMe Customer Success Manager for more details.