Workday: set up and integrate Workday with LearnUpon – Knowledge Base

Add learners automatically using Workday data

Connect Workday to LearnUpon, and map default Workday attributes to LearnUpon custom user data to create dynamic rules.

Availability: depends on your LearnUpon plan

If you use Workday to manage your HR records, you can integrate Workday with LearnUpon. Workday provides account information to set up learners' portal accounts automatically.

Learn more about Workday: LearnUpon is not responsible for content outside this website.

Workday and LearnUpon: overview

Connect your organization’s HR records to your learning portal

The integration works in one direction, sending user details from Workday to LearnUpon: Workday provides the single source of truth of learner details.

Workday provides default employee attributes from the following information types:

first name
last name
email

Using default attributes, LearnUpon creates learner accounts in your portal. You can add more attributes from Workday, by mapping attributes to LearnUpon custom user data fields.

Learners receive a unique link to the email address provided: the link expires after 72 hours.

for invites, learners receive a randomly generated password. They must change the password when they log in
for created accounts learners, must set a password at login

Note: by default, LearnUpon creates all new accounts as learners. After you create accounts, you need to edit some accounts to change their user type from learner to manager, instructor or admin.

See: Add users to your portal

For organizations that use SSO, LearnUpon creates learner accounts from Workday data but does not send a conventional email notification. Through SSO credentials, learners already have their login details, and don't need to set a new password.

See: Set up SAML SSO for your portal

LearnUpon checks Workday for new user details once a day to synchronize portal records to Workday. Optionally, the admin can start a sync manually from LearnUpon.

If a learner’s first name, last name or email address change in Workday, LearnUpon updates its version, but doesn’t send a new invitation.

If learners leave your organization, LearnUpon ends their access to the portal based on the termination date in Workday.

Tip: any changes you make in Workday can be manually synced an hour after the changes occur.

Admins can track invite progress in the portal the same way they track manual learner invites. In LearnUpon terms, invites that are not batch user uploads, or created through the API, are treated as manual.

From main navigation, go to Users > Pending Users for a current list of invites waiting for a response.

You can also export users to a CSV file, to view invite dates and all other user account information. See Users: download all user data in a portal.

Once synchronized, you can see learners provided by Workday in your LearnUpon portal, marked by a Workday logo.

Workday status and learner invitations

For Workday's employee status field: if the status is inactive, LearnUpon does not synchronize the learner, and does not send them an invite to LearnUpon.

Handle existing learners in the LearnUpon portal

LearnUpon treats Workday as the source of truth about learner details.

After setup, the integration “fetches” all the learners from Workday, based on their email addresses, to map them in LearnUpon, including updating the custom user data for existing portal accounts.

Map your data: connect Workday fields to LearnUpon custom user data

Use attributes from Workday to fill out custom user data fields in LearnUpon. LearnUpon’s custom user data runs the dynamic rules to add learners to groups.

Note: for custom user data fields that use choice, aka drop-down fields, the drop-down values available must match exactly between Workday and LearnUpon. If they don’t match, Workday can’t send the correct value to LearnUpon.

When you use the following field types in custom user data, make sure the values are identical to the corresponding field in Workday:

String choice
Decimal choice
Integer choice

See: Custom user data: set up custom fields

When you create groups, you can set up courses to enroll learners automatically as soon as they join a group.

Access permissions

Admins with full portal permissions: can set up the feature

The integration is available for top-level and sub-portals.

Note: each portal requires a separate Workday instance.

The LearnUpon admin who sets up the integration requires access to a Workday service account and appropriate permissions in Workday. During setup the admin gives consent for LearnUpon and Workday to connect to each other.

Prerequisites

In Workday: create an Integration Service User and Security Group

appropriate admin account permissions
a Workday security group, which defines which data Workday provides to LearnUpon

You can create these accounts during the setup process if required.

See instructions about creating an integration service user and creating a security group.

In LearnUpon: set up groups, custom user data and dynamic rules

To make the most of the integration, you need groups and dynamic rules set up, based on LearnUpon custom user data. See:

Add Workday to your portal: first-time setup

Your Customer Success Manager or the support team turn on the integration for your portal. You as admin set it up for your organization.

From main navigation go to Settings > Integrations > HR Integrations.
Select Workday.
From Workday page, select + Connect.
In the Workday dialog that opens, select Continue to access Workday from LearnUpon.
In the Workday Service User Account dialog that opens, enter the following credentials when requested, and select Submit to continue:
- Integration System User name
- Integration System User password
- WSDL
- Workday Tenant Name
Review the data that LearnUpon can now receive from Workday and select Continue.
Select Finish.

On HR Integrations, the integration appears as Active.

Map your data from Workday to LearnUpon

The integration uses standardized field names to make connecting between applications easier. The listed attributes for Workday may vary slightly from what you see in Workday pages.

From main navigation go to Settings > HR integrations.
Select Workday.
From the main page select Map your data > Add new mapping.
From Select attribute field, select a Workday attribute name.
From Select CUD field, select a LearnUpon custom user data field to match.
When required:
- repeat these steps to create as many fields as you need
- select X next to a row to remove a connection
Save changes to finish.

Set defaults to add Workday learners

This process sets the default behavior for the integration, to add accounts from Workday. These settings apply during the daily synchronization, or when you run a manual sync.

From main navigation go to Settings > HR integrations.
Select Workday.
Select Invite configuration.
From When do you want to invite them? select 1 of:
- When they are added to Workday
- On their hiring date
From How to add new users? select 1 of:
- Create as an active user and send a welcome email
- Create as active user only
- Create as pending user and send invitation email
Save changes to finish.

Synchronize between LearnUpon and Workday

A sync prompts Workday to add learners, based on settings in Invite configuration. After the first sync, LearnUpon synchronizes its records with Workday once per day automatically.

You can sync manually once per hour, as required: for example, if you add a number of new accounts to Workday, and want to see them set up in LearnUpon.

From main navigation go to Settings > Integrations > HR Integrations.
Select Workday.
Select Sync.

This process takes a short time depending on the number of accounts.

Confirm the sync worked:

for created accounts, go to Settings > Users and filter for users created after the selected date
for invited accounts go to Settings > Users. From secondary navigation select Pending Users to view the progress of invites

Remove Workday from your portal

From main navigation go to Settings > Integrations > HR Integrations.
Select Workday.
From Workday, select Disconnect.
In the dialog that opens, select Disconnect to confirm.

See:

Articles in this section