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Sapling - Workday Integration Guide

Matt Troy
Updated

Introduction

The Kallidus Sapling platform helps HR and People Operations teams automate and streamline administrative tasks so they can focus on employee experience, retention, and creating an amazing culture for the most successful teams.​​

Our Workday integration allows you to sync new hire data with your Workday account, saving your HR, People Operations, and Payroll manual data entry and removing the risk of errors, while providing a great new hire experience.

With the Workday Integration, Sapling will:

  • Link Users: Link all existing Sapling team members to a user account in Workday based on the Worker ID.

  • Create Pending Hires: When a new hire is added to Workday, then overnight that user will be created in Sapling under the pending hire's dashboard.

  • Update User Attributes: When a user attribute is changed in Sapling, the corresponding user profile in Workday will automatically be updated and pull in attribute changes from Workday to Sapling.

  • Deactivate Users: When a user is offboarded in Sapling, the corresponding user profile in Workday will automatically be terminated and if a user is offboarded in Workday, then the corresponding user profile in Sapling will be terminated.

This article covers the following topics:

How It Works

Workday-kallidus-ecosystem-06.png

*Fields are in the process of being updated

Setting Up the Integration Step by Step

The customer requirements are:

  • An existing method for creating new hires in Workday
  • Security profiles must be set up correctly

  • Reference IDs for key fields must be mapped by the customer

  • Business processes to be configured between Workday and Sapling

Step #1. Retrieve your Workday tenant and domain

Screen_Shot_2022-10-17_at_8.50.16_PM.png

  1. Navigate to Workday
  2. Search Public Web Services from your dashboard
  3. From the list of web services locate the following:
    • Human Resources and Staffing
    • Click on the 3 dots and select View WSDL
  4. Copy the WSDL for both Human Resources and Staffing

    • The URL is always structured as: https://{{ domain }}.workday.com/ccx/service/{{ tenant }}/Human_Resources/{{ version }}

Step #2. Enable the Workday integration in Sapling

  1. Under Administration Tools, navigate to Integrations and enable the Workday integration

  2. Enter your Workday account information:

    • User Name
    • Password
    • Human Resource WSDL
    • Staffing WSDL
    • Document Category WID
  3. Specify which Location, Department, and Employment Statuses the integration applies to, and click "Next"
  4. Confirm your configuration details and click "Activate" to complete the integration

Overview

Workday is a provider of cloud-based software that specializes in applications for financial management, enterprise resource planning (ERP), and human capital management (HCM). 

Integration Fields

The Sapling<>Workday integration uses the following Workday’s APIs.

Kallidus is continually expanding the number of fields that sync between Sapling and Workday.

  • Here is a full list of the Workday integration Fields. 
  • Sapling will sync daily with Workday and in real-time.
  • Any changes that are made in Workday to the available fields will sync over and be reflected in Sapling; changes are synchronized daily at 0800 UTC (that's midnight PST).
  • On-demand changes from Workday to Sapling can be triggered in Sapling.

Key Factors to be aware of

Data Syncing 

  • For initial setup or two-way syncing, Sapling can pull all of your company’s active employees from Workday to set up your Sapling Account.
  • A connection can then be created between Sapling’s UserID and Workday’s Worker ID. Sapling also creates a connection between new hires sent to Workday.
  • Admins can also re-sync your Workday information to Sapling at any time by pressing “Sync Changes” in the integration settings. This will update your employee information in Sapling by pulling it from Workday.

Data Management

  • When the Workday Integration is enabled, we will auto-create all fields that are part of the integration.
  • To ensure a consistent data flow and avoid issues with profile creations, make sure the field options for multiple choice fields in Sapling match exactly what you have in Workday.
  • Data from Workday to Sapling will flow over at 0800 UTC (that's midnight PST).

Profile Photo Management

  • Photos from Sapling to Workday will be sent in real-time.
  • Photos from Workday to Sapling will sync every week on Sunday at 10:30pm PST.

Documents Management

  • Documents can only be sent from Sapling to Workday.
  • Documents can only be added to one document category (this will be configured when the integration is enabled).
  • For documents with more than one signer, these will only be sent from Sapling to Workday when the document is fully executed by all signers.

Start Date Changes Management

Start dates will always need to be changed in Workday.

  • The start date feeds to Sapling once changed in Workday. 
  • All start-date-related activities will be automatically updated in Sapling:
    • Tasks assignments and due dates for pending or incomplete tasks will be updated to reflect the new start date.
    • Schedule outbox emails will be updated to reflect the new start date.

Manager Changes Management

Managers will always need to be changed in Workday.

  • The manager feeds to Sapling once changed in Workday.
  • All manager-related activities will be automatically updated in Sapling:
    • Tasks assignments and due dates for pending or incomplete tasks will be updated to reflect the new manager.
    • Incomplete documents that require the manager to cosign will be updated to reflect the new manager.
    • Managers with employee permission will be updated to manager permission once updated in Workday.
    • Managers with admin or super admin permission will retain their permissions.

Offboarding and Termination Management

Terminations can be triggered from Workday.

  • The termination date and additional information feeds to Sapling once updated in Workday.
  • All termination-date and/or last-day-worked-relative activities will be automatically updated in Sapling:

    • Tasks assignment and due dates for pending or incomplete tasks updated to reflect the new termination date/last day worked.

    • Unsent but scheduled Outbox emails updated to reflect the termination/last day worked.

Rehiring team members

Rehires must be triggered from Workday.

  1. On the worker's profile in Workday, rehire the team member
  2. On the overnight sync, rehires will be reactivated in Sapling if any of the following match between Workday and Sapling:
    1. Work email address
    2. Personal email address
    3. Workday Worker ID
  3. In Sapling, a rehired team member will appear in the Active list on the People directory page (whereas they previously were on the Inactive list)
  4. From the People directory page, you can assign workflows, documents, a profile template, and emails to create their rehire onboarding experience
  5. These rehires will show up in the Transitions view on the Dashboard

Groups Management

Sapling supports filtering, and allows you to identify what users you want to keep synced based on the following:

  • Location
  • Department
  • Employment Status

Only employees who match the location, department, and employment status configured in the Workday integration settings page, will be synced into Workday.

Workday worker subtypes

By default, Sapling will attempt to get all workers from Workday, both employee and contingent worker types. You can customize the specific subtypes we should or should not sync into Sapling from the Integration configuration step by adjusting the "Worker subtypes pulled from Workday" dropdown.

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