Workday is a cloud-based human capital management (HCM) software that is used by organizations to manage HR, payroll, talent, and other business functions. As an enterprise system, Workday needs to integrate with other applications and systems to share data. There are several methods that can be used to integrate Workday with other systems.
Key Integration Methods for Workday
The main integration methods used with Workday include:
- Workday Integration Cloud
- Workday Extend
- Workday Studio
- Workday Web Services
- Workday Cloud Connector
- Workday Data Ingestion
- Workday Import/Export
Let’s look at each of these key integration approaches in more detail:
Workday Integration Cloud
Workday Integration Cloud is a platform-as-a-service (PaaS) offering that enables integration of Workday with other applications and data sources. It provides pre-built connectors and templates to connect to common systems like Salesforce, Microsoft Dynamics, Google Workspace, Okta, and more. The Integration Cloud handles authentication, orchestration, transformations, and error handling for integrations.
Workday Extend
Workday Extend enables creating custom integrations and applications inside the Workday platform using Workday Studio. This allows extending Workday functionality and data integration capabilities using Workday business logic and security framework. Custom integrations built with Extend can be deployed as web services accessible within or outside Workday.
Workday Studio
Workday Studio is the development environment used to build applications and integrations with Workday Extend. It provides a graphical interface for mapping data fields, configuring business logic, and adding custom components. Experienced Workday developers can use Studio to create complex application extensions, custom reports, and data integrations.
Workday Web Services
Workday web services allow external applications to access and integrate with Workday data using SOAP-based web services. The web services provide CRUD (create, read, update, delete) access to Workday business objects using an API. This enables building custom integrations and accessing Workday data from external systems.
Workday Cloud Connector
Workday Cloud Connector provides a secure tunnel for data integration between Workday and other cloud applications. It enables transfer of real-time data between Workday and cloud apps like Salesforce, Workplace by Facebook, Microsoft Dynamics 365, etc. Pre-built connectors make it easy to set up integrations without coding.
Workday Data Ingestion
Workday Data Ingestion allows loading large volumes of data into Workday from external systems through flat files. It supports one-time or recurring bulk data uploads into Workday. The uploaded data can then be transformed and processed within Workday using Data Transform and other tools.
Workday Import/Export
Workday’s native import and export functionality can be used to import and extract data in bulk. Common use cases include migrating data from legacy systems during initial Workday implementation, ongoing data migrations, and exporting reports. The import/export can be automated using Workday web services.
Key Considerations for Workday Integrations
Some key considerations when planning Workday integrations include:
- Data security – Workday provides role-based security and auditing for all data access.
- Identity management – Workday integrations should use Workday’s identity management framework.
- Supported objects – The native Workday integration tools only support certain Workday business objects.
- Transformation – Data mapping and transformations are often needed to map external data to Workday correctly.
- Orchestration – Workday Integration Cloud provides orchestration capabilities to coordinate complex integrations involving multiple systems.
- Change management – Changes to integrations must follow proper change control processes.
- Monitoring – All integrations should be monitored for performance, errors, and anomalies.
Common Workday Integration Scenarios
Some typical scenarios where Workday gets integrated with other systems include:
HR/Payroll Data Integration
Migrating HR and payroll data to Workday from legacy systems during implementation. Then ongoing integrations to keep employee data, org structure, compensation, benefits, and payroll data in sync across systems.
Recruiting System Integration
Integrating applicant and hiring data between Workday Recruiting module and external recruiting/applicant tracking systems (ATS). Also sharing job requisition data.
Financial Data Integration
Exchanging financial data between Workday Financial Management module and financial systems like SAP, Oracle, NetSuite, etc. Common use cases include sharing chart of accounts, cost center hierarchy, budgets, invoices, payments, expenses, assets data, and more.
ERP Integrations
Bidirectional data exchange between Workday and ERP systems like SAP, Oracle, Microsoft Dynamics for managing financials, inventory, projects, manufacturing, supply chain, and more.
Student Information System Integration
For education institutions, sharing student, faculty, courses data between Workday Student and external student information systems like Ellucian, Jenzabar, Unit4, etc.
CRM Integrations
Synchronizing customer, account, contact, opportunity data between Workday CRM and Salesforce, Microsoft Dynamics CRM, and other CRM applications.
Healthcare Platform Integrations
For healthcare providers, sharing patient, clinical, revenue cycle, and other data between Workday applications and electronic health record (EHR/EMR) systems like Epic, Cerner, Allscripts, etc.
Data Warehouse Integration
Loading Workday HCM and financial data into data warehouses and business intelligence systems like AWS Redshift, Snowflake, Databricks, Informatica, etc. for analytics and reporting.
Identity Management Integration
Workday integrates with identity providers like Okta, ADP Lifion, GSuite, etc. to enable single sign-on (SSO) and provision/deprovision user access to Workday based on roles.
External Applications Integration
Workday Extend enables creating custom integrations with niche external systems and applications to address unique business needs.
Workday Integration Options Comparison
Here is a comparison of some key Workday integration technologies:
| Integration Method | Type | Use Cases | Skill Required |
|---|---|---|---|
| Workday Integration Cloud | PaaS Integration Platform | Connecting SaaS apps like SFDC, Office 365, Okta | Low code / Config-based |
| Workday Extend | Custom App Framework | Complex extensions and custom integrations | Workday Development |
| Workday Web Services | SOAP Web Services | Custom app and DB integrations | Web Services Development |
| Workday Data Ingestion | Bulk Data Upload | Large data migrations into Workday | ETL Tools |
| Workday Import/Export | Flat File Import/Export | Bulk data migration and reporting | CSV, Excel, Data Mapping |
Workday Integration Products and Tools
There are a variety of integration tools and middleware products that can be used to connect Workday to other systems:
Workday Integration Cloud Connectors
Pre-built connectors for SaaS apps like Salesforce, Workplace, Okta, ADP, Microsoft Dynamics, etc. Low code approach to quickly establish integrations.
Boomi AtomSphere
Dell Boomi integration platform for connecting cloud and on-prem applications using pre-built Workday connectors. Drag-and-drop interface to build integrations.
Informatica Cloud Application Integration
Informatica offers cloud-native iPaaS solution and pre-built Workday connectors for integration across cloud and on-prem systems. Graphical mapping and administration.
MuleSoft Anypoint Platform
MuleSoft provides an integration platform for connecting SaaS and enterprise applications using its Workday connector. API-led approach to integration.
SnapLogic Elastic Integration Platform
SnapLogic delivers visual, self-service integration pipelines with 150+ pre-built Workday connectors. AI-assisted modeling to streamline integrations.
Jitterbit Harmony Platform
Jitterbit offers a flexible and fast iPaaS solution for Workday integration using REST APIs, management console, and active integration agents.
Celigo Integrator.io
Celigo is an iPaaS built for integration across cloud applications. It provides a Workday connector and pre-built templates for common use cases.
Oracle Integration Cloud
Oracle provides an integration platform for connecting Workday to Oracle ERP Cloud and other Oracle apps. Pre-built integrations and adapters for Workday.
SAP Cloud Platform Integration Suite
SAP CPI provides adapters and pre-configured content for Workday integration with SAP applications like S/4HANA, SuccessFactors, Ariba, Fieldglass and more.
Workato
Workato offers cloud automation and integration capabilities using its pre-built Workday connectors and recipes available in its integration gallery.
Key Takeaways
Here are some key points to remember about Workday integration methods:
- Workday provides various native tools like Integration Cloud, Extend, Web Services, and Import/Export to enable integrations.
- Third-party integration platforms help connect Workday to other cloud and on-prem systems with pre-built connectors.
- Typical use cases include HR/payroll, financials, recruiting, ERP, CRM, healthcare, student data, and analytics integrations.
- Consider security, supported objects, transformations, orchestration when planning Workday integrations.
- Monitor all integrations closely and have proper change control procedures in place.
In summary, Workday offers a range of flexible options to integrate with various systems and meet different integration requirements. The native Workday integration tools combined with third-party middleware solutions provide a comprehensive approach to enable critical business data flows to and from Workday.