Workday to ServiceNow ITSM integration to generate RITM without HRSD

[Savitha4]

What we have  :  Workday, ServiceNow ITSM, Integration Hub

Current Problem

Once a manager completes the onboarding tasks for a new joiner in Workday, they are required to manually go to the ServiceNow Service Portal and submit a "New Joiner Request." In the ServiceNow form, they re-enter details such as:

• Joiner Name

• Location

• Manager Name

• Joiner Date

• Joiner Type (Permanent, Third-party, Contractor)

• Vendor Number (VN)

• Laptop Model

• Required Access (e.g., Salesforce, O365)

• Applications and Software Installations

Based on this information, the following catalog tasks are created and assigned to the respective teams

1. Software License Allocation

2. Laptop Allocation and Preparation

3. Software Installation

4. Application Access Provisioning

Requirement:

Once the manager completes the onboarding tasks for a new joiner in Workday, a New Joiner RITM should be automatically created in ServiceNow—along with the associated catalog tasks assigned to the relevant teams. The manager should not have to re-enter the same information manually into ServiceNow.

Please help me best possible approach..

[sandeepdutt]

Hi @Savitha4 ,

You can follow the below steps :

1. Create a ServiceNow Target Catalog Item

First, ensure you have the required Service Catalog Item and Flow Designer flow built in ServiceNow.

2. Expose a ServiceNow Inbound REST API

Build a secure connection point in ServiceNow to accept the incoming data from Workday: 

• Navigate to System Web Services > Scripted REST APIs and create a new endpoint.

• Write a Script Include to handle the payload. You can use the standard Cart API to programmatically trigger the RITM creation based on the data Workday sends

3. Configure Workday Report-as-a-Service (RaaS)

Extract the necessary onboarding/HR data from Workday:

• Create a Report-as-a-Service (RaaS) in Workday to extract the desired event data (e.g., new hire, role change).

• Configure the output format to JSON. 

4. Build a Workday Outbound EIB

Set up Workday to push the extracted data to ServiceNow:

• Create an Enterprise Interface Builder (EIB) outbound integration in Workday.

• Map the RaaS data fields to the corresponding JSON variables expected by your ServiceNow Scripted REST API endpoint.

• Set a schedule for the EIB to run (or trigger it via an event in Workday) and supply the Basic Authentication or OAuth credentials for your ServiceNow instance. 

[Tanushree Maiti]

Hi @Savitha4 

You can achieve it using Workday HR Spoke  application .

Once the application is installed , using flow designer , leverage the spokes and fetch required data from workday as per your requirement and populate it under service request component like sc_task where you want.

Basically ServiceNow's Flow Designer orchestrates the RITM, variables, and downstream catalog tasks using the mentioned spoke.