Workday and ServiceNow Integration using spoke

[Mamta7]

Hi all,

I am new to ServiceNow and Workday Integration using integrationhub's spoke.

So I need to create Workday record from ServiceNow HR case using Workday HR spoke

What is the initial setup, if someone can assist on this part.

Thanks,

Mamta

[MarioP1]

Hi Mamta,

Did you find the solution? If yes, what approach did you go with? 

I have the same use case.

Thanks

[Edwin Kwan]

You can simply leverage the design pattern of the Workday Spoke and build your "Create Workday Account" action based on this Workday API ref:

https://community.workday.com/sites/default/files/file-hosting/productionapi/Human_Resources/v33.2/Add_Workday_Account.html

This is assuming you already have a worker in Workday already. Otherwise, you will need to kick off a hiring process in Workday first before you can create a Workday account. That will involve a separate process (i.e. create position, hire, add workday account) and must follow the business process definitions in Workday.

[Mamta7]

Thanks Edwin,

The Worker is not already present in Workday I think it will be kicking off hiring process can it be done via normal integration without Spoke?

I am new to Spoke and don't feel that confident

[JIffin Joy1]

Hi @Edwin Kwan  can you please let us know how the setup is to be done in ServiceNow to create position and Create hire profile in Workday from fields being pushed from ServiceNow HR case form? Unable to see any solutions online

[Edwin Kwan]

I can speak from the Workday Spoke perspective. ServiceNow HR case form is from the HR Service Delivery team. @Kevin Machos can potentially share more insights on that aspect.

From the Spoke, both "Create Position" and "Hire Employee" actions are based on these Workday public APIs:

Create Position: https://community.workday.com/sites/default/files/file-hosting/productionapi/Staffing/v33.2/Create_Position.html

Hire Employee: https://community.workday.com/sites/default/files/file-hosting/productionapi/Staffing/v33.2/Hire_Employee.html

Workday's APIs are huge because they want to cover as many different customer scenarios as possible per API. You will not need all the fields mapped to make the APIs work. However, the trick is to know which fields are needed per your requirements.

One popular tool that Workday ecosystem uses to test out which fields to use is SOAPUI. It's a freeware and you can shoot some APIs around before you know which fields to use in the IntegrationHub Spoke.

Something to keep in mind though:

1. For "Create Position" action, there are several master data fields, such as Job Profile Ref ID, Location Ref ID, etc. that need to be synced regularly. The Workday Spoke already provides some of these actions out of the box, but it's too difficult to cover all the master data. Customers can leverage the existing action's design pattern, such as "Look up Job Profiles" to look up other master data, if needed, per your requirements.

2. Both "Create Position" and "Hire Employee" follow Workday's Business Process (BP) definitions and each customer varies on its own "definition." If you want to fully automate the process from ServiceNow to Workday, then you will need to fill out each "sub-process" field per Workday's BP definition. Most customers just shoot the data over, with minimal sub-processes mapping, to Workday to initiate the Workday's BP so that most approvals are done within Workday itself and by doing this automation, no more swivel chair is needed and the front end experience becomes more cohesive and seamless with ServiceNow: 1 stop shop for cross departmental service requests.