Workday HR Spoke
The Workday HR spoke is built by Bristlecone, Inc. Manage staffing, resources, payroll, benefits, and so on in the system from your ServiceNow instance.
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Integration Hub subscription
This spoke requires an Integration Hub subscription. For more information, see https://www.servicenow.com/content/dam/servicenow-assets/public/en-us/doc-type/legal/snc-addendum-integrationhub.pdf.
Spoke version
Workday HR spoke v2.12.2 is the latest version.
Supported versions
This spoke was built for Workday HR SOAP Application Programming Interface (API) version v33.2 and REST API version v1, and is compatible until Workday HR SOAP API version v39.0.
Required configurations in Workday
To set up the integration, you must initially perform this procedure in Workday:
- Register an Integration System User.Note:While filling account information details, confirm that you select the Do Not Allow UI Sessions check box.
- Create a security group and assign it to the integration system user.
- In Action, navigate to and provide these permissions:
Table 1. Domain security policy permissions Operation Domain Security Policy Domain Security Policies Inheriting Permission Functional Areas View and Modify WQL for Workday Extend System View Only Reports: Matrix Manager Staffing View and Modify Workday Query Language System View Only Worker Data: Active and Terminated Workers Staffing Get Only Worker Data: Workers Staffing Get and Put Manage: Payment Election Expenses Get and Put Person Data: Personal Data - Person Data: Ethnicity Visual Survey
- Person Data: Licenses
- Person Data: Other IDs
- Person Data: Passports and Visas
- Person Data: Universal ID
Personal Data Get and Put Worker Data: Payroll (Payment Elections) Core Payroll Get and Put Worker Data: Payroll Interface (Payment Elections) Payroll Interface Get and Put Worker Data: Beneficiaries - Worker Data: Beneficiary Additional Address
- Worker Data: Beneficiary Additional Email
- Worker Data: Beneficiary Additional Instant Messenger
- Worker Data: Beneficiary Additional Phone
- Worker Data: Beneficiary Additional Web Address
- Worker Data: Beneficiary Date of Birth
- Worker Data: Beneficiary Gender
- Worker Data: Beneficiary Government IDs
- Worker Data: Beneficiary National IDs
- Worker Data: Beneficiary Other IDs
- Worker Data: Beneficiary Primary Address
- Worker Data: Beneficiary Primary Email
- Worker Data: Beneficiary Primary Instant Messenger
- Worker Data: Beneficiary Primary Phone
- Worker Data: Beneficiary Primary Web Address
Benefits Get and Put Process: Import Time Blocks - Time Tracking
- Time Tracking Hub
Get Only Worker Data: Current Staffing Information Staffing Get Only Set Up: Calendar System Get Only Worker Data: Payroll (Income Withholding Orders) Core Payroll Get Only Worker Data: Payroll (Income Withholding Orders) - CAN CAN Payroll Get Only Worker Data: Payroll (Company Specific) - USA USA Payroll Get Only Manage: Location Location: View Organizations and Roles Get Only Worker Data: Project Timesheet and Worksheet Project Tracking Get Only Worker Data: Public Worker Reports Staffing Get Only Payroll Interface Payroll Interface Get Only Manage: Organization Integration Organizations and Roles Get Only Person Data: Emergency Contacts Contact Information Get Only Worker Data: Edit and Delete Worker Documents Personal Data Get Only Integration Build Integration Get Only Worker Data: Time Off (Time Off Balances) Time Off and Leave Get Only Person Data: Personal Information Personal Data View Only - Worker Data: Public
- Worker Reports
Staffing View Only Integration Security Integration Get and Put Integration Event Integration View Only Person Data: Gender Personal Data View Only Workday Accounts System View Only Manage: Organization Roles Organizations and Roles View Only Worker Data: Beneficiaries and Dependents - Benefits
- Personal Data
Get Only Worker Data: Beneficiaries and Dependents - Benefits
- Personal Data
View Only Set Up: Calendar System View Only Worker Data: Total Rewards Core Compensation View Only Worker Data: Retirement Savings - Benefits
- Personal Data
Get Only Worker Data: Retirement Savings - Benefits
- Personal Data
View Only Worker Data: Wellness - Benefits
- Personal Data
Get Only Worker Data: Wellness - Benefits
- Personal Data
View Only Person Data: Work Phone Contact Information View Only Person Data: Work Address Contact Information View Only Person Data: Home Phone Contact Information Get Only Worker Data: All Positions Staffing Get Only Worker Data: Step Progression Target Core Compensation Get and Put Worker Data: Tobacco Use Personal Data Get and Put Person Data: Name Pronunciation Personal Data Get Only Worker Data: Benefits - Worker Data: Benefit Annual Credit
- Worker Data: Benefit Eligibility
- Worker Data: Benefits Annual Rate
- Worker Data: Court Order Details
- Benefits
- Personal Data
Get Only Worker Data: Benefit Elections - Benefits
- Personal Data
Get Only Worker Data: Workers Staffing View Only Worker Data: Active and Terminated Workers Staffing Get Only Worker Data: Compensation Core Compensation Get Only Compensation Change: Guidelines Core Compensation Get Only Worker Data: Compensation Basis Core Compensation Get Only Compensation Change - Compensation Change: Allowance
- Compensation Change: Calculated
- Compensation Change: Commission
- Compensation Change: Future Changes
- Compensation Change: Period Salary
- Compensation Change: Unit Salary
Core Compensation View Only Reports: Pay Calculation Results for Worker (Results) Core Payroll Get Only Job Postings: External Recruiting Get Only Job Postings: Internal Recruiting Get Only Job Requisition Data Pre-Hire Process Get Only Set Up: Compensation Packages Core Compensation Get Only Candidate Data: Job Application - Candidate Data: Bundle Resumes
- Candidate Data: Eligibility Results
- Candidate Data: Interview Feedback Comments
- Candidate Data: Interview Feedback Results
- Candidate Data: Offer Details
- Candidate Data: Quick Stats
- Candidate Data: Sharing
Recruiting Get Only Worker Data: Historical Staffing Information Staffing Get Only Worker Data: Employee Goals Performance Enablement Get Only Worker Data: Role Requested Feedback - Performance Enablement
- Worker Profile and Skills
Get Only Worker Data: Anytime Feedback - Performance Enablement
- Worker Profile and Skills
Get Only Worker Data: Self Requested Feedback - Performance Enablement
- Worker Profile and Skills
Get and Put View: Account Provisioning Integration Document Staffing Get and Put View: Core Connector Integration Document Staffing Get and Put View: Social Security Number Verification Integration Document Personal Data Get and Put Unistaff Inbound Documents Staffing Get and Put Kenexa Hire Inbound Documents Staffing Get and Put Kenexa Foundation Data Documents Staffing Get and Put Kenexa User Provisioning Documents Staffing Get and Put Unistaff Foundation Data Documents Staffing Get Only Job Information Jobs & Positions View Only Worker Data: Payroll (Payroll Input) Core Payroll Get Only Reports: Pay Calculation Results for Worker (Results) Core Payroll Get Only Reports: Pay Calculation Results for Worker Reports: Pay Calculation Results for Worker (Audits) Core Payroll Get Only Reports: Pay Calculation Results for Worker (Payslips) Core Payroll View Only Reports: Pay Calculation Results for Pay Group - Reports: Pay Calculation Results for Pay Group (Accounting Results)
- Reports: Pay Calculation Results for Pay Group (Audits)
- Reports: Pay Calculation Results for Pay Group (Results)
Core Payroll View Only HCM All Organizations Staffing View Only Worker Data: Employee Reviews Performance Enablement View Only Worker Data: Anytime Feedback - Performance Enablement
- Worker Profile and Skills
View Only Worker Data: Role Requested Feedback - Performance Enablement
- Worker Profile and Skills
View Only Worker Data: Self Requested Feedback - Performance Enablement
- Worker Profile and Skills
View Only Manage: Matrix Organizations Organizations and Roles View Only Worker Data: Headcount Reports Staffing View Only Person Data: Name - Person Data: Legal Name
- Person Data: Preferred Name
Contact Information View Only Worker Data: Mentoring - Career and Development Planning
- Worker Profile and Skills
View Only Audit: Compensation for Organizations Core Compensation View Only Worker Data: Compensation by Organization Core Compensation View Only Worker Data: Skills and Experience - Person Data: Achievements
- Person Data: Languages
- Person Data: Professional Affiliations
- Worker Data: Accomplishments (Do Not Use)
- Worker Data: Internal Project Experience
Worker Profile and Skills View Only Worker Data: Payroll (Company Specific) - CAN CAN Payroll View Only Worker Data: Project Tracking Project Tracking View Only Manage: Advanced Project Resource Management Projects View Only Manage: Project Resources Project Tracking View Only Management Dashboard: Resource Manager Projects View Only Worker Data: Project Timesheet and Worksheet Project Tracking View Only Worker Data: Payroll (Timesheets) Core Payroll View Only Worker Data: Contingent Worker Assignment Details Staffing View Only Worker Data: Succession Talent Pipeline View Only Talent Pool: View and Edit Talent Pipeline View Only Process: Spend Authorization - Process: Spend Authorization - Cancel
- Process: Spend Authorization - Change
- Process: Spend Authorization - Close
- Process: Spend Authorization - Core
- Process: Spend Authorization - Reporting
- Process: Spend Authorization - View
Expenses View Only Worker Data: Time Off (Time Off) Time Off and Leave Get Only Worker Data: Time Off (Time Off) Time Off and Leave View and Modify Set Up: Skills and Experience Worker Profile and Skills View Only Worker Data: Current Staffing Information Staffing View Only Person Data: Skills Worker Profile and Skills Get and Put Set Up: Skills and Experience Worker Profile and Skills Get and Put Manage: External Skills Worker Profile and Skills Note:Ensure that the domain security policies are activated for the security group. - Configure the business process policies of your security group and provide these permissions:
Table 2. Business process security policy permissions Operation Business Process Type Functional Area Initiate (Assign Roles Web Service) Assign Roles Organizations and Roles Initiate (Change Beneficiary Web Service) Change Beneficiary Benefits Initiate (Change Job Web Service) Change Job Staffing Initiate (Change Organization Assignments Web Service) Change Organization Assignments for Worker Organizations and Roles Initiate (Close Position Web Service) Close Position Staffing Initiate (Maintain Contact Information Web Service) Contact Change Contact Information Initiate (Contract Contingent Worker Web Service) Contract Contingent Worker Staffing Initiate (Create Position Web Service) Create Position Staffing Initiate (Add Dependent - Web Service) Dependent Event Benefits
Personal Data
Initiate (Edit Hiring Restrictions (Web Service)) Edit Hiring Restrictions Staffing Initiate (Edit Position (Web Service)) Edit Position Staffing Initiate (Edit Worker Additional Data (Web Service)) Edit Worker Additional Data Event Staffing Initiate (Hire Employee (Web Service)) Hire Staffing Initiate (Set Hiring Restrictions (Web Service)) Hiring Restrictions Staffing Initiate (Change Legal Name (Web Service)) Legal Name Change Contact Information Initiate (No Show (Web Service)) No Show Staffing Initiate (Change Personal Information (Web Service)) Personal Information Change Personal Data Initiate (Request Leave of Absence (Web Service)) Request Leave of Absence Time Off and Leave Initiate (Enter Time Off (Web Service)) Request Time Off Time Off and Leave Initiate (Terminate Employee (Web Service)) Termination Staffing Initiate (Create Job Requisition (Web Service)) Job Requisition Pre-Hire Process Initiate (Edit Job Requisition (Web Service)) Job Requisition Change Pre-Hire Process View All Complete Additional Evaluation for Performance Review Performance Enablement View All Complete Employee Plan for Performance Improvement Plan Performance Enablement View All Complete Manager Evaluation for Performance Review Performance Enablement View All Complete Manager Plan for Performance Improvement Plan Performance Enablement View All Complete Self Evaluation for Performance Review Performance Enablement View All Get Additional Manager Evaluation for Performance Review Performance Enablement View All Set Plan Content for Performance Improvement Plan Performance Enablement View All Set Review Content for Performance Review Performance Enablement View All Start Performance Improvement Plan Performance Enablement View All Start Performance Review Performance Enablement View All Talent Review Talent Pipeline View All Update Performance Review Ratings for Manager Evaluation Performance Enablement Approve Change Default Compensation Core Compensation Approve Change Job Staffing Approve Correct Time Off Time Off and Leave Approve Enter Time Time Tracking
Time Tracking Hub
Approve Job Requisition Pre-Hire Process Approve Propose Compensation Change Core Compensation Approve Request Compensation Change Core Compensation Approve Request Leave of Absence Time Off and Leave Approve Request Time Off Time Off and Leave Approve Requisition Compensation Core Compensation Approve Spend Authorization Expenses Approve Submit Resignation Staffing Approve Termination Staffing Approve Timesheet Event Core Payroll
Project Tracking
Note:Confirm that the business process security policies are activated for the security group.
- In Action, navigate to and provide these permissions:
Note:
If you have installed spoke v1, uninstall it and install the spoke v1.1.
Spoke dependencies
If you’re having trouble installing the app, confirm that these dependent plugins are installed:
- ServiceNow IntegrationHub Action Step - SOAP (com.glide.hub.action_step.soap)
- ServiceNow IntegrationHub Action Step - REST (com.glide.hub.action_step.rest)
- ServiceNow Flow Designer - Dynamic Inputs (com.glide.hub.dynamic_inputs)
- ServiceNow Flow Designer - Dynamic Outputs (com.glide.hub.dynamic_outputs)
- Complex Object (com.glide.cobject)
- System Import Data Source (glide.system_import_data_source)
Note:
Some of these plugins are licensable features and require appropriate licenses, if used outside the spoke implementation.
Spoke flows
The Workday HR spoke provides a sample flow, Verify User Sample Flow that demonstrates automating the Workday tasks. This flow calls the subflow with the same name to verify if the user who raised the request is a valid user in the Workday system. To customize a sample flow, copy it to a new application scope.
Spoke subflows
The Workday HR spoke provides sample subflows to demonstrate automating Workday HR tasks. To customize a sample subflow, copy it to a new application scope. Available sample subflows include:
| Subflow | Description |
|---|---|
| Verify User Subflow | Verifies if the user who raised request is a valid user in Workday system. |
| Get WID For Worker | Retrieves WID details of the employee using the Look up Worker Profile action. |
| Create User | Creates a user in the ServiceNow when the user is onboarded in the Workday system. To use this subflow, you should Set up webhooks for your Workday HR spoke. |
| Leave of absence | Retrieves the leave of absence details of an employee from Workday using the LeaveofAbsence Webhook. |
| Deactivate User | Deactivates an user in Workday using the Workday Deactivate User webhook. |
| Look up job Requisition | Retrieves all the existing job requisition information from Workday application into Job Requisition table. |
| Update Job Requisition | Retrieves the changes made to the existing job requisition in Workday using the UpdateJobRequisition webhook and stores the changes in the Job Requisition table. |
| Look up Using WQL Stream | Retrieves Workday HR data using a WQL (Workday Query Language) stream query. |
| Sample Sequences to Make a WQL Call | Constructs a Workday Query Language (WQL) query based on the specified inputs. |
Spoke actions that use Workday SOAP APIs
Workday itself organizes its APIs into two major categories: SOAP Public API and REST API. Thus, the Workday HR spoke also reflects the same. You can use the spoke by using one of these two APIs, but not necessarily both, depending on the spoke actions you must use.
The Workday HR spoke provides actions to automate Workday tasks when events occur in your ServiceNow instance. Available actions include:
Note:
The SOAP-based actions use the Workday SOAP web services and require you to perform the configurations mentioned in Configurations to use Workday SOAP Basic Auth with WS-Security.
| Actions that use the Workday SOAP APIs | ||
|---|---|---|
| Category | Action | Description |
| Default | Look up Skills | Retrieves the details of the skills from Workday. |
| Absence Management | Get Time off Balances By Employee ID | Retrieves details of the time off plan balance for the specified employee. |
| Look up Time Off Balance | Retrieves details of the time off balance, based on the provided filter criteria. | |
| Request Leave Of Absence | Creates a long leave absence request or updates an existing request. | |
| Request Time Off | Creates a short-term leave request. | |
| Approval Management | Approve Business Process | Approves the specified business process in Workday. |
| Reject Business Process | Rejects the specified business process in Workday. | |
| Benefits Administration | Add Dependent | Adds a dependent to the specified worker. |
| Change Beneficiaries | Updates beneficiary details of the specified worker. | |
| Cash Management | Update Direct Deposit Information | Updates details of the current payment elections. |
| Metadata Retrieval | Get Additional Workday Fields | Retrieves all additional fields for each action. |
| Get Custom Dynamic Input Fields | Retrieves all custom dynamic input fields. | |
| Get Custom Dynamic Output Fields | Retrieves all custom dynamic output fields. | |
| Get Object For Custom Dynamic Fields | Retrieves object for the specified custom dynamic field. | |
| Get Parent Object For Custom Dynamic Fields | Retrieves parent object for the specified custom dynamic field. | |
| Get Reference ID List | Retrieves values of the Reference ID, based on its reference type. | |
| Get References WID | Retrieves reference IDs for the specified reference type. | |
| Get Access Token | Retrieves the access tokens for authenticating SOAP-based actions using OAuth 2.0. | |
| Payroll Management | Get My Tax Withholding Information Canada By Employee ID | Retrieves all types of income withholding orders from Canada for the specified employee. |
| Get My Tax Withholding Information US By Employee ID | Retrieves all types of income withholding orders from US for the specified employee. | |
| Get Payroll Federal W4 Tax Elections By Employee ID | Retrieves federal W-4 tax election data for the specified employee. | |
| Get Payroll Payee FUTAs By Employee ID | Retrieves FUTA tax election data for the specified employee. | |
| Get Payroll USA And Local Tax Elections By Employee ID | Retrieves information about the tax elections for state and local tax authorities, for the specified employee. | |
| Look up Direct Deposit Information Details | Retrieves information about the specified payee, who belongs to an external pay group. | |
| Look up Payroll Federal W4 Tax Elections | Retrieves the federal W-4 tax election details for the required employees, based on the provided filter criteria. | |
| Look up Payroll Payee FUTAs Details | Retrieves the payroll payee FUTA details for the required employees, based on the provided filter criteria. | |
| Look up Payroll Results | Retrieves payroll results for the required employees, based on the provided filter criteria. | |
| Look up Payroll USA And Local Tax Elections | Retrieves details of worker tax elections for state and local tax authorities for the required employees, based on the provided filter criteria. | |
| Look up Tax Elections Ongoing Work Jurisdiction Details | Retrieves details of the ongoing work jurisdiction tax election for the required employees, based on the provided filter criteria. | |
| Look up Tax Withholding Information Details Canada | Retrieves all types of income withholding orders from Canada for the required employees, based on the provided filter criteria. | |
| Look up Tax Withholding Information Details US | Retrieves all types of income withholding orders from US for the required employees, based on the provided filter criteria. | |
| Resource Management | Change Legal Name | Changes or sets the legal name for the specified employee. |
| Change Personal Information | Changes the personal information of the specified employee. | |
| Get Employee Documents By Employee ID | Retrieves documents of the specified employee. | |
| Get My Compensation Details By Employee ID | Retrieves the compensation details of the specified employee. | |
| Get My Contact Details By Employee ID | Retrieves contact information of the specified employee, such as address, phone number, email address, and beneficiaries. | |
| Get My Org Structure By Employee ID | Retrieves details of the org structure for the specified employee. | |
| Get Total Benefit Enrollments By Employee ID | Retrieves details of the benefit enrollments for the specified employee. | |
| Get Total Rewards By Employee ID | Retrieves details of the total rewards for the specified employee. | |
| Look up Compensation Details | Retrieves compensation details for the required employees, based on filter criteria. | |
| Look up Contact Details | Retrieves contact details for the required employees, such as address, phone number, email address, and beneficiaries, based on filter criteria. | |
| Look up Employee Documents | Retrieves documents of the required employees, based on the filter criteria. | |
| Look up Holiday Calendars | Retrieves the details of the holiday calendars. | |
| Look up Job Profiles | Retrieves details of the job profile, based on the specified criteria. | |
| Look up Location Details | Retrieves location details, based on the specified criteria. | |
| Look up Organizations | Retrieves details of the organizations, based on the provided filter criteria. | |
| Look up Timesheet Details | Retrieves details of the timesheets, based on the provided filter criteria. | |
| Look up Total Benefit Enrollments | Retrieves details of the benefit enrollments, based on the provided filter criteria. | |
| Look up Total Rewards | Retrieves details of the employee rewards, based on the provided filter criteria. | |
| Look up Work Schedule Calendars | Retrieves details of the work schedule calendars. | |
| Look up Worker Job History Report | Retrieves the job history of a worker. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report,
see Workday configuration for worker job history report. |
|
| Look up Worker Profile | Retrieves details of the employee profiles, based on worker type. | |
| Look up Workers | Retrieves details such as, first name, last name, address, phone number, email address, instant messenger, worker position, and management chain, based on the provided filter criteria. | |
| Look up Workers Employment Data | Retrieves details such as, position, position organizations, position management chains, and worker status, based on the provided filter criteria. | |
| Update My Address | Updates employees details, such as address, phone number, email address, instant messenger, and web address. | |
| Look up Workers And Employment Info | Retrieves worker profile information from Workday. | |
| Look up Professional Profiles Stream | Retrieves professional workers profile information from Workday. | |
| Staffing | Change Organization | Assigns values for company, cost center, region, and so on that are configured for staffing usage to a filled position. |
| Change Roles | Changes roles of the specified employee. | |
| No Show | Rescinds the hiring process if a hired employee doesn't show on joining date. | |
| Offboard Employee | Offboards the specified employee. | |
| Hire Employee | Hires a user as an employee to the specified job. | |
| Set Hiring Restrictions | Creates hiring restrictions for a job management supervisory organization. | |
| Create Position | Creates or opens a position for a supervisory organization using the position management staffing model. | |
| Look up Positions | Retrieves position-related details based on the position ID from Workday. | |
| Edit Position | Edits a position that is already filled. | |
| Edit Hiring Restrictions | Edits the hiring restrictions for a job management supervisory organization. | |
| Change Job | Changes the job of an employee or a contingent worked. The types of changes include transfer, promotion, demotion, lateral moves, and any other change in the information on the job. | |
| Close Position | Closes a position. | |
| Contract Contingent Worker | Hires a user to a contingent position or job. | |
| Talent Management | Create External Skill | Creates a new external skill in Workday and associates it with the specified skill vendor. |
| Look up External Skills Mapping Stream | Retrieves the external skill mapping records from Workday for the specified skill vendor or mapping criteria. | |
| Look up User Skills Stream | Retrieves skill details for a specified employee from Workday, including associated skills and proficiency attributes. | |
| Manage External Skill Mapping | Manages external skill mapping records in Workday, including creating, updating, or removing skill associations. | |
| Update User Skill Proficiency | Updates the proficiency level of a specified user skill in Workday. | |
| Time Tracking | Update Reported Time Blocks | Updates details of reported time blocks. |
| Skill Management | Manage Employee Skills | Adds or removes skills associated with an employee. |
| Look up Employee Skills | Retrieves employees skills from Workday for the specified date range. | |
| Jobs Management | Create Job Requisition | Creates a job requisition in Workday. |
| Look up Candidates Stream | Retrieves the candidates information like candidate data, social media account data and others from Workday. | |
| Look up Compensation Grades Stream | Retrieves compensation details like the default minimum and maximum of the compensation pay range and others from Workday. | |
| Look up Job Postings Stream | Retrieves job post details like job posting title, job posting description, education data, certification data, and others from Workday. | |
| Look up Job Requisitions Stream | Retrieves job requisition details like recruiting start date, target hire date and others from Workday. | |
| Update Job Requisition | Updates the specified job requisition. | |
Spoke actions that use Workday REST APIs
Workday itself organizes its APIs into two major categories: SOAP Public API and REST API. Thus, the Workday HR spoke also reflects the same. You can use the spoke by using one of these two APIs, but not necessarily both, depending on the spoke actions you must use.
The Workday HR spoke provides actions to automate Workday tasks when events occur in your ServiceNow instance. Available actions include:
Note:
The REST-based actions use the Workday REST API and requires you to perform the configurations mentioned in Configurations to use Workday REST API.
| Actions that use the Workday REST APIs | ||
|---|---|---|
| Category | Action | Description |
| Absence Management | Look up Worker Time Off and Leave Of Absence Request | Retrieves the time off and leave of absence details of the worker using RaaS report. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Workday configuration for worker time-off and leave of absence request report. |
| Approval Management | Look up In-Progress Approval Requests | Retrieves the approval requests that are in progress from Workday for the specified date range. Important: Before executing this action, you must set up reports. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the required
reports, see:
|
| Custom Actions Note: To use these action, you must create a record in the Workday Custom Objects [x_snc_sn_workday_s_workday_custom_objects] table and provide these details:
|
Look up Object Custom Fields | Retrieves data relevant to the specified custom object. |
| Look up Custom Reports | Retrieves the custom reports. | |
| Update Object Custom Fields | Updates fields in the specified custom object. | |
| Payroll Management | Look up Payslip | Retrieves payslip details of the specified employee. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Workday configuration for payslip report. |
| Goals Management | Look up Employee Goals | Retrieves the employee goals from Workday. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Workday configuration for performance goals report. |
| Feedback Management | Look up Feedback Received | Retrieves the feedback requests from Workday. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Workday configuration for feedback received report. |
| Performance Management | Look up Employee Latest Performance Review | Pulls the latest performance review of the employee from Workday. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Configure the Employee Latest Performance Review report. |
| Look up Employee Performance Review Historical Data | Pulls the historical data on the employee performance review Workday. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Workday configuration for workers performance review historical data report. |
|
| Look up Succession Planning | Pulls the succession planning from Workday. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Configure Succession Planning Report. |
|
| Look up Succession Pool | Pulls the succession pool from Workday. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Configure Succession Pool report. |
|
| Skill Management | Look up Employee Skills | Retrieves employee skills from Workday for specified date range. Important: You must create report in Workday instance to use this action.
|
| Look up Skills | Retrieves skills from Workday. Important: You must create report in Workday instance to use this action. For more information, see Create report to extract skills and Workday configuration for skill details report. |
|
| Resource Management | Get My Reporting Structure | Retrieves details of the reporting structure for the specified employee. |
| Look up Holiday Calendars Of An Employee | Retrieves details of the holiday calendar for the specified employee. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Configure the holiday calendar report. |
|
| Look up Holiday Calendars Reference WID Of An Employee | Retrieves details of the holiday calendar WID for the specified employee. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Configure the holiday calendar report. |
|
| Look up Inbox Items | Retrieves inbox items from Workday for the specified date range. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Configure Look up inbox items report. |
|
| Look up Merit And Benefit Plan Details Of An Employee | Retrieves details of merit and benefit plan for the required employees, based on the provided filter criteria. | |
| Look up Schedule Calendars Reference WID Of An Employee | Retrieves work schedule calendars for the required employees. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Configure work schedule calendar report. |
|
| Look up Total Rewards using Report | Retrieves the total rewards for the specified report owner and report. Important: Before executing this action, you must set up a report. When you execute the action, it calls the report and the data is sent from Workday HR to your ServiceNow instance. To set up the report, see Configure Total Rewards Report. |
|
| Look Up Termination Details Action | Retrieves termination details for a specified employee from Workday. | |
| Metadata Retrieval | Look up Data Source | Retrieves details for the specified Workday data source. |
| Look up Data Source Field | Retrieves a specific field for the selected data source and includes the related business object information. | |
| Look up Data Source Fields Stream | Retrieves all fields for the specified data source, including their related business objects. | |
| Look up Data Source Filter | Retrieves details for a specific data source filter, including required and optional parameters. | |
| Look up Data Source Filters Stream | Retrieves all available filters for the specified Workday data source. | |
| Look up Data Sources Stream | Retrieves all available data sources from Workday. | |
| Attachment Management | Download Workday RAAS CSV | Downloads a specified Workday RAAS report in CSV format and attaches it to the selected data source. |
Available AI agents
Install Now Assist for Integration Hub and start using the available AI agents. For more information, see Now Assist for Integration Hub.
This spoke provides standalone AI agents that mimic human-like intelligence to perform tasks in your ServiceNow instance.
- In the ServiceNow agentic system, you can create an agentic workflow that comprises of a set of large language model (LLM) instructions along with one or more standalone AI agents to execute an
objective. See Create an agentic workflow for information about adding AI agents to create agentic workflows as per your requirement and provide the required trigger.
You can also search for other available AI agents and add them to your agentic workflow. See Find AI agents for more information.
- You can create a clone of the required spoke AI agent and customize it as per your requirement. See Duplicate an AI agent for more information about creating a clone.
- See Now Assist AI agents for information about AI agents.
| AI Agent | Description |
|---|---|
| Workday HR Feedback Management AI Agent | Manages feedback retrieval and review workflows within Workday. This AI agent enables users to access employee feedback, support performance discussions, and streamline HR decision-making through seamless integration with Workday. |
| Workday HR Approval Management AI Agent | Manages approval workflows and business process decisions within Workday. This AI agent enables users to approve or reject requests, track approval statuses, and optimise HR operations through direct Workday integration. |
| Workday HR Goals Management AI Agent | Manages employee goal tracking and review processes within Workday. This AI agent enables users to look up goals, monitor progress, and support HR conversations through efficient Workday integration. |
| Workday HR Performance Management AI Agent | Manages performance review and succession planning workflows within Workday. This AI agent enables users to retrieve reviews, analyse historical data, and access succession pools for informed HR decision-making. |
| Workday HR Absence Management AI Agent | Manages absence and leave workflows within Workday. This AI agent enables users to look up time off balances, process leave requests, and manage absence data for streamlined HR operations. |
| Workday HR Payroll Management AI Agent | Manages payroll and tax information workflows within Workday. This AI agent enables users to retrieve payslips, access tax details, and manage payroll data for efficient HR and payroll operations. |
| Workday HR Resource Management AI Agent | Manages employee data and organisational resource workflows within Workday. This AI agent enables users to retrieve employee information and manage organisational details for effective HR resource management. |
Available sample agentic workflows
Install Now Assist for Integration Hub and start using the available sample agentic workflows and AI agents. For more information, see Now Assist for Integration Hub.
In the ServiceNow agentic system, you can create an agentic workflow that comprises of a set of large language model (LLM) instructions along with one or more standalone AI agents to execute an objective. Use the available sample agentic workflow in AI Agent Studio so that AI agents can coordinate to solve complex problems. To modify the available sample agentic workflow as per your requirement, see Modify an agentic workflow.
| Sample agentic workflow | Description | AI agents used | Always ON by default? |
|---|---|---|---|
| Fetch Employee Profile, Rewards Details, and Latest Performance Review | Retrieves an employee’s profile information, rewards details, and latest performance review data from Workday. This workflow consolidates multiple reports and endpoints to provide a unified view of a worker’s employment, rewards history, and performance feedback. |
|
No Note: To activate the workflow, see Activate an agentic workflow template. |
| Fetch Employee Time Off and Holiday Calendar | Retrieves employee‑specific time‑off information along with the applicable holiday calendar. This workflow returns a summary of approved leave, pending time‑off entries, and holidays relevant to the employee’s assigned region or work schedule. |
|
No Note: To activate the workflow, see Activate an agentic workflow template. |
Spoke modules
The Workday HR spoke adds the Workday application to your instance and includes these modules:
Important:
The remote tables, View my Total rewards [sn_workday_hr_spke_st_get_payroll_results] and Get Payroll Results [sn_workday_hr_spke_st_view_my_total_rewards], store sensitive data. Hence, discretion is advised
before you give users the permission to view data stored in these tables.
| Module | Description |
|---|---|
| Connection Details | Contains information about the base URL of the Workday instance or tenant, and API version. |
| Custom Objects | To use the custom actions, create a record in the Custom Objects module and provide these details:
|
| Get My Holiday Calendar | Sample remote table that you should customise to retrieve details of the holiday calendar for the logged in employee. From the Get My Holiday Calendar remote table definition, the Get My Holiday Calendar action is called to retrieve the data. |
| Get Payroll Results | Sample remote table that you should customise to retrieve the payroll information. From the Get Payroll Results remote table definition, the Look up Payroll Results action is called to retrieve
the data. Important: This remote table stores sensitive data. Hence, discretion is advised before you give users the permission to view data stored in these tables. |
| RAAS Report Access Details | To use actions based on Workday Report as a Service API, create a record in the RAAS Report Access Details module and provide details of the ServiceNow user along with the Workday report owner name and Workday report name. Confirm that the user is entitled to access these reports. Create a record and fill in these values:
|
| Remote Table Configurations |
An entry of column and table name that consists of Workday employee ID of the logged-in user should be made into this table. For example, Employee Number column of the User Table. That is, Table Name is
sys_user and Field Name is employee_number.
Note: Confirm that you provide the internal name of the table and field. |
| View My Direct Deposit Information | Sample remote table that you should customize to retrieve the direct deposit information. From the View My Direct Deposit Information remote table definition, the Look up Direct Deposit Information Details action is called to retrieve the data. |
| View My Total Rewards | Sample remote table that you should customise to retrieve the total rewards for a logged in employee. From the View My Total Rewards remote table definition, the Look up Total Rewards action is
called to retrieve the data. Important: This remote table stores sensitive data. Hence, discretion is advised before you give users the permission to view data stored in these tables. |
| View Time Off Balance | Sample remote table that you should customize to retrieve the time off balance for a logged in employee. From the View Time Off Balance remote table definition, the Look up Time Off Balance action is called to retrieve the data. |
| Webhook Registry | Contains records of webhooks registries. Admin should create record here to Set up webhooks for your Workday HR spoke for the required Workday HR event. |
Connection and credential alias requirements
Integration Hub uses aliases to manage connection and credential information. Using an alias eliminates the need to configure multiple credentials and connection information profiles when using multiple environments. If the connection or credential information changes, you don't need to update any actions that use the connection. For more information, see Connections and Credentials.