---
sourceDocument: Xanadu IT Asset Management
sourceDocumentLink: https://www.servicenow.com/docs/r/xanadu/it-asset-management
Release :
- xanadu
ft:locale :
- en-US
ft:publication_title :
- Xanadu IT Asset Management
ft:clusterId :
- itam
bundleId :
- itam
workflow :
- Technology
---
# Integrating with Workday
# Integrating with Workday {#ariaid-title1}
* Release version: Xanadu
*
* Updated August 1, 2024
*
*  6 minutes to read
Integrating your Software Asset Management application with the Workday applications enables you to track your software subscriptions.
With this integration, you can track software subscriptions for the following Workday applications:
* Workday Human Capital Management
* Workday Financial Management
{#integrate-with-workday__ul_d5v_j15_ctb}
Important:
Minimize security risks and protect information by granting access only to the necessary user or API permissions.{#integrate-with-workday__table_box__entry__3}
| Process | Required user role in the Workday application | Authentication scopes |
|-|-|-|
| Download subscriptions | User having Worker Data: Public Worker Reports Domain Security Policy | None |
[Table 1. Minimal user permissions]
{#integrate-with-workday__box-title}
## Configure permissions in Workday {#ariaid-title2}
To set up the Workday integration successfully, perform this procedure in Workday.
### Before you begin
Role required: Users having roles such as Security Admin, Integration Admin, Integration Auditor, who can create Integration System Users and assign required security policies.
### Procedure
1. Register an Integration System User.
Note:
While filling out account information details, you must select the Do Not Allow UI Sessions check box.
2. Create a security group and assign it to the Integration System User.
1. In Action, navigate to Security GroupMaintain Domain Permissions for Security Group and provide the following permission:
{#req-config-workday__table_ow2_4wy_pxb__entry__3}
| Operation | Domain Security Policy | Functional Areas |
|-|-|-|
| Get Only | Worker Data: Current Staffing Information | Staffing |
| Get Only | Worker Data: Workers | Staffing |
[Table 2. Domain security policy permissions]
{#req-config-workday__table_ow2_4wy_pxb}
Note:
Confirm that the domain security policies are activated for the security group using the active pending security policy changes.
{#req-config-workday__substeps_fcw_3wy_pxb}
### Result
The new credentials for this Integration System User would be used to configure the connection in the ServiceNow instance.
## Create a Workday integration profile {#ariaid-title3}
Create a Workday integration profile to track software subscriptions and optimize licensing for your Workday applications.
### Before you begin
Role required: admin, sam_admin, sam_integrator
Install the latest Workday HR spoke. For more information about the latest version, see the Spoke version section in [Workday HR Spoke](https://www.servicenow.com/docs/access?context=workday-hr-spoke&version=xanadu&pubname=xanadu-integrate-applications&ft:locale=en-US).
### About this task
If you're using Software Asset Workspace, the option to create the Workday integration profile in Core UI is inactive.
### Procedure
1. Navigate to the integration profile.
| Interface | Action |
| Core UI | 1. Navigate to AllSoftware AssetSaaS LicenseDirect Integration Profiles. 2. Select New. 3. Select Workday Integration Profile. {#create-workday-integration__ol_ijd_bjk_qtb} |
| Software Asset Workspace | 1. Navigate to License operationsUser SubscriptionsDirect integration profiles. 2. Select New. 3. Select Workday from the drop-down list. 4. Select Continue. {#create-workday-integration__ol_wjd_bjk_qtb} |
|-|-|
{#create-workday-integration__choicetable_o3p_z3k_qtb}
2. On the form, fill in the fields.
{#create-workday-integration__table_qnq_djt_ysb__entry__2}
| Field | Description |
|-|-|
| Integration Profile ||
| Display name | Name of the integration profile. For example, Workday integration. |
| Status | Status of the integration profile. * If you haven't published the integration profile, this field is automatically set to Draft. * If you've already published the integration profile, this field is automatically set to Published. {#create-workday-integration__ul_b41_23b_2rb} |
| Profile type | Type of integration profile. This field is automatically set to Workday Subscription. |
| Connection Setup ||
| Connection Details | * If the connection details exist, this field is already populated. * If the connection details don't exist, you must create them. {#create-workday-integration__ul_dym_dvt_ysb} |
| SOAP Username | User name of the Integration system user created while [configuring permissions in Workday.](https://www.servicenow.com/docs/EA~sB594CNDMoBxZH1ENvw#req-config-workday "To set up the Workday integration successfully, perform this procedure in Workday.") Important: Include the tenant suffix in the username. For example, `username@`. |
| SOAP Password | Password of the Integration system user created while [configuring permissions in Workday](https://www.servicenow.com/docs/EA~sB594CNDMoBxZH1ENvw#req-config-workday "To set up the Workday integration successfully, perform this procedure in Workday."). |
| Download Subscription Subflow ||
| Subflow | This field is automatically set to Workday Download Subscriptions. |
[Table 3. Integration Profile form]
{#create-workday-integration__table_qnq_djt_ysb} {#create-workday-integration__step3}
{#create-workday-integration__step3}
3. If connection details don't exist, create the connection details.
| Interface | Action |
| Core UI | In the Connection Details field, select the search icon (![Search icon.]()). |
| Software Asset Workspace | Select the Connection details link. |
|-|-|
{#create-workday-integration__choicetable_l3y_pw1_stb}
1. Select New.
2. On the form, fill in the fields.
{#create-workday-integration__table_pv3_315_ysb__entry__2}
| Field | Description |
|-|-|
| Base URL | Workday SOAP API URL with the tenant name in the following format: https://<workday_host_url>/ccx/service/<workday_tenant_name>. |
| Version | The SOAP API version, for example, v33.2. |
| Webservice Type | Should be set to SOAP. |
[Table 4. Connection Details]
{#create-workday-integration__table_pv3_315_ysb}
3. Select Submit.
A record is created and added in the Connection Details field.
4. **Optional:** Review the connection details by selecting the new integration profile and selecting the lookup icon ![Lookup icon]() in the Connection details field.
{#create-workday-integration__substeps_jvr_gst_ysb} {#create-workday-integration__Step4}
{#create-workday-integration__Step4}
4. Create a SOAP user name and password when you don't have these credentials automatically populated.
Note:
Only an admin role can create or update the SOAP user name and password.
| Interface | Action |
| Core UI | 1. Navigate to AllSystem Web ServicesSOAP Security Policies. 2. Select All in the top menu bar. 3. Select WorkdayHR. {#create-workday-integration__ol_yy3_vw1_stb} |
| Software Asset Workspace | Select the SOAP username profile link. |
|-|-|
{#create-workday-integration__choicetable_rhj_5w1_stb}
1. On the Soap Security Policy form, select the lookup icon ![Lookup icon]() in the WS-Security Username Profile field.
2. Select New.
3. On the WS-Security Username Profiles (Outbound) form, fill in the name, user name, and password for the integration profile.
4. Select Submit.
{#create-workday-integration__substeps_a51_551_stb} {#create-workday-integration__step5}
{#create-workday-integration__step5}
5. Select Save.
6. Under the FSE worker calculation tab, activate the worker categories covered by your contract by setting the value of Active to true and entering the FSE percentage.
7. **Optional:** If worker categories are listed in your contract but not available in the FSE worker calculation tab, add a new worker category.
1. In the FSE worker calculation tab, select New.
2. On the form, fill in the fields.
{#create-workday-integration__table_kmd_4kg_btb__entry__2}
| Field | Description |
|-|-|
| Worker Category | The worker category listed in your contract. |
| FSE Percentage | The FSE percentage for the worker category that you added. Full Service Equivalent (FSE) is the method by which the subscriptions are calculated. |
| Integration profile | The Workday integration profile that you created. |
| Active | Option to make the worker category active. |
[Table 5. Workday FSE worker calculation]
{#create-workday-integration__table_kmd_4kg_btb}
3. Select Submit.
{#create-workday-integration__substeps_kj2_fb5_ysb}
8. Define the mapping of the newly created worker category.
1. Select the Worker category tab and select New.
2. On the form, fill in the fields:
{#create-workday-integration__table_os2_plj_ctb__entry__2}
| Field | Description |
|-|-|
| Worker Type | The type of worker, either Employee or Contingent. |
| Employee/Contingent worker type | The type of Employee or Contingent worker. |
| Time Type | Indicates whether the worker is full-time or part-time. |
| Worker Category | The worker category that you created. |
| Integration profile | The Workday integration profile that you created. |
| Active | Option to make the mapping active. |
[Table 6. Workday worker category]
{#create-workday-integration__table_os2_plj_ctb}
3. Select Submit.
{#create-workday-integration__substeps_vpf_llj_ctb}
9. Activate the list of modules that are defined in your contract.
1. Select the Modules tab.
2. Open the module record.
3. Set the Active field to True.
4. Select Save.
{#create-workday-integration__substeps_xgx_nhl_mtb}
10. Verify that there is at least one active record in all the tabs for your contract: FSE worker calculation, Worker category, and Modules, before publishing the connection.
11. Select Publish.
### What to do next
After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.
If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see [Create a child alias to set up multiple integration profiles](https://www.servicenow.com/docs/ank2kL8kWf4RhxBVQvFw5g "Create a child alias to set up multiple integration profiles with unique connections and manage different configurations for each integration profile.").
Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see [Review a software reclamation rule](https://www.servicenow.com/docs/nAflLzIGyHaK_OpPmTYTvw "Use reclamation rules to cancel user subscriptions that have limited to no activity.").
Create software entitlements for the automatically generated software models to track used software against owned software.
* For more information on creating software entitlements in the Software Asset Management Core UI, see [Create entitlements in Software Asset Management classic](https://www.servicenow.com/docs/MAohEZPg4SjZLPTVioRdog "Create entitlements in the Software Asset Management application classic to record your license details and allocate purchased software rights to users or devices.").
* For more information on creating software entitlements in the Software Asset Workspace, see [Create entitlements in workspace](https://www.servicenow.com/docs/Jh~FO6x8BChwOmSEDyY0kA "Create entitlements in the Software Asset Workspace to enter your license details and allocate purchased software rights to users or devices.").
* For more information on creating software entitlements using the Software Asset Management Playbook, see [Create entitlements using the guided walk-through](https://www.servicenow.com/docs/Tiy_LA~jOKwaLS2ioqEHRA "Use the guided walk-through playbook for a step-by-step process of creating entitlements.").
{#create-workday-integration__ul_cbz_vhr_sqb}
Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the [License Workbench](https://www.servicenow.com/docs/O_bB4w6fQREuwthkTeWiqg "Review reconciliation results in a simplified workbench view.") (Software Asset Management classic application) or the [License usage view](https://www.servicenow.com/docs/UZ6v3AA1wKSbw~zTb_Xy6w "Use the license usage view as a single plane to understand the license position of all software products, remediate non-compliance, view reconciliation results, view, or add removal candidates, and view Software Asset Management related reports.") (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.
* For more information on running reconciliation in the Software Asset Management classic application, see [Run software reconciliation](https://www.servicenow.com/docs/xJni40GL3ctIVn4LYUkVVQ "Reconciliation is run as a scheduled job (default is weekly), but you can also run reconciliation manually to reconcile software products in your environment on demand.").
* For more information on running reconciliation in the Software Asset Workspace, see [Run software reconciliation in the workspace](https://www.servicenow.com/docs/F4t9mIl3Z6yakXJGjLthTg "Reconciliation is run as a scheduled job (default is weekly), but you can also run reconciliation manually to reconcile software products in the Software Asset Workspace environment on-demand.").
{#create-workday-integration__ul_qgf_zhr_sqb}
*[\>]: and then