Workday Real Time Sync | Okta (2024)

Workday Real-Time Sync (RTS) allows Okta to receive user creation, update, and termination events from Workday on a real-time basis. User changes in Workday are reflected immediately in Okta and its downstream apps.

RTS is used to trigger an update from Workday to Okta in real-time. It should be used for changes where timeliness is critical such as immediate termination of a worker. A business process must be configured in Workday to send the trigger to Okta to start this process. Included in the RTS import are base attributes, non-future, and future effective dated custom attributes.

Okta strongly recommends that you use RTS with scheduled imports that are run on a 1–2 day interval. This is because some less-frequently used actions in Workday don't trigger RTS, so scheduled imports are required to reconcile these actions.

Prerequisites

Workday is set up as the Profile Source. For instructions, see Workday.

Features

Workday actions not supported by RTS:

  • Updates to the Second Email attribute don't trigger RTS.
  • Updates to the Manager Username attribute don't trigger RTS.

Some of the worker attributes, like the Manager Username, can't be populated in Okta as part of RTS. As a workaround, add the attribute to Workday field overrides.

The table displays what does and doesn't require an update in base attributes to trigger RTS:

Features

Requires base attribute update to trigger RTS(SAMPLE base attributes- firstName, lastName, email)

Create New user No
Update User Base Attribute No
Terminate User No
Update Users Custom Attribute Yes
Create New Group Yes
Update Group Name & Description Yes (Not recommended. See Manage Workday Provisioning Groups)
Update Any Group Settings Yes
Add New User To Group No
Update User Base Attribute in Group Yes
Remove User From Group Yes

These are all of the of base attributes:

Display Name

Variable Name

Type

User Name userName String
First Name firstName String
Last Name lastName String
Email email String
Second Email secondEmail String
Mobile Phone mobilePhone String
Employee ID employeeID String
Worker Type accountType String
Title businessTitle String
Manager ID managerId String
Manager Username managerUserName String
Street Address streetAddress String
City city String
State state String
Postal Code postalCode String
Country (ISO-3166) countryCode String
Supervisory Organization supervisoryOrd String
Business Unit businessUnit String
Work Phone workPhone

String

Location location String

RTS Deactivation

  • RTS follows the same deactivation rules when querying the user in real-time. See Deactivation.
  • Users can be deactivated immediately upon sync if the immediate deactivation reasoning has been set up. See Immediate Deactivation Reasons.
  • Group name change isn't recommended with RTS. See Manage Workday Provisioning Groups.

Configure RTS in Workday

  • Create an Integration System
  • Add Integration Attributes to the Integration System
  • Add Subscriptions to the Integration System
  • Associate the Integration User to the Integration System
  • Edit Business Process for adding the Integration System

Create an Integration System

  1. Sign in to Workday as an administrator.
  2. Type Create Integration System in the search box on the top-left corner of the page.
  3. Enter the following information:
  • System Name: Name desired for the integration system
  • Template: Select New using Template, then select Okta-Worker from the list.
  • Click OK.
  • Select Enable All Services and make sure that all checkboxes under the Enabled column are selected.
  • You may see the following error. You can ignore it because you finish the configuration in the next section.

  • After confirming the values, the Integration System page opens.
  • Add Integration Attributes to the Integration System

    1. Click Actions next to the Integration System, and then go to Integration SystemConfigure Integration Attributes:
    2. Click the plus (+) sign for the Okta API Endpoint and OktaAPI Token to add an entry for each attribute.

    OktaAPI Endpoint

    In the URL: https://<ENVIRONMENT>/api/v1/app/<Identity Provider ID>/activities/, use these elements:

    • Environment: For example, acme.okta.com, mycompany.okta.com
    • Identity Provider ID: From the View Setup Instructions link under the Sign On tab for the Workday app. Use the value generated for Issuer in the setup Instructions.

    To obtain the Okta API Token, follow these steps:

    You must use an account with super admin privileges to generate tokens.

    1. Create an Okta service account.
    2. Make the service account an Application Administrator of the Workday application.
    3. Sign in to Okta as this user.
    4. From the Admin Dashboard page, go to SecurityAPI.
    5. Click Create Token and then enter a relevant name for it.
    6. Copy the token and use it in the form.

    Add Subscriptions to the Integration System

    1. Click the ellipsis (three dots) next to the Integration System, then go to Integration SystemEdit Subscriptions.
    2. Under Subscribe to specific Transaction Types, select items according to the types of events that are required. (See Table 3 for specifications on the types of transactions.)

    3. Click the minus (–) sign below External Endpoints to remove the configuration for External Endpoint.

    4. Click Add Launch Integration, and then add the values shown in Table 1:

    5. You may see the following alert. You can ignore it as it will be fixed in the next section.

    Table 1:

    Field

    Value Types

    Value

    Workers Determine Value at Runtime Transaction Targets
    As of Entry Moment Determine Value at Runtime Transaction Entry Moment
    Effective Data Determine Value at Runtime Transaction Entry Moment

    If you receive an error, try inputting Transaction Targets as Workers instead of Transaction Targets.

    Associate the Integration User to the Integration System

    This Integration System User should be created as described in Create an Integration System User in Workday.

    1. Click the ellipsis (three dots) next to the Integration System, then edit the Workday account.

    2. Select the Integration System User under Workday Account and add it. This associates the Integration User to the System and completes the setup of the Integration System.

    Edit Business Process for adding the Integration System

    1. We use Hire in this example. For the appropriate business process type, see Table 3 .
    2. Enter bp: hire in the Workday search field.
    3. Select Hire for tenant. For example: Hire for Acme Inc. Don't select the default business process.
    4. Go to Edit Definition.
    5. Add a new step, which will be invoked after the hire process is complete. Find the letter in the Order column matching the Yes in the Complete column. (In this example it's set to a).

    6. Click the plus sign (+) to add a step.

    7. Set the Order value to b. You need the Business Process to invoke real time sync after the completion step, which is set to a.

    8. Select the type as Integration, then click OK to save. You return to the Business Process landing page.

    9. You may see the following error. You can ignore it because it will be fixed in the next section.

    10. The Configure Integration System button appears. Click this to start the configuration process.

    11. Select the Integration System that was previously created, then click OK.

    12. Add the values as shown in Table 1:

    Table 2

    Field

    Value Types

    Value

    Workers Determine Value at Runtime Worker
    As of Entry Moment Determine Value at Runtime Date and Time Completed
    Effective Date Determine Value at Runtime Effective Date

    This completes the steps for adding the Integration System event to the Business Process.For the sync between Workday and Okta, see Table 3 for the optimal combination of Business Process and Transaction Type.

    Table 3

    No.

    Type

    Name

    Event

    1 Business Process Hire New hire
    2 Business Process Termination Termination
    3 Business Process Job Change Job, Supervisory org. Manager
    4 Business Process Title Job Title Change
    5 Transaction Type Account Provisioning - Event Lite Type Workday ID change
    6 Transaction Type Contact Change - Contact Information Phone number, email change
    7 Transaction Type Edit Workday Account - Edit Workday Account Username, Employee ID change
    8 Transaction Type Legal Name Change - Legal Name Change Event Name change
    9 Transaction Type Person Address Change - Event Lite Type Address change (Work Address)

    Maintain termination categories in Workday

    There are two ways to edit or view the categories for termination:

    • Search for maintain termination categories in the search box and select termination for results.
    • Termination IDs through the integration IDs report: search for integration IDs and then select the appropriate values.

    Pre-hire interval set?

    Immediate deactivation reason matches?

    Use last day of work?

    Outcome

    No

    No

    No

    Worker is deactivated after theirtermination date

    No

    No

    Yes

    Worker is deactivated after theirlast day of work

    No

    Yes

    No

    Worker is deactivated 1 day before their termination date

    No

    Yes

    Yes

    Worker is deactivated 1 day before their termination date

    Yes

    No

    No

    Worker is deactivated after theirtermination date

    Yes

    No

    Yes

    Worker is deactivated after theirlast day of work

    Yes

    Yes

    No

    Worker is deactivated after theirtermination date

    Yes

    Yes

    Yes

    Worker is deactivated after theirlast day of work

    Workday Real Time Sync | Okta (2024)

    FAQs

    Workday Real Time Sync | Okta? ›

    Workday

    Workday
    Workday was founded by David Duffield, founder and former CEO of ERP company PeopleSoft, along with former PeopleSoft chief strategist Aneel Bhusri, following Oracle's acquisition of PeopleSoft in 2005. Workday, Inc. Pleasanton, California, U.S. Financials as of January 31, 2024.
    https://en.wikipedia.org › wiki › Workday,_Inc
    Real-Time Sync (RTS) allows Okta
    Okta
    Okta is a secure identity cloud that links all your apps, logins and devices into a unified digital fabric. With Okta, you're up and running on day one, with every app and program you use to work, instantly available. Whether you're at your desktop or on the go, Okta seamlessly connects you to everything you need.
    https://www.okta.com › intro-to-okta
    to receive user creation, update, and termination events from Workday on a real-time basis
    . User changes in Workday are reflected immediately in Okta and its downstream apps. RTS is used to trigger an update from Workday to Okta in real-time.

    Does Workday use Okta? ›

    Updates and terminations made in Workday are reflected in Okta and downstream apps. This arrangement enables Workday to manage employee and contractor access to apps.

    Does Workday support SCIM? ›

    The source of record for all supported SCIM attributes can be configured to be either Workday or the User Store.

    How do you override integration field in Workday? ›

    Go to Integration System > Configure Integration Field Overrides. Select the calculated or custom field and map the correct value to it in Override External Field. Select OK. Select Done.

    What is the pre start interval? ›

    Pre-Start Interval Details

    The interval shows how many days before a Workday user's Worker/Employee Date Okta evaluates the user for early import. If the feature is enabled, Okta evaluates the Workday PreHire Date. If it falls within the set interval, Okta imports the user.

    What API does Workday use? ›

    Workday SOAP API retrieves the data within the Workday environment such as finance, employee data and other key reports. Workday SOAP API is developed on SOAP protocol for the exchange of structured data between the workday systems.

    Is Workday based on Oracle? ›

    Workday is a cloud-based software program for human resources (HR) designed to simplify workforce management. You may use its products to handle payroll, scheduling, employee onboarding, time tracking, learning, talent management, and performance evaluations.

    Which cloud does Workday use? ›

    Already, we offer customers the option to run our Workday Financial Management and Workday Human Capital Management (HCM) applications on AWS in the U.S., Canada, Singapore, Germany, and Australia. Additionally, Workday Financial Management and Workday HCM are available on Google Cloud in selected markets.

    What technology is Workday built on? ›

    Workday is built with a true cloud architecture that allows us to scale and deliver innovation to everybody at once. Intelligent data core. Our intelligent data core combines external data with Workday data to help organizations of all sizes gain real-time insights and be decision-ready.

    Does Workday use scorm? ›

    With Workday Learning, everyone is a learner and a teacher. Employees can create, upload, and share videos and other content. Legacy e-learning content such as SCORM or AICC is also accessible.

    How many Workday integrations are there? ›

    We provide what you need to build, test, run, manage, and monitor the entire integration lifecycle. More than 600 prebuilt integrations ready for use. Connect directly with Workday Web Services and REST-based APIs. Complete integration platform with runtime and tooling.

    How many types of integration are there in Workday? ›

    In Workday, there are three types of integrations – Cloud Connect, Enterprise Interface Builder and Workday Studio. Each with its own benefits and limitations.

    What is Workday integration tool? ›

    The Workday Integration Cloud Platform is a proven, enterprise-class Integration Platform-as–a-Service (iPaaS) that enables customers and partners to build integrations to and from Workday and deploy and manage them in the Workday Cloud. • Enable business users to build, launch, monitor, and manage.

    How long is 1 interval? ›

    The interval can be 1 or more minutes or hours, 1 day, 1 week, or 1 month. The interval must be a positive number greater than zero. If specifying minutes, 60 must be evenly divisible by the specified number of minutes. For example, 5 minutes is valid, but 7 minutes is not.

    What are intervals of 4? ›

    The number in an interval indicates the number of notes the interval contains. For example, the interval between a C and an F is a 4th. The quality or sound of the interval is indicated by words like “major,” “perfect,” and “diminished.” 2nds, 3rds, 6ths, and 7ths can be major, minor, augmented, or diminished.

    What authenticator does Workday use? ›

    What authenticator does Workday use? Workday uses two-factor authentication (2FA) to enhance the security of your account. For 2FA, Workday supports the use of the Authenticator App by 2Stable, among other options.

    What companies uses Okta? ›

    Companies using Okta Identity Cloud for Identity and Access Management (IAM) include: Mitsubishi Heavy Industries, a Japan based Manufacturing organisation with 77991 employees and revenues of $3860.28 billion, Apple, a United States based Retail organisation with 161000 employees and revenues of $383.29 billion, CVS ...

    What technologies are used in Workday? ›

    Embedded AI and ML. Workday delivers true business adaptability using AI and ML, natively leveraging these technologies in workflows, analytics, and user experience.

    Is Microsoft using Okta? ›

    Office 365 continues to be the most popular application deployed using Okta for identity.

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