Workday HCM Integration – NovoEd Help

Overview

NovoEd's Workday HCM integration enables clients to set up a connection between NovoEd and their Workday HCM system to sync user data from the HR system of record to NovoEd.

Features include:

Account Provisioning
The integration will provision a NovoEd account for any user within the HCM data that does not have one in NovoEd.
Data Synchronization
Any changed data will be updated in NovoEd, ensuring account metadata within our learning platform reflects the user data from Workday.

Permissions

NovoEd Org Admins or Course Managers can enable the integration

Prerequisites

The integration must first be enabled by NovoEd Support. Please contact NovoEd Support at hello@novoed.com and Cc: your Customer Success Manager.
In NovoEd, Org-Level User Profile Fields must be configured in your institution. These profile fields will be mapped to the fields being sent by Workday HCM. (Article: Org-Level User Profile)
- Fields should be configured as Short Text or Long Text
- Each field must be marked as Managed by CSV or Integration
- Individual fields can be marked as Hidden if they should not appear to learners in their profiles.

A custom report must be set up in your Workday HCM instance prior to enabling the integration in NovoEd. The custom report must be exposed as a JSON-formatted API. The Workday report must include first name, last name, email address, and external ID.
Example:

{
"Report_Entry": [
{
"lastName": "Tan",
"workdayUsername": "Lia",
"workEmail":"lia.tan@novoed.com",
"employeeID": "1234657",
"org": "Product Management",
"status": "Active",
"isManager": "0",
"jobTitle": "Product Manager",
"firstName": "Lia",
"region": "United States",
"group": "Engineering"
}, 
…

How to Map Org Profile Fields

Log into NovoEd as an Org Admin.
On the left-hand side, select the Admin Tools gear icon.
Select Advanced Settings from the Org Admin Tools menu.
In the HCM Integration section, refer to the statement, "If you want to download a template or upload a CSV click here." Click on the link.
Select Download to download the CSV template. (Your Org-Level User Profile fields will be listed in the file.)
Open the CSV and fill in the "Mapped Field" column with the matching field from the Workday HCM file that will be used for the integration. The listed Mapped Field must be an exact match to the custom Workday report (without quotation marks).
Save the CSV file.
In NovoEd > Org Admin Tools > Advanced Settings > HCM Integration, refer to the statement, "If you want to download a template or upload a CSV click here." Click on the link.
Upload your CSV file.

Example of field mapping

How to Enable the Workday HCM Integration

Log into NovoEd as an Org Admin.
On the left-hand side, select the Admin Tools gear icon.
Select Advanced Settings from the Org Admin Tools menu.
In the HCM Integration section, select the Configure button.
Enter the following:
1. Endpoint URL
2. Username
3. Password
Select Enable HCM Integration.

FAQs

Does the Workday HCM Integration include integration with Workday LMS?
No, this integration is only applicable to Workday HCM. Currently, the only integration option for Workday LMS is through an AICC integration. More information about the AICC integration is available here.
What is the frequency of the sync?
The sync occurs daily at approximately 6:30 pm Pacific. This start time cannot be customized.
Which fields are mandatory to be included in the custom Workday report?
The custom Workday report must include First Name, Last Name, Email Address, and External ID (if External ID is configured for SSO).
What if my NovoEd institution uses SSO?
If using SSO and an External ID is configured, the External ID sent through SSO must match the External ID sent in the custom Workday report.
What if the External ID attribute claim is named differently between my identity provider and Workday HCM?
The names of the SSO attribute claim and Workday HCM field used for the NovoEd External ID do not have to be the exact same name. However, the values being sent to NovoEd for each user must be the exact name values. In the Workday HCM field mapping CSV, make sure to list the Workday HCM field in Column C.

For example:
SSO Attribute: EmployeeID (Value: 1234567)
Workday HCM Field: globalID (Value: 1234567)
NovoEd External ID: 1234567 <-- The value must be consistent.
Are accounts only provisioned through NovoEd's Workday HCM integration?
No. Accounts can still be provisioned through SSO and enrollment by an admin in the NovoEd platform.
Do all of my NovoEd Org Profile fields need to be mapped with fields in the custom Workday report?
No. Unmapped fields will be skipped during the sync.
Do all of the fields in my custom Workday report need to be mapped to NovoEd Org Profile fields?
No. Unmapped fields will be skipped during the sync.
What happens when a new user is included in the custom Workday report?
A new NovoEd account will be created when there is no existing NovoEd account with a matching External ID (if configured for SSO) or email address (if an External ID is not configured for SSO).
What happens when a NovoEd Org Profile field is deleted?
If a NovoEd Org Profile field is deleted, then it will be skipped during the sync.
Why is there a profile field missing from my CSV template?
If there is a NovoEd Org-Level User Profile field missing from your CSV template, this indicates is not marked to be Managed by CSV or Integration. Visit the Org Admin Tools > Advanced Settings> Organization Profile section to configure the desired field as Managed by CSV or Integration. Then, download the CSV template again.
Can updated profile data for users be uploaded via CSV?
Updated profile data for mapped profile fields can temporarily be uploaded directly into the NovoEd platform. However, the daily sync will overwrite any uploaded information. The custom Workday report is the source of truth for mapped profile fields.

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