Tovuti is designed to make online learning simple and accessible. The native Workday integration allows Tovuti Administrators to programmatically import and provision new users.
Workday is an enterprise HR application for managing payroll, spend management, employee analytics and more.
The Workday Integration requires a premium subscription. Please contact your Customer Success Manager for more details.
This article covers the following tabs to configure the Workday Integration:
Go to Configuration > click Integrations > click View Integration in the Workday window to create a new integration or edit previously created integrations.
Setup
In the Setup tab, click Connect.
In the modal, provide the Workday Custom Report URL, Report Access Username, and Report Access Password. Click Connect.
The Workday Custom Report URL is accessible through Custom Reports in the Workday Portal.
If User Filters are utilized, it is recommended to configure the conditions in this tab before completing the Import step in the Setup tab.
Settings
In the Settings tab, select the profile field from the Workday account that will correspond to a User’s Email Field, First Name Field, and Last Name Field. These three fields are required to create a Tovuti account for Users.
When Workday users are synced to Tovuti, the Tovuti username is created based on the user’s email. Any restricted characters (such as apostrophes or accented characters) are removed from the generated username. Ex: user’tést@gmail.com becomes the username “usertst@gmail.com”
Select if Send Welcome Emails and Auto User Deprovisioning is enabled.
User Filter
In the User Filter tab, select which Users are imported from Workday into Tovuti. Set the Enable User Filter toggle to No to import all Workday users.
For the Conditions Must All Be Met toggle, set Yes to require that all the listed conditions be met for the User to be imported. Toggle No to set that only one of the conditions must be met for the User to be imported.
Click the green “+” icon (1) to add a condition. Select a Workday field in the HR Field column (2). Options only populate this column if the Connect step has been completed in the Setup tab.
Select a Condition (3) and a Field Value (4). Field Values do not auto-populate, therefore, it is recommended to double-check values to ensure an exact match.
In the image above, because Conditions Must All Be Met is set to No, Users that are Accountants or Training Managers are imported to Tovuti.
User Group Mapping
In the User Group Mapping tab, set up how Users are placed into Tovuti User Groups based on Workday HR Field values.
Click the green “+” icon (1) to add a User Group map. Select an HR Field (2) and the Field Values (3) that trigger the User Groups (4).
Multiple Field Values are listed on different lines. Use an asterisk to signify a “wildcard” character, which may be zero or any number of any characters.
In the image above, all users with the exact job title of “Social Media Marketer” or whose job title begins with “Training” are added to both the Education and Marketing Department User Groups.
Custom Field Mapping
In the Custom Field Mapping tab, define how Users are assigned Tovuti profile fields based on Workday HR field values.
Toggle Enable Field Mapping to import profile fields from Workday. If set to No, only first name and last name fields are mapped and assigned to Tovuti Users.
Toggle Define Field Mapping to customize profile field mapping. If set to No, all available fields from Workday are created in Tovuti.
Click the green “+” icon (1) to add a Custom Field map. Select an HR Field (2) and the Tovuti Profile Field (3). In the example above, the Job Title field in Workday will be mapped to the Business Name field in Tovuti.
Click Save.
Use Cases
The following are possible general use cases for utilizing this feature:
Automating user provisioning at scale
An HR operations team wants to automatically sync employees from Workday into Tovuti without manual CSV uploads or IT support every time a new hire starts.
This feature is useful because:
Workday's custom reports can auto-feed new user data into Tovuti
Email, first name, and last name fields are all mapped for immediate account creation
Admins can choose to trigger welcome emails and deprovision users automatically
Example Use Case
When a new employee is added in Workday, their record is included in a custom report. The Tovuti integration pulls this data nightly, auto-generates a user account, assigns the appropriate User Group, and sends a welcome email — no manual import required.
Segmenting user access by role or department
An L&D manager wants to ensure that users are automatically assigned to the correct Tovuti User Groups based on their job title or department from Workday.
This feature is useful because:
User Group Mapping rules can assign users to multiple groups based on Workday fields
Field values can be partial matches using wildcards (e.g., “Training*”)
Helps target the right content without extra admin work
Example Use Case
Employees whose job title begins with “Training” or includes “Social Media Marketer” are automatically added to both the “Education” and “Marketing Department” User Groups. These groups control what onboarding tracks and course content each user can access.
Controlling who gets synced with conditional filters
An Admin wants to avoid importing contractors or certain roles into Tovuti while still automating the import process for all full-time employees and managers.
This feature is useful because:
The User Filter tab supports granular logic using multiple Workday fields
Admins can require all or just some conditions to be met for a user to be included
Reduces clutter and licensing waste by importing only the right audience
Example Use Case
The Admin configures filters so only users with a job title of “Manager” or “Trainer” are imported from Workday. Contract roles like “Freelancer” or “Consultant” are excluded. This keeps the LMS license count efficient while ensuring leaders and trainers have full platform access.