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 Account Manager for more details.
Go to Configuration > click Integrations > click View Integration in the Workday window to create a new integration or edit previously created integrations
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.
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.
Select if Send Welcome Emails and Auto User Deprovisioning is enabled.
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.
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.
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.