If you synch user data with Sana, you can then use the user metadata to automatically enroll the right user to the right content at the right time, pull out custom reports or set the right permissions on group of users based on your org structure.
Why should you sync your users in Workday with Sana?
Syncing your users in Workday with Sana offers several benefits:
Easy user management: Automatically update user profiles in both systems, saving time and reducing errors.
Accurate data: Keep user information up-to-date and consistent across both platforms.
Smooth onboarding and offboarding: Automatically enroll new employees in training and deactivate users who leave.
Better reporting: Combine data from both systems to create detailed reports.
Save time and costs: Automate repetitive tasks like user updates, freeing up time for more important work.
By syncing your users in Workday with Sana, you can make your HR and learning processes more efficient and effective. For a general guide on syncing your HR system with Sana, including Workday and other systems, check out Synching your HR system with Sana.
Now, let's walk through the steps to generate credentials in Workday for user provisioning in Sana:
💡 To follow the below steps you require administrative access on your organizations Workday account
Step 1: Create an Integration System User
In Workday, use the search bar to navigate to the Create Integration System User task, click on the option presented (see screenshot 'Step 1.1' below)
Create a new Username (in this example we'll use 'workday_user_provisioning' and Password, ensure you have a copy of this information somewhere as you need this later
Ensure the following fields are set as stated below:
'Require new password at Next Sign in' is unchecked
'Session Timeout Minutes' is set to '0'.
'Do Not Allow UI Sessions' is checked
Click OK to create the integration system user.
*Make a note of your Username and Password as it will be needed for the integration request.
Step 1.1
Step 1.2-1.4
Step 2: Create an Integration Security Group
Next, use the search bar to navigate to the Create Integration System User task.
For the Type of Tenanted Security Group drop down select Integration System Security Group (Unconstrained)
Create a name for this security group, for example, 'sanalabs demo_user_provisioning', make a note of this as you will need it in the next step and click OK.
In the Integration System User field select the name you created in step 1 ('workday_user_provisioning')
Click OK
Click Done
Step 2.2 - 2.3
Step 2.4 - 2.5
Step 3: Set Up Domain Security Policy Permissions
Use the search bar to navigate to the Security Group Membership and Access report.
In the Security Group field type and then select the Security group you created in step 2 ('sanalabs_demo_user_provisioning') and press OK.
Once the request has processed, hover over the 'sanalabs_demo_user_provisioning' group, click the 3 dot menu and select Maintain Domain Permissions for Security Group (see screenshot 'Step 3.3' below)
You'll be taken to a new page to apply Integration permissions - find the permissions on the drop down. Click OK once the permissions have been added.
Click here for integration permissions info
Click here for integration permissions info
In the Domain security policies permitting Get access field search 'worker' then check all of the listed permissions below
Permissions:
Worker Data: Workers
Worker Data: Onboarding
Worker Data: Qualified Workers
Worker Data: Worker ID
Worker Data: Job Family on Worker Profile
Working Data: Dependents
Worker Data: Calibration
Worker Data: Establishments
Worker Data: Beneficiaries
Worker Data: Benefits
Worker Data: Compensation
Worker Data: Mentoring
Worker Data: Reports
Worker Data: Connections
Worker Data: Staffing
Worker Data: Payroll
Worker Data: Interests
Worker Data: Gigs
Worker Data: Succession
Worker Data: Talent
Step 3.2
Step 3.3
Step 4: Activate the Security Policies
Use the search bar to navigate to the Activate Pending Security Policy Changes task
Enter a comment, for example, 'activated demo_course'
Click OK, then review the permissions
Check the Confirm check box and click OK
The next page will confirm activation
Step 4.2
Step 4.4
Step 5: Get the Instance URL
Use the search bar again to navigate to the Public Web Services report
The next page shows a list of reports, find Learning Public report, hover over the the report name and click the 3 dot menu button. Click on View WSDL (see screenshot 'Step 5.2' below)
At the bottom of the page, find the 'Address Location' under '<wsdl:service...' see the highlighted URL you need to copy (the URL below is only an example yours will look different - see screenshot 'Step 5.3' below)
<wsdl:service name="LearningService">
<wsdl:port name="Learning" binding»"wd-wsdl:LearningBinding">
<soapbind:address location "https://wd2-impl-serviceal.workday.com/cex/service/sanalabs_dpti/Learning/v42.0"/>
</wsdl:port>
*Copy this URL as it will be needed for the integration request.
Step 5.2
Step 5.3
Step 6: Share with Sana
After completing the above steps, you should have the following information:
The URL you copied in Step 5.3
The username and password of the integration system user you created in Step 1.2
Please provide this information to your Sana CSM to complete the integration process.
💡 Remember, the steps above are for a demo scenario. The names and settings you use may vary based on your organization's specific needs and policies. Always ensure you're following your organization's security guidelines when creating and managing users and permissions