HR to ERP
Workday to AllSolutions integration: Dutch workers as employees in AllSolutions, in the right company
With an integration between Workday and AllSolutions, every worker of the Dutch companies in Workday appears automatically as an employee in the right AllSolutions company, with department, job, manager and weekly hours. Changes go through on their effective date, and on departure the employee gets an end date in AllSolutions, so their hours and project history stay in place.
What the integration does
Organisations that manage workers in Workday and run hours, projects and finance in AllSolutions in the Netherlands enter new employees in AllSolutions by hand, often from a weekly Workday report. A transfer to another legal entity then only comes through after the month-end close, and hours sit in the wrong ledger for a month.
- HR completes a hire, transfer or termination in Workday for a Dutch company.
- KoppelHet fetches the changed workers and picks the AllSolutions company per Workday company.
- A new worker becomes an employee in that company, with start date, department, job, manager and hours.
- A change with a future effective date waits until that date and then goes through, with only the fields that differ.
- On a termination KoppelHet sets the end date, without deleting the employee.
What to watch for with Workday and AllSolutions
- AllSolutions logs an integration account into one default company. To write in a second entity, the account must switch through the login companies function, and that function must also be opened up for the REST API. KoppelHet switches to the matching company for each Workday company before writing.
- On a transfer to the other entity Workday often creates a new company assignment with an effective date. In AllSolutions these are two companies. KoppelHet sets an end date in the old company and creates the employee in the new company on the effective date, so hours up to that day stay with the right entity.
- Workday often records changes weeks ahead. AllSolutions shows the current state per employee. KoppelHet holds a change with a future effective date and passes it on that day, so a new department does not already apply to hours of the current month.
- When creating through the API AllSolutions runs the same checks as on screen, also for fields the customer has made mandatory. At the start KoppelHet records which mandatory fields the employee screen has, so a new worker from Workday does not get stuck on a field Workday does not know.
- An employee who still appears in hours or projects in AllSolutions cannot be deleted. A termination in Workday therefore always becomes an end date. If HR rescinds the termination, KoppelHet removes the end date, so the employee keeps their project history.
- AllSolutions applies the integration user's authorisation in full, as for a regular user. We have a separate user created that may only use the employee screen and company switching, without application management rights, as AllSolutions itself recommends.
- Besides employees Workday has contingent workers. Contractors who book on projects belong in AllSolutions too. KoppelHet only includes them when agreed, with their own employee type, so project accounting can keep them apart.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Does compensation from Workday go to AllSolutions?
No. Name, dates, organisation and hours are enough for time entry and projects. Finance manages hourly cost rates in AllSolutions.
What if a department from Workday does not exist in AllSolutions?
Then AllSolutions rejects the value with the same message as on screen, and KoppelHet does not create the employee halfway. After a line in the lookup table it goes through.
Do we need to set anything up in AllSolutions?
Yes. Application management opens the employee screen and company switching for the REST API and creates an integration user. AllSolutions recommends having a consultant review the setup before go-live.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday through a RaaS report on change date (Employee_ID, Company, Supervisory_Organization, Job_Profile, Manager, Scheduled_Weekly_Hours, Hire_Date, Termination_Date and effective dates), filtered on the Dutch companies. Integration System User with only the domains required.
- AllSolutions through the REST API - POST /api/v1/Login with a SHA1 signature of username, client ID and secret; a refresh token can be used once. Lists with GET and a cursor (50 per page by default, at most 500), new employees with POST per record, updates with PUT on the record ID with only the changed fields, company switching through MWZBDR. Which fields are open and what they are called is set by the customer with views and settings for the REST API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in AllSolutions | Notes |
|---|---|---|
Employee_ID | Personeelsnummer | Fixed key; the AllSolutions record ID is stored too |
Company | Inlogbedrijf | Fixed table per Dutch company |
Legal_Name / Preferred_Name | Naam | |
Werk-e-mail | E-mailadres | |
Supervisory_Organization | Afdeling | Through a lookup table |
Job_Profile | Functie | Through a lookup table |
Manager (Employee_ID) | Leidinggevende | Only if they are also in AllSolutions |
Scheduled_Weekly_Hours | Uren per week | |
Hire_Date en Termination_Date | Datum in dienst en datum uit dienst |
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