Training and certificates
Workday to aNewSpring integration: learners and groups from Workday, completed courses back
With an integration between Workday and aNewSpring, every new employee in Workday automatically gets a learner in aNewSpring, in their department's group and with their manager as instructor. When they complete a course, it then appears as training on them in Workday by itself.
What the integration does
Organisations that use Workday as HR system and run internal training in aNewSpring often load learners into aNewSpring with an export. Anyone who changes department stays in the old group and with the old instructor, and completed courses are not in Workday, while HR reports on mandatory training there.
- KoppelHet reads new and changed workers from Workday.
- A new employee becomes a learner in aNewSpring with their Employee_ID as external ID, in the group of their supervisory organization.
- The manager becomes the instructor of their employees, so they see their progress.
- After a termination KoppelHet archives the learner; their results are kept.
- When the learner completes a course, aNewSpring sends a webhook and KoppelHet puts the training into Workday.
Back: Completed courses with date
What to watch for with Workday and aNewSpring
- aNewSpring has one call that creates a learner if they do not exist yet and updates them otherwise, based on the external ID. With the Workday number as external ID, KoppelHet can send every change without a prior lookup, and aNewSpring finds the learner again when the email address changes.
- Existing learners who were in aNewSpring before the integration have no external ID. At the start KoppelHet sets the Workday number on those learners once through their login email address, so their course history does not end up with a new account.
- Deleting in aNewSpring cannot be undone. On departure KoppelHet therefore archives the learner, so achieved certificates are kept for an audit. An archived learner cannot be created again; on a rehire in Workday KoppelHet removes the archive status.
- Groups in aNewSpring can have a parent group, just like supervisory organizations in Workday. KoppelHet builds the groups with the organization ID as external ID and moves a learner to the new group on a transfer.
- Linking an instructor to learners in aNewSpring replaces that instructor's whole list. KoppelHet therefore always sends the complete list of direct reports from Workday per manager, so an employee who moves to another manager disappears from the old one.
- aNewSpring sends a webhook on a completed course and retries up to ten times, with an interval of up to sixteen hours. KoppelHet checks the signature, answers straight away and then puts the training into Workday, so a slow Workday call does not cause duplicate messages.
- Workday has time zones per country, aNewSpring asks for a time zone group. aNewSpring itself converts Europe/Amsterdam into Europe/Berlin. KoppelHet therefore sends the group aNewSpring expects, so course start and end dates do not shift.
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 the integration also enrol employees in courses?
Not in the first version. Enrolment based on job or department can be added later as an extension; the aNewSpring API supports it.
Which courses come back to Workday?
A course counts as completed when the learner finishes the activity chosen as the completing activity in the template. Single activities stay in aNewSpring.
Can external learners stay in aNewSpring?
Yes. KoppelHet only manages learners with a Workday number as external ID and leaves customers or outside learners alone.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read with Get_Workers (Human_Resources) or a RaaS report on change date. Completed courses go back with Manage_Training (Talent) or, with Workday Learning, as an imported learning record through Put_Learning_Imported_Record.
- aNewSpring through the aNewSpring API with an API key. POST /addOrUpdateUser/{userID} (login, firstName, middleName, lastName, function, company, custom1 to custom5, locale, timeZoneGroup, active, archived), POST /initializeId/{login}/{userID} for existing learners, POST /addGroup/{groupID} (type Student, parent), /addGroupUsers and /deleteGroupUsers, POST /setTeacherStudents/{teacherID}. Webhook CourseCompleted (JSON or XML, X-WebHook-Signature with Base64 HMAC-SHA1), set up through aNewSpring support.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in aNewSpring | Notes |
|---|---|---|
Employee_ID | userID (extern ID) | |
Werk-e-mail | login | Unique; by default also the email address |
First name en last name | firstName en lastName | |
Business title | function | |
Company | company | |
Cost center en location | custom1 en custom2 | Freely chosen fields |
Preferred language | locale | nl, en_GB, fr, ... |
Supervisory_Organization | Groep (type Student) met parent | |
Manager | Begeleider (setTeacherStudents) | |
Termination_Date | archived = true | |
CourseCompleted (terug) | Training of geïmporteerd leerrecord in Workday |
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