Training and certificates
Workday to Cornerstone integration: employees and organisational units from Workday, training results back
With an integration between Workday and Cornerstone OnDemand, workers from Workday appear in Cornerstone automatically, with manager, time zone and the right organisational units such as department, location, cost centre and position. Completed mandatory training goes back to Workday, so HR sees it on the worker and the manual user files disappear.
What the integration does
Organisations that run HR in Workday and mandatory learning such as safety and compliance in Cornerstone often load a user file from Workday into Cornerstone every week. After a reorganisation workers sit in their old department for weeks, and mandatory training goes to the wrong people.
- HR records a new worker or a change in the organisation in Workday.
- KoppelHet fetches the changes and puts new and changed organisational units and workers together in one job for Cornerstone.
- Cornerstone processes the job and assigns mandatory training based on department, location and position.
- KoppelHet reads the result per worker and shows rejected records with the reason in the KoppelHet platform.
- Completed mandatory training goes back to Workday; on departure the user becomes inactive in Cornerstone.
Back: Completed training and certifications with date
What to watch for with Workday and Cornerstone OnDemand
- Cornerstone can only attach a worker to an organisational unit that already exists. After a reorganisation in Workday KoppelHet puts the new departments and the moved workers in one job. Cornerstone resolves the order within such a job itself, so no worker bounces on a department that did not exist yet.
- Besides the department Workday has company, location, cost centre and job profile. Cornerstone has its own kind of organisational unit for each of them. Each Workday dimension thus gets a fixed place, and mandatory training can differ for example per location and per position.
- Cornerstone wants a manager for every new worker, and otherwise picks the integration's own user. In Workday a manager position can be vacant. KoppelHet then takes the next manager up in the organisation, so training approvals reach a real person.
- Cornerstone accepts time zones as a code or as a number, and a code such as PST can refer to more than one zone. KoppelHet translates the location in Workday to the time zone number, so deadlines for mandatory training in America and Europe fall on the right day.
- When Cornerstone loads workers through the integration, the old HR data load wizard in Cornerstone must be switched off permanently. The weekly file from Workday therefore stops on the day the integration goes live; two sources side by side is not possible.
- Cornerstone processes the job in the background and returns a result per record with warnings and errors, kept for 30 days. KoppelHet fetches that result straight away, so a rejected worker from Workday does not silently stay without an account.
- Fields Cornerstone marks as secure or as sensitive personal data cannot be loaded through this route. Only the data needed to assign training leaves Workday; date of birth or nationality stays in Workday.
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
Can new workers take training before their start date?
Yes, if you want that. KoppelHet can create the user an agreed number of days before the start date, so induction training is ready on day one.
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 a RaaS report on change date (workers, supervisory organisations, locations, cost centres, job profiles). Completed training goes to Workday through the Talent web service, as a certification or training on the worker.
- Cornerstone is written through the Bulk API (OAuth 2.0, asynchronous; a job with up to 20 imports for Employee and OUs such as Division, Location, Cost Center, Position and Legal Entity; JSON or CSV, at most 20 MB per payload, gzip possible). A job can have a callback URL; import results remain available for 30 days and can be downloaded five times. Custom OUs need a type_id from the specification endpoint. For Employee and OU loads the Data Load Wizard for HR must be switched off permanently.
- The Bulk API cannot read. Training results are read through the Reporting API (OData, on Cornerstone's Real-time Data Warehouse).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Cornerstone OnDemand | Notes |
|---|---|---|
Employee_ID | User ID | Primary key in Cornerstone |
Legal_Name / Preferred_Name | Voornaam en achternaam | |
Werk-e-mail | E-mail | |
Manager (Employee_ID) | Manager (User ID) | For a vacant manager position the next manager up |
Supervisory_Organization | Division-OU of custom OU | With the parent organisation as parent |
Location | Location-OU en tijdzone | |
Cost_Center | Cost Center-OU | |
Job_Profile | Position-OU | |
Company | Legal Entity-OU | |
Hire_Date / Termination_Date | Status actief of inactief |
Related
Ashby → Workday
Ashby to Workday integration: hires to Workday, with a check on outcome and phone number
Bullhorn → Workday
Bullhorn to Workday integration: a consultant's first placement as a hire in Workday
Carerix → Workday
Carerix to Workday integration: a placed candidate becomes a pre-hire and starts the hire
Greenhouse → Workday
Greenhouse to Workday integration: hires as pre-hires, interim staff and contractors included