HR to ITSM
Workday to EasyVista integration: employees in EV Service Manager and a catalogue request for joiners and leavers
With an integration between Workday and EasyVista, every worker from Workday is an employee in EV Service Manager, with employee number, department, location and manager, and KoppelHet creates a ticket from the right catalogue entry for every Hire or Termination. The ticket is in the name of the new colleague or leaver and finds that employee through the employee number, not the name.
What the integration does
Organisations with Workday as HR system and EasyVista as service desk often load employees into EV Service Manager with a periodic file. Between two loads new colleagues are missing, and an onboarding ticket cannot be put in their name, because EasyVista does not know the requester yet.
- HR completes a Hire in Workday.
- KoppelHet checks whether department and location exist in EasyVista and creates them if needed.
- The new colleague is added as an employee in EasyVista, with the Workday number as identification.
- The onboarding catalogue entry produces a ticket, with the new colleague as recipient and the manager as requestor.
- On a Termination an offboarding ticket follows and the employee gets their end date in EasyVista.
What to watch for with Workday and EasyVista
- When creating an employee EasyVista accepts the fields of the AM_EMPLOYEE table, but location_code, location_path, department_code and department_path are reserved. KoppelHet therefore first looks up the ID of the department and location and writes that on the employee.
- Since version 2025.2 the EasyVista API can also create departments and locations. If your environment runs that version, KoppelHet creates a new Workday organisation directly; on an older version the administrator gets a notification.
- A ticket looks up requestor and recipient first by employee number, then by email and only then by name. KoppelHet always passes the Workday number, so two colleagues with the same name are not mixed up.
- If the requestor or recipient does not exist, or is outside the API user's domains, EasyVista rejects the ticket. KoppelHet therefore creates the employee first, and the API user gets the domains of all countries Workday delivers.
- According to EasyVista every API call takes up an EV Service Manager user licence. KoppelHet therefore only sends workers that changed in Workday, not a full list on every run.
- Custom fields in EasyVista start with e_. KoppelHet records in them whether someone is an employee or a contingent worker, so the catalogue can offer a shorter kit to contingent workers.
- EasyVista returns results in the language and time zone of the API account. Workday dates such as the start date are calendar days; KoppelHet sets the account to the service desk's time zone, so a start date does not shift by a day.
This integration is also part of joiner, mover, leaver.
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 we use a different onboarding kit per country?
Yes. KoppelHet picks the catalogue entry based on the country or company in Workday.
What happens to a leaver in EasyVista?
They get an offboarding ticket and an end date. How EasyVista handles the employee after that follows your own configuration.
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 with an Integration System User with read-only rights on worker, organisation and location data, filtered on change moment.
- EV Service Manager through the REST API at https://{server}/api/v1/{account}/. Employees with POST /employees and PUT /employees/{employee_id} (fields from AM_EMPLOYEE, custom fields with e_). Departments and locations through /departments and /locations (create from 2025.2). Tickets with POST /requests with catalog_guid, requestor_identification and recipient_identification; 406 if the person does not exist or is outside the REST user's domains.
- Authentication preferably with an access token from Administration > Access Management, for a dedicated user with a REST API profile that determines the routes and methods. Default timeout per call 60 seconds.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in EasyVista | Notes |
|---|---|---|
Employee_ID | identification | First lookup key for requestor and recipient of a ticket |
Legal_Name | last_name | |
Werk-e-mail | e_mail en login | |
Supervisory_Organization | department_id | Not department_code; that field is reserved |
Location | location_id | Not location_code or location_path |
Hire_Date | begin_of_contract | |
Worker_Type | Eigen veld met voorvoegsel e_ | |
Hire of Termination | Ticket via catalog_guid | A separate catalogue entry per country is possible |
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