HR to ITSM
Workday to Ivanti Neurons for ITSM integration: workers as employees and service requests on hire and termination
With an integration between Workday and Ivanti Neurons for ITSM, every worker from Workday becomes an employee in Ivanti, with department, location and manager, and a Hire or Termination in Workday automatically creates a service request from your Ivanti template. IT sees a new colleague as soon as the Hire in Workday is completed, even if the first working day is weeks away.
What the integration does
Organisations that have Workday as their HR source and Ivanti Neurons for ITSM for the service desk often create onboarding and offboarding requests by hand based on an email from HR. On the first working day Ivanti then does not yet know the new employee, and a departure only arrives if someone remembers it.
- KoppelHet reads Workday through a RaaS report with workers, including those with a future hire date.
- After a completed Hire KoppelHet creates the employee in Ivanti, with department, location and manager.
- KoppelHet then submits the onboarding request from the published template, in the new employee's name, with the hire date.
- On a Job Change KoppelHet updates the employee on the effective date and submits a change request if needed.
- On a Termination KoppelHet submits the offboarding request for the last day of work and then sets the employee to inactive.
What to watch for with Workday and Ivanti
- Workday has separate number ranges for employees and contingent workers, and both can have the same number. KoppelHet adds a prefix for contingent workers, so an external and a permanent employee with number 1042 remain two different employees in Ivanti.
- Ivanti only creates a service request for an existing employee, because the request asks for their RecID. A Hire in Workday is often ready weeks before the first working day; KoppelHet creates the employee straight away, so the onboarding request reaches IT in time.
- Workday organisations often work in several countries. Ivanti asks for the offset from UTC in minutes on every service request. KoppelHet passes it per request based on the worker's location, so a hire date in Singapore does not shift by a day.
- Ivanti returns at most one hundred records per query, and a larger request returns an error. For the first comparison of thousands of Workday workers with the employees in Ivanti, KoppelHet therefore works in blocks of one hundred.
- On a Termination Workday has both the end date and the last day of work. The offboarding request in Ivanti targets the last day of work, because laptop and badge must be returned then; the employee only becomes inactive after the end date.
- If a Hire in Workday is rescinded, the future worker drops out of the report. KoppelHet then adds a note to the open onboarding request in Ivanti and sets the employee to inactive, so no laptop is prepared for someone who is not coming.
- Ivanti's list of inbound connectors has no Workday connector. Ivanti's REST API key is static, belongs to one tenant and can be restricted by IP address; KoppelHet has it restricted to the address of the KoppelHet platform.
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
Does compensation data go to Ivanti?
No. The Workday report only contains the fields the service desk needs.
What do we need to set up in Ivanti?
Published templates for onboarding, change and offboarding, and a REST API key for an integration user with only rights on employees and service requests.
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 (JSON) with an Integration System User with read-only rights on worker, organisation and location data, including workers with a future hire date and filtered on entry moment.
- Ivanti through the OData REST API on /api/odata/businessobject/employees (POST to create, PATCH on the RecID to update, $top default 25 and at most 100). Service requests through POST /api/rest/ServiceRequest/new with subscriptionId (from /api/rest/Template/{RecID}/_All_), strUserId, strCustomerLocation, parameters par-{RecID} and localOffset in minutes; all fields in the example are required. Authorisation with a REST API key (rest_api_key=…) in a dedicated key group.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Ivanti | Notes |
|---|---|---|
Employee_ID of Contingent_Worker_ID | Personeelsnummer van de employee | With a prefix for contingent workers |
Legal name en preferred name | Voornaam en achternaam | |
Work email | E-mailadres | |
Supervisory organization | Afdeling (waarde uit de validatielijst) | |
Manager van de supervisory organization | Manager | |
Location | Locatie | |
Hire date en last day of work | Datums in het serviceverzoek |
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