HR to ERP
Workday to Unit4 integration: Workday workers as employees in Unit4 ERP, on the effective date
With an integration between Workday and Unit4 ERP, every completed hire in Workday becomes an employee in the right Unit4 company, with organisation and cost centre as relations from the Workday effective date. A termination in Workday terminates the employee in Unit4, and retroactive changes land on the right date.
What the integration does
Organisations that manage workers in Workday and run finance and projects in Unit4 ERP create new employees in Unit4 from a periodic list from Workday. A reorganisation effective on the first of the month is ready in Workday weeks in advance, but only reaches Unit4 when someone remembers.
- HR completes a hire, organisation change or termination in Workday.
- KoppelHet fetches the workers changed since the previous run, only for the companies that use Unit4.
- A new worker becomes an employee in the Unit4 company that belongs to their Workday company, after a check without saving.
- Organisation and cost centre go to Unit4 as relations with the Workday effective date, also when it lies in the future or the past.
- After a completed termination in Workday KoppelHet terminates the employee in Unit4 on the end date.
What to watch for with Workday and Unit4 ERP
- Workday records organisation changes with an effective date, often weeks ahead. Unit4 also keeps an employee's relations with a start and end date. KoppelHet puts a change into Unit4 straight away with that date, so the reorganisation on the first of the month takes effect by itself.
- If a hire in Workday is corrected to a later start date, Unit4 does not let the start date of the employment be set later. KoppelHet removes the employment and puts it back with the corrected date.
- A Workday tenant often contains companies in many countries, while only some post in Unit4. KoppelHet only reads the companies that exist in Unit4, and sends per Unit4 company, because Unit4 does not accept employees from different companies in one call.
- The Workday ID is the key in Unit4, with Unit4's automatic numbering switched off. When a former employee returns with the same Workday ID, they get a new employment on their existing employee in Unit4 instead of a second record.
- A hire has already been approved in Workday through its own business process. If Unit4 also has an approval workflow on new employees, someone approves the same thing twice. At the start we agree whether that step remains in Unit4 for employees from Workday.
- Besides employees, Workday has contingent workers. Whether contractors must be in Unit4 depends on time entry on projects. KoppelHet only includes them when agreed, with their own personnel type in Unit4.
- A termination in Workday becomes a termination of the employee in Unit4, not a deletion. If HR rescinds the termination in Workday, KoppelHet reopens the employment in Unit4, so project postings stay on the same employee.
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 Unit4 also be the source for cost centres in Workday?
That can be added later as an extension. In the first version only employees and their relations go from Workday to Unit4.
Does compensation from Workday go to Unit4?
No. Unit4 does not need salary for time entry and projects, and finance manages hourly cost rates in Unit4.
How quickly is a new employee in Unit4?
At the first run after the hire is completed in Workday, well before the start date. The employee can then book hours 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 through a RaaS report on change date (workers with company, supervisory organisation, cost centre and effective dates), and if needed Get_Workers with the transaction log from Human Resources. An Integration System User with only the domains required.
- Unit4 ERPx through the Employees API - POST /v1/employees/validate, POST /v1/employees/batch (at most 200 per call, one companyId), PATCH /v1/employees/batch with AddOrReplaceById and RemoveById on relatedValues and employments, DELETE /v1/employees/{personId} for termination. With an active workflow Unit4 answers with 202. Client ID and client secret.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Unit4 ERP | Notes |
|---|---|---|
Employee_ID | personId | Fixed key; automatic numbering in Unit4 off |
Company | companyId | Fixed table per Workday company |
Legal_Name / Preferred_Name | nameInformation.firstName, surname, aliasName | |
Werk-e-mail | contactPoints (e-mail) | |
Hire_Date, Termination_Date | employments (startDate, endDate) | |
Supervisory_Organization (met ingangsdatum) | relatedValues (organisatie, dateFrom, dateTo) | |
Cost_Center (met ingangsdatum) | relatedValues (kostenplaats, dateFrom, dateTo) | Which relationId differs per Unit4 setup |
Worker_Type (Employee of Contingent_Worker) | personnelType | Only if contractors must be in Unit4 |
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