X4HR to ITSM
Workday to Xurrent integration: people, organisations and onboarding requests in Xurrent (4me)
With an integration between Workday and Xurrent (formerly 4me), all workers from Workday are people in the Xurrent directory, with organisation, site, job title and manager, and KoppelHet creates a request from your Xurrent template for every Hire, Change Job or Termination. The request is in the employee's name, reaches the right team and has the start date or last working day as its desired date, in the site's time zone.
What the integration does
Organisations that manage workers in Workday and use Xurrent for IT, facility and HR services often get people from a nightly Active Directory import, without organisation or manager. An onboarding request is created by hand once someone emails the service desk, and the desired date is often in the head office's time zone.
- KoppelHet reads a Workday report with the workers and organisations changed since the previous run, including future hires.
- Companies, supervisory organisations and locations go to Xurrent first, as business units, organisations and sites.
- The people follow in the directory, with their organisation, site and manager.
- When the start date falls within the agreed lead time, KoppelHet creates the onboarding request from the template, for the team the template names.
- A Change Job results in a change request; a Termination in an offboarding request for the last working day.
- After the end date and once the offboarding request is completed, the person is disabled in Xurrent. Requests and history stay linked to the person.
What to watch for with Workday and Xurrent (4me)
- Xurrent recognises a person by the work email, and that address is also the login name. On a name change or a new domain that address changes. KoppelHet therefore records the Workday employee number as the source key, so the same person is updated and no second one appears.
- Only an API user with the Account Administrator role may set or change the source key in Xurrent. The integration user gets that role in the directory account, plus only the roles needed to create requests.
- A group with separate support domains for IT, facilities and HR only needs to deliver people once. KoppelHet writes them into the directory account; the support domains see them through their trust relationship, and each request goes to the template's domain.
- Each Workday company becomes a business unit in Xurrent with its own region. Child organisations take over that region automatically, so reports and service agreements per country are right without giving each department its own region.
- Workday locations become sites with a time zone. The desired date of an onboarding request for Singapore is therefore set on the first working day in Singapore, not on that day in Amsterdam.
- Xurrent asks for every request who submits it and who it is for. KoppelHet sets the new employee as the recipient and the Workday manager as the submitter, so questions from the service desk reach the manager and not a technical account.
- A disabled person may no longer be linked to new records in Xurrent. KoppelHet therefore only disables a leaver after the offboarding request is completed, so the team can still take in the laptop in their name.
- A reorganisation in Workday sometimes affects thousands of workers at once, while Xurrent applies a maximum number of API calls per user per period. KoppelHet therefore delivers large changes as one import file, and single changes through the API.
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 Xurrent not have its own Workday integration?
We found no Workday integration in Xurrent's public documentation. Xurrent supports SCIM from an identity provider and an import function, but those deliver no organisations, business units or requests from Workday.
We deliver people through SCIM from Entra ID today. Can that stay?
Yes. We agree per field which source wins. Often Entra ID stays leading for the work email and Workday delivers organisation, site, job title and manager.
Which requests does the integration create?
By default an onboarding request four weeks before the start date, a change request on a Change Job and an offboarding request one week before the last working day. You choose the template and team in Xurrent.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read through a RaaS report with an Integration System User with read-only access to worker, organisation and location data, filtered on effective and entry moment.
- Xurrent is written through the REST API (https://api.xurrent.com/v1, or the regional variant) with an OAuth token and the X-Xurrent-Account header for the directory account. People through /people (primary_email required, employeeID, job_title, organization, site, manager, disabled), organisations through /organizations (parent, business_unit, region, manager) and sites through /sites (time_zone). Every record gets source and sourceID; only an Account Administrator may change those.
- Requests through POST /requests with requested_for, requested_by, subject, category, team and template, plus desired_completion_at and custom_fields for the template's UI extension. Rate limiting per user with x-ratelimit headers and 429 with retry-after; bulk changes through the People Import (CSV or TSV, matching on Source and Source ID).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Xurrent (4me) | Notes |
|---|---|---|
Employee_ID | sourceID (met source Workday) en employeeID | Fixed key; the email address can change |
Preferred_Name / Legal_Name | name | |
Work email | primary_email | Required in Xurrent and also the login name |
Business_Title | job_title | |
Supervisory_Organization | organization (met parent) | |
Company | organization met business_unit en region | |
Location | site (met time_zone) | |
Manager (Employee_ID) | manager (verwijzing naar person) | |
Termination date | disabled = true | After the offboarding request is completed |
Hire, Change Job of Termination | Request met template, subject en category | A separate template per event |
Gesynchroniseerde persoon | requested_for | |
Manager | requested_by | |
Hire date of laatste werkdag | desired_completion_at | |
Laptop, telefoon en toegang uit Workday | custom_fields van het sjabloon | Only if the template has a UI extension |
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