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Workday to Zenya integration: employees with position, unit and manager from Workday in Zenya
With an integration between Workday and Zenya, every new employee in Workday automatically gets a Zenya user with position, organisation unit and manager, so the right protocols and reports reach them. After the last working day in Workday the integration sets the user to inactive in Zenya.
What the integration does
Organisations that use Workday as HR system and Zenya for quality documents, reports or risks often keep their own copy of the organisation in Zenya. On every reorganisation in Workday application management adjusts that copy by hand, and new colleagues miss mandatory reading tasks in the meantime.
- Application management records in a lookup table which supervisory organizations belong to which organisation units in Zenya, and which job profiles to which position.
- KoppelHet reads new and changed workers from Workday.
- A new employee becomes a Zenya user with position, organisation unit and manager, on or shortly before the start date.
- On a job change or transfer KoppelHet updates position, unit and manager.
- After the termination date KoppelHet sets the user to inactive; their documents and reports remain.
What to watch for with Workday and Zenya
- Workday dates changes in advance, so a transfer may be recorded weeks ahead. Zenya has no effective date on position or unit. KoppelHet keeps the future change and only applies it in Zenya on the effective date, so nobody gets the protocols of their new department too early.
- Supervisory organizations in Workday follow the management line and are often cut finer or differently than the organisation units Zenya uses to order reports and risks. A lookup table sets the Zenya units per supervisory organization; a new organization in Workday without a rule goes on a list for application management.
- Zenya needs the manager as a Zenya user, while Workday knows them as a worker. KoppelHet looks up the manager through their Employee_ID as external ID in Zenya. If the manager is not a Zenya user yet, KoppelHet creates the manager first and then the employee.
- Workday has employees and contingent workers, each with its own number range. Agency staff and contracted care workers often do need to read protocols. KoppelHet includes contingent workers if you want, with a prefix on the number, and sets them inactive on their contract end date.
- Zenya often runs only for the Dutch part of the organisation, while Workday also holds other countries. KoppelHet only includes workers from the companies or locations you specify, and leaves Zenya users without a Workday number, such as group accounts and external auditors, alone.
- A rehire in Workday usually keeps the same Employee_ID. KoppelHet finds the inactive Zenya user by external ID and reactivates it, with the new position and unit, so earlier read confirmations stay with the same person.
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
Why not through Entra ID and the Microsoft SCIM connector?
That works if Entra ID is already filled from Workday. SCIM does not fill organisation units or positions as Zenya objects though; those then still come directly from Workday.
Does the integration create new organisation units in Zenya?
No. Application management decides the structure in Zenya. A new organization in Workday without a place in Zenya goes on a list.
What happens to documents of someone who leaves?
They stay in Zenya. The user becomes inactive, and application management transfers documents and open reports.
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 Get_Workers (Human_Resources) or a RaaS report on change date, with Include_Employment_Information and Include_Organizations; Hire_Date, Termination_Date, Job_Profile, Supervisory_Organization and manager. An Integration System User with read rights on the required domains only.
- Zenya is written through the Zenya REST API v5 (bearer token through POST /tokens with api_key and username). POST /users with login_code and name required, plus email_address, external_id, position_id, manager_id, organization_unit_ids, language and active; PATCH /users/{user_id} for changes and active = false on departure. GET /users with external_ids for lookup, GET /positions and GET /organization_units for the IDs.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Zenya | Notes |
|---|---|---|
Employee_ID of Contingent_Worker_ID | external_id | |
Werk-e-mail | login_code en email_address | Or the username from SSO |
Preferred name | name | |
Job_Profile | position_id | Through the lookup table; position must exist in Zenya |
Supervisory_Organization | organization_unit_ids | Through the lookup table |
Manager (Employee_ID) | manager_id | Looked up by external_id |
Preferred language | language | |
Hire_Date en Termination_Date | active |
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