Automate Employee Onboarding with Workday to Active Directory Integration

Automate Employee Onboarding with Workday to Active Directory Integration

Workday® is quickly becoming the most popular financial and Human Capital Management (HCM) application in the industry. Much like ADP’s clientele, employers use Workday® to manage their workforce, onboarding tasks, changes in employment, and the financial aspects of their business operations in general.

One of the core components of the employee onboarding is the task of user creation and access provisioning, where HR becomes involved with IT. Typically, HR teams will entrust the creation of user credentials and tool set-ups to IT teams on Active Directory (AD) or Azure AD.

This is where things can become dicey for many enterprises. On average, it can take two (2) hours or more to create or update user identities in Active Directory and provision new employees with role-based access to the tools, systems, and applications needed to perform his or her job. Attrition, new hires, organizational changes and simply the updates of the employee information or their job profile can add up to make this a big task that consumes too much of a highly specialized system administrator’s time.

This inefficient process can also lead to potential security threats due to terminated employees having privileged access to sensitive data after being terminated. With no quick resolution between HR and IT, there can be a significant time gap between termination and removing user access. Overall, there is an element of cost, repetitive nature of the job and the delays and risks associated that have an indirect cost in terms of regulatory and security risks and poor employee experience.

Workday® to AD User Provisioning – Powered by RoboMQ

Seeing this as a common problem for many enterprises, Workday® to AD was a solution that RoboMQ came up with. Utilizing a Managed File Transfer (MFT) approach, RoboMQ takes scheduled extracts from Workday® that are uploaded to a secure and encrypted SFTP server. It applies rule-based data transformations and user mapping including rule-based assignment of roles and security and access privileges. The processed employee records are then used to make near real-time updates to either on-premise Active Directory (AD) or cloud-based Azure Active Directory.

The result? All the employee onboarding tasks that used to take two (2) hours or more between teams are now completed in near real-time in a matter of seconds or minutes. HR teams will simply create or update the employee record in Workday® and the rest is left to our automated process to create and update the identities in your AD environment with RBAC (Role-Based Access Control), Security Groups (SG), Organization Units (OU) and Distribution List (DL) assignments.

You can integrate further downstream by adding applications connectors to this integration workflow such as to create incident alerts in a help desk ticketing system such as ServiceNow, to send an email or alert notifications to appropriate team members or channels, or to create new accounts or users in a popular CRM such as Salesforce, Microsoft Dynamics 365, or in Office 365. There is so much more that can be accomplished with these connectors based on employee profile and their role and privilege information.

Our Workday® to AD integration is also no longer limited to the extract-based integration approach. With our no-code API and data integration platform Connect iPaaS (Connect), we’ve added Workday® as an API connector to integrate it with the best-of-breed enterprise applications, CRM and ERP. Common applications that you can integrate with on Connect include, but are not limited to:

  • Active Directory and Azure Active Directory
  • ServiceNow
  • PagerDuty
  • Salesforce
  • Microsoft Dynamics 365, Business Central and NAV
  • Magento
  • QuickBooks
  • Smartsheet
  • SAP C4
  • NetSuite
  • Twilio
  • AWS S3
  • DocuSign
  • Adobe Sign
  • And more!
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This integration workflow can be created by you with no-code in a matter of minutes! You can even take advantage of our free trial of Connect iPaaS to build and deploy this integration for free today.

Stop wasting time performing tedious manual updates from Workday® to Active Directory (AD). Experience the transformational results our Workday® to AD integration solution can have on your enterprise to streamline and automate your employee onboarding process, lifecycle events, and RBAC today.

Want to learn more? Speak with a Workday® to AD integration specialist at RoboMQ today!

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