FAQ: Microsoft Outlook Integration with Workday Learning

What can I expect from integrating Workday Learning with Microsoft Outlook?: You must create just 1 set of login credentials for the new application and enter these credentials in the Workday tenant. Workday securely stores these credentials, and only users who have access to the Workday tenant setup can view the login credentials. Microsoft Outlook creates calendar invites in a single mailbox. Attendees on the calendar invites receive invitations by email.
Will the application send emails using information from my Microsoft tenant?: This application will only be given Calendars.ReadWrite
permission and will only read and write calendar events to a single mailbox that you can configure. Workday will not retrieve any other information from your Microsoft tenant. The only information from your Microsoft tenant that Workday will store are the UUIDs for the calendar events that are created.
See Configure Application Access Policy and Limit Application Permissions to Specific Exchange Online Mailboxes to configure policy rules using Microsoft Powershell to restrict ReadWrite access to one mailbox.
Who manages the application?: Workday builds the application in partnership with Microsoft. The application runs on the same platform that the rest of your Workday tenant runs on. Workday owns and manages the platform.
Can the application retrieve or read information from our 0365 tenant?: The application won’t retrieve information from your 0365 tenant. Workday is the source of all the information about the events and the attendees. The application is simply syncing this information to your 0365 tenant and will only ever read back or update information that originates in Workday.
Who will have access to the application?: Workday has a strict data privacy system and restricts access to customer data based on purpose. For information on privacy and compliance, see Workday Community.
For how long does Workday store information from my 0365 tenant?: The information originates in your Workday tenant. The only information that Workday stores from your 0365 tenant is the access credentials and a unique identifier for the calendar events the application creates. You own the data, and Workday will store it until you stop using the service or you ask Workday to delete it.
What is a Client Secret?: A Client Secret is a secret known only to the application and the authorization server. In this case, it's between Workday and your 0365 tenant. It is part of the OAuth authentication standard that is being used by Microsoft to secure access to your 0365 data.
Why doesn’t Number of invites sent in past 24 hours on Learning Calendar Integration Status match what I see in Microsoft Outlook Sent Items or Microsoft 365 message trace?: Number of invites sent in past 24 hours is a Workday integration summary for the rolling past 24 hours. It counts Learning calendar integration activity processed through your configured mailbox, including new invitations and updates that refresh calendar events for learners and instructors, not new enrollments only. Because Workday and your Microsoft email service measure activity at different layers, the total often won’t match what you see in Sent items or in email trace results.
Differences can also come from large attendee sets, course offering changes, mass enrollment, retries, forwarding invites, and other applications using the same mailbox. Your Microsoft email service also applies sending limits that are documented separately from Workday’s integration limits. Workday doesn’t provide a standard report that itemizes every operation behind the summary; use Learning Calendar Integration Status together with Process Monitor diagnostics for the integration run, and use message trace and reporting for the Microsoft email service for mailbox-level validation.