Concept: Workday Worker Sync

Overview

You can set up the Workday integration to sync your employee data into Peakon automatically. The integration uses the Workday Get_Workers
web service operation to retrieve employee records from Workday.

The integration:

Regularly checks for updates to workers to ensure consistent data across the systems, including updating terminated workers when their employment ends in Workday.

Removes all rescinded employee hires.

Syncs or ignores contingent workers, depending on your configuration.

Focuses on who should be on the Peakon platform, not who should be in survey rounds. You can handle eligibility for survey rounds separately.

After the initial full sync, Peakon will sync any future changes incrementally multiple times throughout the hour, however it's possible to initiate a full sync manually.

While a sync is running, it is not possible to disconnect, disable, or update sync configuration options. Peakon notifies administrators when a sync has completed or automatically disconnected.

Managing and Monitoring Synchronizations

Only administrators can set up the integration. See Steps: Set Up Workday Integration.

The

Integrations

page features a 3-tab layout that isolates your core connections. Your primary Workday connection resides in a standalone space on the Workday
tab, while third-party tools and custom applications are organized on the Other integrations
and Custom apps
tabs.

The Workday integration page displays error messages from the sync. An overhauled integration events list allows you to audit and monitor synchronizations. The events list includes numbered pagination and custom filters to accelerate your data tracking:

The Date
filter narrows down sync events by specific timeframes.

The Status
filter separates events by their execution state

The integration page displays any data discrepancies or validation failures caught during the sync. The log displays the unique Workday ID (WID) next to the associated error. You can use the wid: prefix in the main Workday search bar to locate the affected worker record and resolve the discrepancy. You can also click the

Export to CSV

button to download the latest 5,000 rows of integration event logs. It's possible to correct most issues in either system.

On employee records, the

Sync Information

tab enables you to troubleshoot sync issues for individual employees.

Change Types

Change Type	Description
Indirect Changes	These changes do not generate a transaction log entry on the employee's profile in Workday. They are typically system-driven or occur through changes that affect the employee indirectly. Example: Updates to the logic of a calculated field, changes to a manager’s position within the same Supervisory Organization. These changes are not captured in the hourly sync and are only visible if the Peakon Administrator manually runs a full sync.
Direct Changes	These changes do generate a transaction log entry on the employee’s profile in Workday. They occur when there is a direct update to the employee’s data. Example: An employee's position or job profile changes. These changes are included in the hourly sync.

Change Type

Description

Indirect Changes

These changes do not generate a transaction log entry on the employee's profile in Workday. They are typically system-driven or occur through changes that affect the employee indirectly. Example: Updates to the logic of a calculated field, changes to a manager’s position within the same Supervisory Organization.

These changes are not captured in the hourly sync and are only visible if the Peakon Administrator manually runs a full sync.

Direct Changes

These changes do generate a transaction log entry on the employee’s profile in Workday. They occur when there is a direct update to the employee’s data. Example: An employee's position or job profile changes.

These changes are included in the hourly sync.

Sync Types

Sync Type	Description
Full Sync	The full sync transfers all employee data into Peakon, except terminated workers. The first full sync only fetches current active workers from the Workday tenant. Any future full syncs will check for any changes to an employee’s active status since the last sync. The full sync only fetches an employee’s termination date if it’s effective on the day of the sync. Administrators can initiate a full sync by clicking the Sync all button in Administration Integrations Workday in the Peakon tenant. A full sync takes 2-5 minutes for every 500 employees in the Workday tenant, with total duration depending on the tenant's size.
Incremental Sync	The incremental sync runs at various times throughout the hour. It only fetches changes in the Transaction Log since the last sync: Retroactive changes that came into effect since the previous sync. Past changes that take effect today. Example: An employee's termination date that’s effective today, but you submitted it 30 days ago. An incremental sync can last from a few minutes to a few hours, depending on the number of changes since the previous sync. An information card on the integration page displays the scheduled time for the next sync. If a sync is skipped, the system waits until the next scheduled window to retry, rather than attempting to sync immediately.

Sync Type

Description

Full Sync

The full sync transfers all employee data into Peakon, except terminated workers.

The first full sync only fetches current active workers from the Workday tenant. Any future full syncs will check for any changes to an employee’s active status since the last sync. The full sync only fetches an employee’s termination date if it’s effective on the day of the sync.

Administrators can initiate a full sync by clicking the

Sync all

button in

Administration

Integrations

Workday

in the Peakon tenant. A full sync takes 2-5 minutes for every 500 employees in the Workday tenant, with total duration depending on the tenant's size.

Incremental Sync

The incremental sync runs at various times throughout the hour. It only fetches changes in the

Transaction Log

since the last sync:

Retroactive changes that came into effect since the previous sync.

Past changes that take effect today. Example: An employee's termination date that’s effective today, but you submitted it 30 days ago.

An incremental sync can last from a few minutes to a few hours, depending on the number of changes since the previous sync.

An information card on the integration page displays the scheduled time for the next sync. If a sync is skipped, the system waits until the next scheduled window to retry, rather than attempting to sync immediately.

Authentication

You can connect by using an integration system user (ISU) name and password. See Connect to Workday Using ISU Name and Password.

Recommendations

Perform a full sync manually before each survey round to sync any indirect changes to worker data.

Perform a full sync after any integration configuration changes in Peakon or Workday.

Set the eligibility criteria for the broadest possible scope of workers, and control survey eligibility using segment targeting in Peakon. This will help prevent issues arising from a change in eligibility criteria. Example: An employee's eligibility criteria changing from True to False means Peakon will no longer update their employee record and manual updates will be necessary. See Concept: Worker Eligibility for more information.

When handling workers on long term leave, avoid setting them to inactive on Peakon. Example: Sync the field

On Leave

and exclude the segment from surveys to prevent surveying employees on long term leave.

Review the Integration page User Error Logs for immediate feedback. We sync Workday usernames to maintain data consistency and prevent duplicate records.

Use the

Sync Information

tab on employee records to troubleshoot issues when updating employees using the sync.

Limitations

It's not possible to backdate employee data through the Workday sync. We recommend backdating manually, when needed.

The integration doesn't delete workers in Peakon, except for rescinded hires.

The integration doesn’t sync future hire dates. On the first sync of each day, the integration identifies new hires that are effective today and syncs them to Peakon.

When renaming a segment from standard or custom fields, rename it on both Workday and Peakon to prevent a new segment from being created.

Indirect changes to employee information don’t transfer in the hourly sync, but you can remedy this by performing a full sync before each survey round.

The sync pauses during Workday maintenance windows, and resumes once the Workday tenant is available again. Example: During the weekly maintenance window.

The sync doesn't include any termination dates that you added in Workday 30 days before the sync. You can manually import this data.

Steps: Set Up Workday Integration