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Configure Workday in Microsoft Viva Learning

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This document outlines how to configure Workday as a content source in Microsoft Viva Learning. The integration is based on Workday RaaS APIs (Report as a Service). Any breach in API contract might change the user experience. Integration supports catalog, assignment, and completions data from Workday. Catalog covers blended courses, digital courses, lessons, programs, and external providers integrated on Workday.

Note

Catalog, assignments, and completion data are retrieved using RaaS (REST APIs). Thumbnails for Workday hosted content is retrieved using SOAP APIs, while thumbnails for third party content configured on Workday are retrieved using the RaaS report. The Workday-hosted thumbnails are stored in Viva Learning as metadata.

Supported Workday scenarios

Scenario Supported/Not supported
Catalog types Viva Learning supports all catalog types from Workday. These types include:
  • Digital courses
  • Blended courses
  • Programs (equivalent to learning paths in Viva Learning)
  • Lessons
    In addition to this Viva Learning supports ingestion of content from other learning providers configured in Workday, such as LinkedIn Learning configured in Workday.
Assignments on all catalog types from Workday Supported
Assignment completions Supported
Self-enrollment completions Supported for all catalog types except lessons
Single sign-on Supported
Catalog Permissions from Workday Not supported – API not available from Workday
In app play Not supported by Workday

Prerequisites

You need the following permissions and scenarios in place to complete the Workday configuration process:

  • Viva Learning Admin access
  • Workday Admin access
  • User mapping between Microsoft Entra ID (formerly Azure Active Directory) and Workday should be in place (check the RaaS report creation section for more details)
  • Workday Web Service Endpoint & RaaS reports are available for Viva Learning integration with no inhibition by any network or firewall policies

User mapping:

User mapping between Workday and Viva Learning should exist before configuration.

The default user mapping is determined by the "username" field in Workday user RaaS Report and the UPN alias in the Microsoft Entra (formerly Azure Active Directory) system. For proper mapping or mapping to work, the username field needs an email alias and the UPN should have an email address.

If there's any discrepancy in mapping logic used by the customer organization, please reach out to the Viva Learning product group. We have custom user mapping option available, which are controlled from the backend. The custom mapping is based on Workday attributes: Username, Email_address, and employee_ID and corresponding AAD attributes as UPN alias, UPN, employee ID and custom AAD attributes.

If there are duplicates in Microsoft Entra (formerly Azure Active Directory) for a particular user mapper, all the duplicate records are dropped from Viva Learning.

The mapping logic isn't case sensitive to the mapper values.

Data ingestion timelines

We're ingesting data for User RaaS from January 1, 1970 and catalog, assignment, and completion RaaS data from January 1, 2016. If any user has hiring date before 1970, reach out to the Viva Learning product group.
If customer has different data ingestion timelines, reach out to the Viva Learning product group.

Integration recommendations

Recommendations for organizations that have Workday integrated with other 3P content providers such as LinkedIn, Udemy, and Coursera for tracking user completion records.

Common practice

Organizations chose to have compliance trainings come from the learning management system (LMS) and growth, skill, and optional trainings come from digital content providers.

  • Compliance trainings have to be audited and tracked, with a few exceptions based on the regional policies.
  • Growth/skill/optional trainings don't have to be tracked, but can be recommended to others.

Deciding factors

These scenarios depend on whether Viva Learning is integrated with an LMS that includes 3P content providers or not.

We recommend not to have individual connector configurations for the included 3P content providers in the LMS, so that the same content isn't duplicated.

For learning management systems that include 3P content providers

Admin experience:

  • Less overhead in managing only the connector for LMS.
  • Less overhead in maintaining the 3P content that is part of learning paths, collections, and other structured learning.

For learning management systems that don't include 3P content providers

Learner experience:

  • Consistent consumption experience for both contents coming from LMS and 3P providers.
  • The Assigned to you tab shows the content assignment for 3P content.
  • The Completed tab shows the history of completion status for 3P content.

Admin experience

  • Manage multiple connectors for LMS and each 3P content providers.
  • Manually update the 3P content that is part of learning paths, collections, and other structured learning when the connectors for 3P content are updated, deleted, enabled, or disabled.

Learning experience

  • Mixed consumption experience for contents coming from LMS and 3P content providers.
  • The Assigned to you tab doesn't show any assignment for 3P content as it can be only recommended.
  • The Completed tab won't show the history of completion status for 3P content.

Note

  • Deleting connectors from the admin interface will remove only the courses from LMS and 3P content providers based on the connectors being deleted.
  • Please note that some LMS connectors must be reconfigured only after the content catalog is cleaned up. Reach out to Viva Learning support for help.

Configuration to enable Workday integration

The workday integration process consists of three primary steps:

  1. Create an Integration System User (ISU) account and assign required security access in Workday.

  2. Create four RaaS reports for catalog, user, assignment or assignment completion, and self-enrollment completion data.

  3. Once all configuration parameters are generated on Workday, you can configure Workday in the Viva Learning admin portal.

Create an integration system user (ISU) on the Workday portal and assign required security access

Integration system user (ISU) account is required for Microsoft Viva Learning to access your Workday tenant. ISU can be created from Workday portal. ISU also requires relevant security group access with permission to access Workday Learning Web Services and learning catalog.

  1. Access the Create Integration System User task. Workday automatically sets the value of Session Timeout Minutes to zero to prevent the integration system user session from expiring. Expired sessions can cause the integration to stop before it successfully completes.

  2. Create a username and password. Workday recommends using ISU_Microsoft_Viva_Learning for the username. Note: The username can be customized.

    Screenshot of the menu of Create Integration System User with account information fields.

  3. Access the Create Security Group task and select Integration System Security Group (Unconstrained).

  4. Provide a group name. Workday recommends using ISU_Microsoft_Viva_Learning. It doesn’t need to be the same as the ISU name.

    Screenshot of the type of tenanted security group and name fields

  5. Link your group to the integration system user. This lets Workday assign the integration system user as part of the Microsoft Viva Learning security group.

    Screenshot of the Edit Integration System Security Group fields.

  6. You need these domains in the Integration and System functional areas: Integration Security, security Configuration. Access the Maintain Permissions for Security Group task to update domain security policies.

    Screenshot of the Maintain Permissions window with a Source Security Group added.

  7. In Domain Security Policy Permission, add Get Only access to the following domain security policies.

    Domain security policy Description
    Reports: Learning Record This domain provides access to reports that display data related to the learning record. This permission is required for accessing RaaS report for Assignment and completion sync.
    Manage: Learning Content This domain provides access to certain administrative tasks to manage learning content. This permission is required for accessing RaaS report for catalog sync.
    Worker Data: Active and Terminated Workers This domain provides access to reporting fields and data sources that include terminated workers. This domain policy is required for certain fields (Firstname, lastname, email address, ID) in User RaaS report.
    Worker Data: Current staffing information Provides information on workers' current information such as status, length of service, seniority. Includes web services. This domain policy is required for certain fields (Worker is Terminated) in User RaaS report.
    Workday Accounts This domain provides access to the management of Workday Accounts. This domain policy is required for certain fields (username) in User RaaS report.

    Screenshot of the maintain permissions for security group screen.

  8. Run the Activate Pending Security Policy Changes task.

  9. Advance security: These are optional steps for advance security access on ISU.

    1. Optional: Set up course-segmented security on Workday portal: You can configure which learning content displays in Viva Learning by restricting the integration system user's access by using segmented security. You can segment security based on security categories or topics.

      1. Access the Create Learning Security Category task or the Create Learning Topic task. Create security segments or topics to restrict access and add these to your learning content. You need the Learning Segment Setup domain in the System functional area.

        Select the Inactive checkbox if you want to disable permissions for members of the security group. You can't inactivate the security group when you:

        • Grant the security group permission to the Security Configuration domain.
        • Include the security group as a member of another security group.
        • Specify the security group as an administrator for another security group.

      2. From the Security Groups prompt, select security groups to identify who has permission to access the securable content.

      3. From the Access to Segments prompt, select security segments that you want members of the specified security groups to be able to access. Workday-owned security groups include:

        • Job Application - Contingent Worker
        • Job Application – Employee
        • Job Application – External

      4. You can't combine different types of security segments in a segment-based security group.

        Example scenario: You want a Benefits Administrator to be able to manage only benefits-related documents. You don't want them to be able to manage payroll-related documents. Workday secures access to manage all worker documents to the Worker Data: Add Worker Documents and Worker Data: Edit and Delete Worker Documents domains.

        You can create Document Categories - Benefits segment to identify benefits-related documents. You can then use the security segment to create a segment-based security group so Benefits Administrators can access only the benefits-related documents.

      5. Next steps: Users with access to a domain through both a segment-based and a non-segment-based security group have permission to access all segments. Make sure you associate non-segment-based security groups with users who have permission to access all segments by:

        • Reviewing all security groups on the policy before adding segment-based security groups.
        • Reviewing the included security groups in an aggregation security group.

      6. To provide security permissions:

        • Add the security group to security policies.
        • Activate pending security policy changes.
        • Activate the security group when you want to enable the permissions on an inactive security group.

    2. Optional: Edit domain security policies on Workday portal. You can configure which security groups have permission to access the secured items in a domain. You need the Security Configuration domain in the System functional area.

      1. Access the Domain Security Policies for Functional Area report.
      2. Select a security policy.
      3. Select Edit Permissions.
      4. Select the View or Modify checkbox to grant the security groups access to the report or task securable items.
      5. Select the Get or Put checkbox to grant the security groups access to integration and report or task securable actions.

    3. Activate pending security policy changes on Workday portal.

      Create an active timestamp using the Activate Pending Security Policy Changes task. Security policy changes made since the previous active timestamp take effect immediately. The active timestamp now reflects the current time, regardless of pending changes. You can run these reports to view a detailed list of the security policy changes you’re activating: Domain security policies with pending changes, Business process security policies with pending changes.

      1. Access the Activate Pending Security Policy Changes task.
      2. Describe your changes in the Comment field.
      3. Check the Confirm checkbox to activate your changes.
      4. You can use the View All Security Timestamps report to roll back to a previous timestamp.

Create RaaS reports for catalog, user, assignment, and completion data

This section consists of steps required for enabling catalog, user, assignment, and completion data sync in Workday and Viva Learning integration. Admins are required to create a custom RaaS report on the Workday portal. Once you have created integration system user of Workday portal and have provided all security access, follow these steps to create the required RaaS reports.

Note

All RaaS reports (catalog, user data, LRS) should be created from same user account or a single user should be given report ownership at Workday portal. This username should be inserted under Reporting URL attribute in Viva Learning Manage Provider. Review this example: https://wd2-impl-services1.workday.com/ccx/service/customreport2/microsoft_dpt6/username/Viva_Learning_Catalog_Report.

Note

Admins need to create a custom report manually. This is a one time process. We are only supporting the report structure mentioned in this support article, any other changes in reports are not recommended.

  1. Ensure that the Workday to AAD user sync is in place for your tenant.
  2. Enable inbound user provisioning with Workday to ensure that all users in Workday are synced to Azure Active Directory (AAD).
  3. If you're already a Microsoft 365 customer, Workday to AAD user sync should be in place for your tenant.

Check with your organization admins for details around same. Otherwise, you can refer to the steps mentioned here to enable the provisioning. Tutorial: Configure Workday for automatic user provisioning with on-premises Active Directory

Create RaaS report on the Workday portal for catalog sync

This report should be created from the primary Admin account of Workday to avoid any privacy and security related concerns. Currently we're syncing historic and present assignments.

  1. Sign in to the Workday Portal.

    1. Sign in to Workday Portal.
    2. Search for the task "Create Custom Report."

  2. Configure the report parameters.

    1. Title the Report Name as Viva Learning Catalog Report. The report name must exactly match this string.
    2. Set the Report Type as "Advanced."
    3. Mark checkbox "Enable as Web service."
    4. Mark checkbox “Optimized for performance.”
    5. In the "Data Source" field, go to "All" and select "Learning content." Select OK.

  3. Add report fields.

    1. Once you select OK, Data Source has "Learning Content" as a value. Remove any existing value in the Data Source Filter field and add "Manageable Learning Content".
    2. Add the fields in "Columns" as outlined in the following schema. You'll see three objects for field "rating"; select the one with a hash (#) icon next to it.
    Business object Field Column heading override Column heading override XML alias
    Learning content Workday ID LearningObjectId LearningObjectId
    Learning Content Title Title Title
    Learning Content Description Description Description
    Learning Content Link to Learning content DeepLinkUrl DeepLinkUrl
    Learning Content Duration in Minutes Duration Duration
    Learning Content Inactive Status Inactive Inactive
    Learning Content Learning Content Type ContentType ContentType
    Learning Content Content Provider ContentProvider ContentProvider
    Learning Content Exclude from Search and Browse IsNonSearchable IsNonSearchable
    Learning Content Rating Rating Rating
    Learning Content Skill Level DifficultyLevel DifficultyLevel
    Learning Content Topic Topics Topics
    Learning Content Skills Skills Skills
    Learning Content Third Party Content Thumbnail Image URL ExternalImageURL ExternalImageURL
    Language User Language Code Locale Locale
    Learning Content Last Updated LastUpdated LastUpdated

    Screenshot of Edit Custom Report

  4. Under "Group Column Headings", add the below fields:

    Business Object Group column heading Group column heading XML Alias
    Languages Languages Languages
    Learning content learningContent_group learningContent_group

  5. Add filters to the report under "Filter section"

    And/Or ( Field Operator Comparison type Comparison value ) Indexed
    And Learning Content Type exact match with the selection list Prompt the user for the value Prompt #1 Yes
    And Last Updated greater than or equal to Prompt the user for the value Prompt #2 Yes
    And Last Updated less than or equal to Prompt the user for the value Prompt #3 Yes

    Screenshot of the formatted fields for filter values.

  6. Add the Prompts: Go to Prompts. Mark "Display Prompt Values in Subtitles" and add following prompt values. You can directly copy and paste these values.

    Field Prompt qualifier Label for prompt Label for prompt XML alias Default type Default value Required
    Learning Content Type Prompt #1 contentType contentType No default value Yes
    Last updated Prompt #2 Start_Date Start_Date No default value Yes
    Last updated Prompt #3 End_Date End_Date No default value Yes

    Screenshot of the formatted fields for prompt values.

  7. Go to Advanced and select the field Optimized for Performance.

    Note

    After isEffective date changes, it is not possible to turn on optimized for performance. Considering the data volumns in hand, we can advise customers to uncheck this field.

  8. Share the report with Integrated System User (ISU), which you created while enabling catalog sync. Go to the Share section in report, select the option "share with specific authorized groups and users" and add ISU name in the Authorized users field.

    Screenshot of the Edit Custom Report window for the Catalog Report

  9. Save the report. Select OK.

    Screenshot of the final report.

    1. Generate report URL. This URL is required as an input parameter on Viva Learning Admin tab. The same user who created the report should generate the URL.

      1. Select the report > Web Service > View URLs.

        Screenshot of the view urls section of a custom report.

      2. In next window, select any contentType and any date range and select OK.

        Screenshot of the View URLS Web Service window with the option to edit content types and dates

      3. Select JSON, this opens a new window.

        Screenshot of the new window that opens when you select JSON.

    2. In the next window, provide the Workday credentials and sign in. It downloads the JSON.

    3. Copy the URL from browser and append it post Viva_Learning_Catalog_Report. That is, the report name

      1. for example, for Microsoft test tenant the URL is: https://wd2-impl-services1.workday.com/ccx/service/customreport2/microsoft_dpt6/svasireddy/Viva_Learning_Catalog_Report?Start_Date=2023-03-01-08:00&End_Date=2023-05-14-07:00&contentType!WID=9882927d138b100019b928e75843018d&format=json
      2. After appending, the final URL for test tenant: https://wd2-impl-services1.workday.com/ccx/service/customreport2/microsoft_dpt6/svasireddy/Viva_Learning_Catalog_Report
      3. Save the final URL, this is used as an input config parameter on Admin portal while enabling the configuration.

    4. Once configuration is complete on the Admin portal, within the next 24 hours delta sync calls the report API, and accordingly data reflect in Viva Learning. Refer to this document for details on enabling integration on Admin portal.

Note

Assignments with the completion status “manually waived” are not shown on the Viva Learning UX.

Create RaaS report on Workday portal for user data sync

Create this report from the primary Workday admin account to avoid any privacy and security related concerns. Currently we're syncing historic and present assignments.

  1. Sign in to the Workday Portal.

    1. Sign in
    2. Search for the task "Create Custom Report"

  2. Configure the report parameters

    1. Name the report "Viva Learning Users Report". The report name must match this string.
    2. Indicate report type as "Advanced."
    3. Check "Enable as Web service"
    4. Check "Optimized for performance"
    5. In the "Data source," go to "All" and select "Workers for HCM reporting." Select OK.

  3. Add report Fields.

  4. Add the fields in "Columns."

    Business object Field Column heading override Column heading override XML alias
    Worker Workday ID UserId UserId
    Worker Preferred Name – First Name FirstName FirstName
    Worker Preferred Name – Last Name LastName LastName
    Worker User Name UserName UserName
    Worker Worker is Terminated Terminated Terminated
    Worker Public Primary Work Email Address Email_Address Email_Address
    Worker Employee ID Employee_ID Employee_ID

    Screenshot of the table in the View Custom Report for the Viva Learning Users report.

    1. Add filters to the report

      1. Add following values in "Filter on Instances". Follow the steps mentioned below for adding calculated field.

        And/Or Field Operator Comparison type Comparison value
        And Hire Date greater than or equal to Prompt the user for the value Starting Prompt
        And Hire Date less than or equal to Prompt the user for the value Ending Prompt

    2. Add the Prompts: Go to Prompts. Mark "Display Prompt Values in Subtitles" and add following prompt values. You can directly copy paste these values.

      Field Prompt qualifier Label for prompt Label for prompt XML alias Default type Default value Required Don't prompt at run time
      Contingent Worker type Contingent_Worker_Type No default value Yes
      Employee Type Employee_Type No default value Yes
      Worker Types Worker_Types No default value Yes
      Include Terminated workers Include_Terminated_Workers Specify default value Yes Yes
      Hire Date Starting Prompt Start_Date Start_Date No default value Yes
      Hire Date Ending Prompt End_Date End_Date No default value Yes

    3. Go to Advanced and select the field Optimized for Performance.

    4. Share the report with Integrated System User (ISU) and respective security group that you created while enabling content sync. Go to the Share section in report, select the option "share with specific authorized groups and users" and add group name and user name in Authorized Groups and Authorized users field.

    5. Save the report. Select OK.

    6. Once configuration is complete on Admin portal, within the next 24 hours delta sync calls the report API, and accordingly data reflect in Viva Learning. Refer to this document for details on enabling integration on Admin portal.

Create RaaS report on Workday portal for assignment by organization and their completion status

This report should be created from the primary Workday admin account to avoid any privacy and security related concerns. Currently we're syncing historic and present assignments. Here, learner record sync is abbreviated as LRS.

  1. Sign in to the Workday Portal

    1. Sign in.
    2. Search for the tasks "Create Custom Report."

  2. Configure the report parameters

    1. Name the report "Viva Learning LRS Assignments Report". The report name must match this string.
    2. Set Report Type as "Advanced."
    3. Mark checkbox "Enable as Web service."
    4. In the "Data Source" field, go to "All" and select "Learning Assignments Records”. Select OK.

  3. Add report fields.

    1. Once you select OK, the "Data Source" automatically sets the value as "Learning Assignment Records." For the "Data Source Filter" field, remove any existing value and add "Assignment Records for ~Person~from Learning Organization". You can copy this value and paste in the field directly.
    2. Add the fields in "Columns" as outlined below. You see two objects for “Learning Assignment," select the one with a blue icon next to it.
    Business object Field Column heading override Column heading override XML alias
    Learning Assignment Workday ID AssigmentId AssigmentId
    Worker Workday ID LearnerId LearnerId
    Learning Content Workday ID LearningObjectId LearningObjectId
    Learning Assignment Due Date DueDate DueDate
    Learning Assignment Assignment Status CompletionStatus CompletionStatus
    Learning Assignment Assigned Date AssigmentDate AssigmentDate
    Assigned By Workday ID AssignerId AssignerId
    Learning Assignment Assignment Record Completion Moment CompletionDate CompletionDate
    Learning Assignment Required AssignmentType AssignmentType

    Note

    The In progress status from Workday doesn't sync to Viva Learning.

  4. Under "Group Column Headings", add the following fields.

    Business object Group column heading XML alias
    Assigned By Assigned_By_group
    Learning Assignment Learning_Assignment_group
    Learning Content Learning_Content_group
    Worker Worker_group

  5. Under Prompt mark "Display Prompt Values in Subtitles" and, add following the prompt values. You can directly copy and paste these values. In the 'Default Value' field for "learning Organization for Learning Assignment," provide the default value of the top organization (root organization) for which you need the report that is being pivoted.

    Field Label for Prompt XML Alias Default Type Default value Required Don't Prompt at Runtime
    Learning Organizations for Learning Assignment Learning_Organizations_for_Learning_Assignment No default Value Yes
    Include Subordinate Organizations Include_Subordinate_Organizations Specify default value Yes Yes Yes

  6. Add date filters to the report for delta sync.

    1. Go to "Filters". Select “+”, In “And/Or” select And. in "Field" select "create calculated field for report".

    2. In next screen, write "Field name" as ModifiedDate and select "Function" as Build Date. Select OK.

    3. In next screen, add following values under Date Fields and select OK.

      Field Value
      Extract Year from Date Field Last Functionally Updated
      Extract Month from Date Field Last Functionally Updated
      Extract Day from Date Field Last Functionally Updated

    4. Add following values in remaining fields of the start filter:

      Field Value
      Field Modified Date
      Operator Greater than or equal to
      Comparison Type Prompt the user for the value and ignore the filter condition if the value is blank
      Comparison Value Starting Prompt

    5. Add another filter and with following values and select “OK”.

      Field Value
      Field ModifiedDate
      Operator Less than or equal to
      Comparison Type Prompt the user for the value and ignore the filter condition if the value is blank
      Comparison Value Ending Prompt

    Screenshot of the filter on instances for the self-enrollment completion fields.

    Modify the prompts

    1. Go to Prompts.

      1. Select Populate Undefined Prompt Defaults. This selection adds the start and ending prompt for Modified date, which is defined in the previous step.

        Screenshot of the self-enrollment completion prompts

      2. Add following values in the new prompts and select OK.

        • For Starting Prompt, add value Start_Date in fields Label for Prompt and Label for Prompt XML Alias
        • For Ending Prompt, add value End_Date in fields Label for Prompt and Label for Prompt XML Alias

    2. Go to Advanced. Uncheck the field Optimized for Performance

    3. Save the report. Select OK.

    4. Share the report with Integrated System User (ISU) and the respective security group, which you created while enabling content sync.

    5. Within the next 24 hours LRS sync calls the report API and accordingly data reflect in Viva Learning, provided Admin has enabled LRS on Admin portal. Refer to this document for configuration steps on Admin portal.

Note

The assignments with the completion status of "manually waived" aren't displayed in the Viva Learning user experience.

Create RaaS report on the Workday portal for completion status of self-enrollment

This report should be created from the primary Workday admin account to avoid any privacy and security related concerns. Currently we're syncing historic and present assignments.

  1. Sign in to the Workday Portal.

    1. Sign in.
    2. Search for "Create Custom Report."

  2. Configure the report parameters

    1. Name the report "Viva Learning Self Enrollment Report". The report name must match this string.
    2. Set Report Type as "Advanced."
    3. Mark checkbox "Enable as Web service."
    4. In the "Data Source" field, go to "All" and select "Learning Enrollments”. Select OK.

  3. Add report fields.

    1. Once you select OK, the "Data Source" automatically sets the value as "Learning Enrollments." Leave the "Data Source filter" field blank.

    2. Add the fields in "Columns" as per below schema. You see two objects for “learning Enrollment, select the one with a blue icon next to it.

      Business object Field Column heading override Column heading override XML alias
      Learning Enrollment Workday ID EnrollmentId EnrollmentId
      Learning Enrollment Participant Workday ID LearnerId LearnerId
      Learning Content Detail Workday ID LearningObjectId LearningObjectId
      Learning Enrollment Completion Status CompletionStatus CompletionStatus
      Learning Enrollment Completion Date CompletionDate CompletionDate

      Screenshot of the Workday self enrollment report

    3. Under "Group Column Headings", add these fields:

      Business object Group column heading XML alias
      Learning Content Detail Learning_Content_Detail_group
      Learning Enrollment Learning_Enrollment_group
      Learning Enrollment Participant Learning_Enrollment_Participant_group

    4. Add filters to the report for delta sync.

      1. Go to "Filters". Select “+”, In “And/Or” select And. in "Field" select "create calculated field for report".

      2. In next screen, write "Field name" as ModifiedDate and select "Function" as Build Date. Select OK.

      3. In next screen, add following values under Date Fields and select OK.

        Field Value
        Extract Year from Date Field Last Functionally Updated
        Extract Month from Date Field Last Functionally Updated
        Extract Day from Date Field Last Functionally Updated

      4. Add following values in remaining fields of the start filter:

        Field Value
        Field ModifiedDate
        Operator Greater than or equal to
        Comparison Type Prompt the user for the value and ignore the filter condition if the value is blank
        Comparison Value Starting Prompt

      5. Add another filter and with following values and select OK.

        Field Value
        Field ModifiedDate
        Operator Less than or equal to
        Comparison Type Prompt the user for the value and ignore the filter condition if the value is blank
        Comparison Value Ending Prompt

      6. Go to filter and add 2 new "And" filters and input following values:

      And/Or ( Field Operator Comparison type Comparison value ) Indexed
      And Modified Date greater than or equal to Prompt the user for the value Starting Prompt
      And Modified Date less than or equal to Prompt the user for the value Ending Prompt
      And Learning Assignment Is empty
      And Completion Status In the selection list Value specified in the filter Completed Yes

    Screenshot of the self-enrollment completion filters in Workday

Modify the prompts

  1. Go to Prompts.

    1. Select Populate Undefined Prompt Defaults. This selection adds the start and ending prompt for the Modified date, which is defined in previous step.

      Screenshot of the Workday self enrollment completion prompts.

    2. Add following values in the new prompts and select “OK”.

      • For Starting Prompt, add value StartDate in fields Label for Prompt and Label for Prompt XML Alias
      • For Ending Prompt, add value EndDate in fields Label for Prompt and Label for Prompt XML Alias

  2. Go to Advanced. Uncheck the field Optimized for Performance.

  3. Save the field. Select OK.

  4. Share the report with Integrated System User (ISU) and respective security group, which you created while enabling content sync. Go to the Share section in the report, select “Share with specific authorized groups and users” and add group name and user name in Authorized Groups and Authorized users field.

  5. Within the next 24 hours, the LRS sync calls the report API and accordingly reflects the data in Viva Learning. This depends on whether the admin has enabled LRS on Admin portal. Refer to this document for configuration steps on the Admin portal.

Note

Lessons are not supported in self-enrollment completion status.

Generate connection parameters in Workday portal

This section outlines how to generate connection parameters on your Workday portal.

Retrieve the Workday Web Service endpoint

You can find the required Workday Web Service endpoint on the Workday Data Centers page on Community.

  1. Use the Workday resource page to identify which Workday Production Data Center your tenant is in.

  2. Now that you know your data center, fill in your information inside the {brackets} to get your URL. You need this URL for integration in your Microsoft 365 admin center. https:// {**Production Data Center URL Prefix**}/ccx/service/{**Tenant name**}/Learning/v39.2

An example of a URL: https://wd3.myworkday.com/ccx/service/yourorg/Learning/v39.2

Enable OAuth for Workday, generate Client ID, client secret and refresh token

To enhance the security and maintain the integration, we enabled OAuth for Workday.

This avoids dependency from ISU’s username and password and handles the scenario if ISU leaves the company. Refer to below steps to generate client ID and Client secret required for configuration on admin portal. OAuth access is applied at client level, so it will not impact any other sign in flow of other clients linked to Workday. To know more about OAuth, you can refer to Workday’s OAuth documentation.

  1. Enable OAuth for the tenant

    1. Access the Edit Tenant Setup - Security task.
    2. Scroll down, in the OAuth 2.0 Settings section, select the OAuth 2.0 Clients Enabled check box.

    Screenshot of the OAuth 2.0 Clients Enabled checkbox selected.

  2. Create the client for OAuth.

  3. Search for Register API client for integrations task. Enter client name as "VivaLearning" and set expiry of refresh token as "Never" and Scope (Functional Areas) the following. To edit any existing OAuth settings, you can use the view API client for integrations action.

    • "Organizations and Roles”
    • "Learning core"
    • "Staffing"
    • "System"
    • "Tenant nonconfigurable"

    Screenshot of the Register API Client for Integrations

  4. After creation of API client for integration, you'll get the ClientID and client Secret. Copy the client ID and client secret. This information is used on the admin portal.

  5. Generate refresh token

    1. Search for task- "View API client", go to tab "API clients for integration". It shows all clients. Open the "VivaLearning" client created in previous step.

    2. Select the ellipses (...), then API client and Manage Refresh Token for Integration.

      Screenshot of the View API Client with the option task to manage refresh tokens for integration

    3. Select the ISU created initially during Viva Learning setup.

      Screenshot of the Manage Refresh Tokens for Integration

    4. Enable "Generate new refresh token" checkbox, select OK.

    5. Copy the generated refresh token.

Get org ID

You need to enter the org IDs for which you want to get assignment and completion records. If you want to pull the data for all employees you can do so by adding all child org IDs for root ID in Workday. Follow below steps for same.

To generate the org IDs for a single department, please follow below steps.

  1. Go to your Workday portal. Search for the organization for which you want to sync the assignment and completion records. If you want to select the data for all employees, search for root org.

  2. Select the organization under category Organizations.

  3. Select the ellipses (...) and select Integration IDs and then View IDs.

    Screenshot of the View IDs options within the Organizations menu

  4. Select the Workday ID mentioned above. Save this ID for later as this will be used as a configuration parameter.

    Screenshot of the Integrations ID section with the ID highlighted

  5. Run following report "Headcount Report" on Workday and select root org. It gives you a list of all departments under root org.

  6. Select ellipses (...) and select Integration IDs and then View IDs.

  7. Select the Workday ID mentioned above. Save this ID for later as this will be used as a configuration parameter.

  8. In large tenant, generate org IDs for departments under root ID

  9. If your tenant has large employee base, instead of adding the root ID you can add the child of root in configuration form.

  10. Run the "Headcount Report" on Workday and select root org. It gives you a list of all departments under the root org.

Screenshot of the Headcount Report.

Configure Workday on Viva Learning Admin tab

You need to have premium Viva Learning license to configure Workday. Global Admin or Knowledge Admin role is required to access Viva Learning Admin tab.

  1. Sign in to your Viva Learning app

  2. Navigate to Admin tab, then select Manage providers from left navigation menu.

    Screenshot of the Manage Providers tab in Viva Learning.

  3. Select Add provider and select Workday. Select Next.

  4. Fill in the following required configuration details for Workday:

    1. Display name: This information is the name of the carousel under which Workday learning content appears for your organization in Viva Learning. If you don't enter a name, it displays the name "Workday".

    2. Workday catalog RaaS report URL: Enter the report URL, which was generated while creating RaaS for catalog. This URL consists of address for API endpoint and Workday username.

    3. Client ID, Client Secret, and refresh token: These are the values you created while enabling OAuth.

    4. Org ID (only If you want to enable the LRS). Manual full sync triggering is required for codev post adding/deleting any org ID. Full sync can be triggered from Manage providers.

      Screenshot of the Configure Workday window with the fields for name and client info.

  5. Select Save to activate Workday content in Viva Learning. It may take up to 24 hours for the content to display in the Viva Learning app.

  6. Once configured, Workday appears in the Configured providers list. You can track the sync status, sync time stamp and can download the sync logs.

    Screenshot of the manage providers list that includes the configured Workday provider

  7. If you want to enable LRS (Learner record sync) in Assignment and Completion, enable the LRS toggle.

  8. You can also use Manage providers to edit or delete the Workday configuration.

  9. Admins can also trigger full sync for catalog from "Full Sync" toggle in the catalog row.

Enable SSO for Workday

Viva Learning and Workday integration allows seamless authentication (SSO). On Teams Desktop and Web, users can directly consume a course on Workday portal without the need to sign in via Workday credentials. On Teams mobile, user need to enter the credentials for first time.

Refer to the SSO integration between Workday and Viva Learning.