Integrate with Workday using OAuth 2.0

Integrate your Software Asset Management application with the Workday application using OAuth 2.0 authentication method to track your software subscriptions.

Configure permissions in Workday

To set up the Workday integration successfully, configure permissions in Workday for the OAuth 2.0 authentication method.

Before you begin

Role required: Users having roles such as Security Admin, Integration Admin, Integration Auditor, who can create Integration System Users and assign required security policies.

Procedure

1. Register an Integration System User.

   Note: While filling out account information details, the Do Not Allow UI Sessions check box should be kept cleared to allow login and authentication.

2. Create a security group and assign it to the Integration System User.

   1. In Action, navigate to Security Group > Maintain Domain Permissions for Security Group and provide the following permission:

      Operation	Domain Security Policy	Functional Areas
      Get Only	Worker Data: Current Staffing Information	Staffing
      View Only	Person Data: Work Address	Contact Information
      View Only	Worker Data: Active and Terminated Workers	Staffing
      View Only	Workday Accounts	System
      View and Modify	WQL for Workday Extend	System
      View and Modify	Workday Query Language	System

      Note: Confirm that the domain security policies are activated for the security group using the active pending security policy changes.

Result

The new credentials for this Integration System User would be used to configure the connection in the ServiceNow instance.

Create Workday OAuth 2.0 credentials

Create Workday OAuth 2.0 credentials to get access to Workday APIs.

Before you begin

Role required: Users having roles such as Security Admin, Integration Admin, Integration Auditor, who can create Integration System Users and assign required security policies.

Procedure

1. Log in to your Workday account.

2. In the search bar, enter register API client and select Register API Client.

3. On the Register API Client page, fill in the fields.

   Field	Description
   Client Name	A unique name for the client application. For example, Workday HR spoke.
   Client Grant Type	Select Authorization Code Grant.
   Access Token Type	The type of access token. Select Bearer.
   Redirection URI	URL of your ServiceNow instance.
   Non-Expiring Refresh tokens	The option to enable refresh tokens which do not expire.
   Scope (Functional Areas)	Scopes required for the client application.
   Include Workday Owned Scope	The option to select scopes that are owned by Workday.

4. Select OK.

   The client ID and client secret are generated on the Register API Client page.

5. Copy the values in the Client ID and Client Secret fields and secure them for later use for Workday integration.

Create a Workday integration profile

Create a Workday integration profile to track software subscriptions and optimize licensing for your Workday applications.

Before you begin

Role required: admin, sam_admin, sam_integrator

Install the latest Workday HR spoke. For more information about the latest version, see the Spoke version section in Workday HR Spoke.

Important: You must select the Software Asset Management integration with Workday check box for this integration while installing optional features on the Application Manager page. For more information about choosing the required SaaS applications, see Request SaaS License Management.

About this task

If you’re using Software Asset Workspace, the option to create the Workday integration profile in Core UI is inactive.

Procedure

1. Navigate to the integration profile.

1. On the form, fill in the fields.

1. In the Download Subscription Subflow section, verify that the Subflow field is set to Workday Download Subscriptions.

   Note: The Download subscriptions check box is selected by default and you can't clear it.

2. Select Save.

   A draft integration profile gets created.

   The Connection & credential field appears and is automatically set to sn_workday_hr_spke.WorkdayHR.

3. Open the connection & credential aliases record by selecting the preview icon (

1. On the Connection & Credential Aliases form, select the Create New Connection & Credential related link.

2. In the dialog box, fill in the fields.

   Field	Description
   Connection Information
   Name	Name of the connection. For example, Workday HR Connection.
   Connection URL	URL for the connection, https://<workday_host>. For example,https://wd2-impl-services1.workday.com.
   Tenant name	Name of the Workday tenant.
   API Version	Version of the Workday API to use for requests.
   Credential Information
   Client ID	Client ID that you generated while creating a Workday OAuth credential. For more information, see Create Workday OAuth 2.0 credentials.
   Client Secret	Client Secret that you retrieved while creating a Workday OAuth credential.
   Authorization URL	URL used to authorize the OAuth connection. For example, https://<*auth-domain-name*>.workday.com/<*tenant*>/authorize
   Token URL	URL used to generate the OAuth token. For example, https://<*domain-name*>.workday.com/ccx/oauth2/<*tenant*>/token
   OAuth Redirect URL	https://<instance_name>/oauth_redirect.do, where the instance name is the name of your ServiceNow instance.

3. Select Create and Get OAuth Token.

   You're redirected to the Workday login page.

4. Log in to the Workday portal using the Integration System User credentials that you registered while configuring permissions in Workday.

   For more information, see Configure permissions in Workday.

5. In the Authorize Workday dialog box, select Allow to allow user permissions for Workday.

   The OAuth token is generated and you're redirected to your ServiceNow instance.

6. Under the FSE worker calculation tab, activate the worker categories covered by your contract by setting the value of Active to true and entering the FSE percentage.

7. If worker categories are listed in your contract but not available in the FSE worker calculation tab, add a new worker category.

   1. In the FSE worker calculation tab, select New.

   2. On the form, fill in the fields.

      Field	Description
      Worker Category	The worker category listed in your contract.
      FSE Percentage	The FSE percentage for the worker category that you added. Full Service Equivalent (FSE) is the method by which the subscriptions are calculated.
      Integration profile	The Workday integration profile that you created.
      Active	Option to make the worker category active.

   3. Select Submit.

8. Define the mapping of the newly created worker category.

   1. Select the Worker category tab and select New.

   2. On the form, fill in the fields:

      Field	Description
      Worker Type	The type of worker, either Employee or Contingent.
      Employee/Contingent worker type	The type of Employee or Contingent worker.
      Time Type	Indicates whether the worker is full-time or part-time.
      Worker Category	The worker category that you created.
      Integration profile	The Workday integration profile that you created.
      Active	Option to make the mapping active.

   3. Select Submit.

9. Activate the list of modules that are defined in your contract.

   1. Select the Modules tab.

   2. Open the module record.

   3. Set the Active field to True.

   4. Select Save.

10. Verify that there is at least one active record in all the tabs for your contract: FSE worker calculation, Worker category, and Modules, before publishing the connection.

11. On the integration profile form, select Validate Connection to verify the connection and credential details of this integration.

12. After the connection is verified, select Publish.

13. In the Publish Confirmation dialog box, select OK.

What to do next

After the integration connects, your ServiceNow instance automatically creates software models, reclamation rules, and software subscriptions that are refreshed daily.

After creating an integration profile, view information about the profile in the Software Asset Workspace by navigating to License operations > User subscription > Direct integration profiles. You can select an integration profile to view the following related lists. If all of the following related lists aren't visible for an integration profile in the default view, you can select the custom integration view from the Details tab:

• Software Models
• Unrecognized Subscription Identifiers
• Scheduled Jobs
• Scheduled Job Results
• Software Subscriptions
• Subscription Identifier Exclusion Rule
• Subscription User Exclusion Rule

After creating an integration profile, you can define subscription exclusion rules to keep certain subscriptions from license cost calculations. For more information, see Subscription exclusions for SaaS and SSO applications.

If you want to set up multiple integration profiles with unique connections, create child aliases to manage different configurations and settings for each integration profile. For more information, see Create a child alias to set up multiple integration profiles.

Review all automatically generated reclamation rules to reclaim user subscriptions. For more information, see Review a software reclamation rule.

Create software entitlements for the automatically generated software models to track used software against owned software.

• For more information on creating software entitlements in the Software Asset Management Core UI, see Create entitlements in Software Asset Management Core UI.
• For more information on creating software entitlements in the Software Asset Workspace, see Create entitlements in workspace.
• For more information on creating software entitlements using the Software Asset Management Playbook, see Create entitlements using the guided walk-through.

Reconciliation also runs on your subscriptions as a scheduled job or on-demand. You can view your reconciliation results in the License Workbench (Software Asset Management classic application) or the License usage view (Software Asset Workspace). Use these results to determine your license compliance position and to remediate any non-compliance.

• For more information on running reconciliation in the Software Asset Management classic application, see Run software reconciliation in Software Asset Management classic.
• For more information on running reconciliation in the Software Asset Workspace, see Run software reconciliation in the workspace.