Workday, Jira, and Okta use case (2024)

This use case guides you through connecting Workday, Jira, and Okta to Workato to create a multi-application automation.

# What does this recipe do?

This recipe monitors Workday for new employees. The recipe creates a new user in Jira and Okta when a new employee is detected in Workday.

flowchart TDsubgraph M[Configuration]direction TBsubgraph D[Workday New employee trigger]direction RLdirection RLsetup --- TriggerclassDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px;endsubgraph H[Jira Create user action]Action --- E[setup]classDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px;endsubgraph R[Okta Create user action]AA[Action] --- EE[setup]classDef default fill:#b3e0e1,stroke:#51c2b9,stroke-width:1px;endendA([Create recipe]) --> M --> B([Automated workflow])D --> HH --> RclassDef default fill:#c7eded,stroke:#51c2b9,stroke-width:2px;

# Create your recipe

Complete the following steps to create a recipe that monitors Workday for new employees. When activity is detected, it creates a new user in Jira and a new user in Okta:

USE CASES ARE INTENDED AS EXAMPLES ONLY

This use case is intended to serve as an example. Recipe modifications such as trigger and action configuration and conditional logic may require adjustments if you plan to include this recipe in your own workflow.

1

Sign in to your Workato account and navigate to the workspace project where you plan to add the recipe.

2

Set up connections for Workday, Jira, and Okta using the steps in the following sections:

Set up your Workday connection.

# Before connecting to Workday

Before integrating with Workday using third-party services like Workato, we recommend using an Integration System User (ISU). Using an ISU ensures that all integration operations are logged under a designated user, separate from regular workflow processes. This is essential as changes to a regular worker’s security profile or their termination could disrupt integrations reliant on their account. For enhanced security, limit each ISU to a single integration system, such as Workato.

Additionally, if your integration involves custom objects in Workday, you must register a Workday API client. This step is required as the Workday REST API requires authentication through an OAuth client setup.

# Authentication requirements

The Workday connector supports both OAuth 2.0 and basic authentication methods. However, OAuth 2.0 authentication is required for working with the Workday REST API and custom objects. We recommend that you avoid using the deprecated Hybrid authentication method.

# Connection setup using OAuth 2.0 authentication

To configure your Workday connection in Workato using OAuth 2.0 authentication, complete the following steps:

1

Enter a unique Connection name to identify your Workday account in Workato.

Workday, Jira, and Okta use case (1) Label your connection

2

Choose OAuth 2.0 as the Authentication type. This method is required for working with custom objects and for querying data using Workday Query Language (WQL) with the Workday REST API.

3

Select the Workday web services version appropriate for your Workday tenant. We recommend choosing the newest version available for access to the latest features and updates.

4

Locate and enter your Tenant ID from the URL when logged into Workday. For example, in https://impl.workday.com/sample_company/d/home.htmld, the tenant ID is sample_company.

5

Provide the WSDL URL associated with your Workday services.

6

Enter the Client ID and Client Secret from your API client settings.

7

Optional. Input your Refresh token if you are using an API client for integrations.

8

Enter your Authorization endpoint and Token endpoint from your API Client settings to complete the OAuth flow.

9

Select the Workday tenant timezone that matches your Workday tenant's settings. By default, Workday uses Pacific Standard Time (PST).

10

Optional. Click Advanced settings to configure the Advanced XML payload for multiple ID values field.

By default, when constructing the XML from your input, Workato wraps each value in fields with multiple values within its own container.

For example:

<languages><language>english</language></languages><languages><language>chinese</language></languages>

If you set the value to Yes, Workato unwraps these values, presenting them in a single container:

<languages><language>english</language><language>chinese</language></languages>

Consider enabling this if you encounter invalid payload errors.

12

Click Connect to initiate the authorization process and complete the connection setup.

# Connection setup using basic authentication

To set up your Workday connection in Workato with basic authentication, complete the following steps:

1

Enter a unique Connection name to identify your Workday account in Workato.

Workday, Jira, and Okta use case (2) Label your connection

2

Select Basic as the Authentication type. This method uses your Workday username and password for integration.

3

Select the Workday web services version appropriate for your Workday tenant. We recommend choosing the newest version available to access the latest features and updates.

4

Locate and enter your Tenant ID from the URL when logged into Workday. For example, in https://impl.workday.com/sample_company/d/home.htmld, the tenant ID is sample_company.

5

Provide the WSDL URL associated with your Workday services.

6

Input your Workday Login name and Password.

7

Select your Workday tenant timezone that matches your Workday tenant's settings. By default, Workday uses Pacific Standard Time (PST).

8

Click Advanced settings to configure the Advanced XML payload for multiple ID values field. By default, fields with multiple values are wrapped within a container. Set this option to yes to unwrap the values.

9

Review the information you entered to ensure it's correct.

10

Click Connect to initiate the authorization process and complete the connection setup.

Set up your Jira connection.

1

Click Create > Connection.

2

Search for and select Jira in the New Connection page.

3

Provide a name for your connection in the Connection name field.

Workday, Jira, and Okta use case (3)Jira connection setup

4

Use the Location drop-down menu to select the project where you plan to store the connection.

5

Select your Connection type.

6

Use the Auth type drop-down menu to select the authentication method you plan to use. Supported options are Basic, API token, OAuth 2.0, and Personal access token.

7

Provide your Host name. For example, if your Jira URL is https://acme.atlassian.net, your host name is acme.atlassian.net.

8

Click Connect.

Set up your Okta connection.

1

Search for and select Okta in the New Connection page.

Workday, Jira, and Okta use case (4)Select Okta as your app

2

Provide a name for your connection in the Connection name field.

Workday, Jira, and Okta use case (5)Okta connection setup

3

Use the Location drop-down menu to select the project where you plan to store the connection.

4

Select the Authentication type you plan to use for your connection. Options are Authorization code grant, Client credentials, and API key.

5

Provide your Okta domain. You can find it in your Okta URL (for example, mycompany.okta.com or mytest.oktapreview.com).

6

Fill in other fields as required by your selected authentication method.

7

Click Connect.

3

Click Create > Recipe.

4

Provide a name for your recipe in the Name field and select the project in which you plan to store the recipe from the Location drop-down menu.

5

Ensure that Trigger from an app is selected under Pick a starting point and click Start building.

Workday, Jira, and Okta use case (6)Set up your recipe

6

Set up your Workday New business object trigger.

1

Search for Workday in the Choose an app search box and select the Workday connection app you created in the preceding steps.

Workday, Jira, and Okta use case (7)Select Workday as your app

2

Select New/updated business object as your trigger.

Workday, Jira, and Okta use case (8)Select New/updated business object as your trigger

3

Use the calendar modal to select the date from which your recipe should begin to monitor events in the When first started, this recipe should pick up events from field.

Workday, Jira, and Okta use case (9)Set up your trigger

4

Use the Business object drop-down menu to select the object you plan to monitor for changes. For example, workers or employees.

5

Click Save.

7

Click the + Add step button and select Action in app.

8

Search for Jira in the Choose an app search box and select the Jira connection you created in the preceding steps.

Workday, Jira, and Okta use case (10)Choose Jira as your app

9

Set up your Jira Create user action.

1

Select Create user as your action.

Workday, Jira, and Okta use case (11)Select Create user

2

Map the Workday Email address | Step 1 datapill into the Email address field.

Workday, Jira, and Okta use case (12)Set up Create user

3

Map the Workday Worker_Reference(Employee ID) | Step 1 datapill into the Display name field.

4

Use the Products drop-down menu to select the products for which you plan to grant access to the user.

5

Click Save.

10

Click the + Add step button and select Action in app.

11

Search for Okta in the Choose an app search box and select the Okta connection app you created in the preceding steps.

12

Set up your Okta Create user action.

1

Select Create user as your action.

Workday, Jira, and Okta use case (13)Select Create user as your action

2

Map the Workday First name | Step 1 datapill into the First name field and the Workday Last name | Step 1 datapill into the Last name field.

Workday, Jira, and Okta use case (14)Map the datapills for your action

3

Map the Workday Email address | Step 1 datapill into the Primary email ID field and the Workday Email address | Step 1 datapill into the Username field. The Username field must contain an email address.

4

Click Save.

Your Workday, Jira, and Okta recipe is ready to test and implement.

Workday, Jira, and Okta use case (2024)

FAQs

How to integrate Workday with Okta? ›

Add Integration Attributes to the Integration System
  1. Create an Okta service account.
  2. Make the service account an Application Administrator of the Workday application.
  3. Sign in to Okta as this user.
  4. From the Admin Dashboard page, go to SecurityAPI.
  5. Click Create Token and then enter a relevant name for it.

Does Workday use Jira? ›

Workday updates come through regularly for HR teams and organizations. Learn how Atlassian IT manages and streamlines those updates using Jira.

Is Okta and Workday the same? ›

Okta and Workday partner to make lifecycle management easier, faster, and safer for you and your company. Okta's pre-built integration unifies HR and IT, using employee data and updates in Workday to inform the user lifecycle across IT systems, including Active Directory, SaaS and on-premises applications.

Does Workday have a rest API? ›

Workday REST API: The REST API allows developers to interact with Workday's services using standard HTTP methods.

How to configure SSO in Workday? ›

Configure SSO in Workday

Navigate to the Edit Tenant Setup - Security page by searching for Edit Tenant Setup in the home screen search box and then click the Edit Tenant Setup - Security option in the search results. Scroll down to the Single Sign-On section and expand it, if not already expanded.

Who uses Jira the most? ›

Companies using JIRA Software for productivity are majorly from United States with 35,728 customers. 51.58% of JIRA Software customers are from the United States. Other top countries using JIRA Software are United Kingdom and India with 7,112(10.27%) and 5,944(8.58%) customers respectively.

Can Jira be used for workflow? ›

Workflows in Jira ensure team member understands what's on their plate and can see the status of everyone else's workload. Workflows can be associated with particular projects and, optionally, specific issue types by using a workflow scheme.

Can Jira be used as a timesheet? ›

Introducing Timesheet Tracking for Jira, a powerful plugin designed to streamline your time management and reporting.

Why do companies use Okta? ›

Okta helps organizations connect different populations and geographies without the need to set up Active Directory Trusts, modify firewall policies, or invest in more infrastructure to connect them all together.

Why use Okta instead of Google? ›

Authentication. Google SSO leverages your employees' workspace identities for authentication and authorization. With Okta, you can choose to use its universal directory to store and manage identities or draw from your existing directory (that is,Google Workspace or Microsoft AD).

What companies uses Okta? ›

Companies using Okta Identity Cloud for Identity and Access Management (IAM) include: Mitsubishi Heavy Industries, a Japan based Manufacturing organisation with 77991 employees and revenues of $3860.28 billion, Apple, a United States based Professional Services organisation with 150000 employees and revenues of $383.29 ...

How do I add integration to Okta? ›

In the Admin Console, go to ApplicationsApplications. Click Browse App Catalog. Enter the name of the app integration in the Search field, click the application tile, and click Add Integration. Make sure that the app integration has Okta verification, SAML authentication, and allows provisioning.

How to do integration in Workday? ›

Workday Integration
  1. Step One: Log in to the Workday Tenant using an Administrator Account.
  2. Step Two: Create an Integration System User (ISU) ...
  3. Step Three: Create a Security Group and assign the Security Group to the ISU. ...
  4. Step Four: Configuring Domain Security Policy Permissions. ...
  5. Step Five: Activate Security Policy Changes.
Jun 25, 2024

How do I add Workday to my authenticator app? ›

Download the Google Authenticator app from your device's app store, launch the app, click the plus button to add an account, choose enter a setup key, enter Workday for the account name, copy the secret key from the Workday app, paste the key into Google Authenticator, click Add, tap on Workday in Google Authenticator ...

How do I connect Okta to workflows? ›

Nov 21, 2023
  1. In the Okta Workflows Console, go to Connections.
  2. Click New Connection. ...
  3. Select the Okta connector. ...
  4. In the New Connection window, enter the Connection Nickname. ...
  5. Open a new tab and navigate to the Okta Admin Console.
  6. Navigate to Applications -> Applications, and select the Okta Workflows OAuth application.

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