Workday Integration with Salesforce CRM A Complete Guide to Synchronizing Employee and Sales Data
by: Darren TrumblerPosted on:

Workday Integration with Salesforce CRM: A Complete Guide to Synchronizing Employee and Sales Data

Table of Contents

Why Should Businesses Integrate Workday with Salesforce?

In a world where businesses rely on seamless data flow, integrating Workday with Salesforce CRM is becoming an essential strategy for companies looking to optimize their HR and sales operations. Imagine a scenario where a top-performing sales executive is promoted, but due to data silos, their role is not updated in Salesforce, leading to errors in commission calculations and delayed approvals. These inefficiencies can slow down operations and impact overall business growth.

The integration between Workday and Salesforce enables businesses to synchronize employee data, automate workflows, and enhance decision-making by aligning HR and sales metrics. This article provides a step-by-step guide to successfully integrating Workday with Salesforce, addressing common challenges, and leveraging automation for efficiency.

Understanding Workday and Salesforce: The Power Duo

What is Workday?

Workday is a cloud-based human capital management (HCM) and financial management system that helps businesses manage HR, payroll, benefits, and workforce analytics. It is widely used by enterprises and mid-sized businesses to streamline HR processes and ensure compliance with labor laws.

What is Salesforce CRM?

Salesforce is the world’s leading customer relationship management (CRM) platform that enables businesses to manage customer interactions, sales performance, and marketing automation. Companies use Salesforce to track sales pipelines, manage customer relationships, and forecast revenue.

When these two platforms are integrated, businesses can create a single source of truth for HR and sales teams, leading to better coordination and increased operational efficiency.

Key Benefits of Integrating Workday with Salesforce

1. Real-Time Employee and Sales Data Synchronization

Integration ensures that employee information (such as new hires, promotions, and role changes) is automatically updated in Salesforce. This eliminates manual data entry and prevents discrepancies in role-based access or commission calculations.

2. Improved Sales Compensation and Performance Tracking

By linking HR data with sales performance metrics, businesses can accurately calculate commissions, bonuses, and incentives based on real-time performance data.

3. Enhanced Workflow Automation

Automating workflows between HR and sales teams reduces administrative burdens, such as onboarding sales reps, setting up permissions, and assigning territories based on predefined rules.

4. Better Compliance and Security

Ensuring that only authorized employees have access to customer data helps maintain compliance with data protection laws and company policies.

5. Improved Employee Experience

Sales representatives can access their performance metrics, compensation details, and career growth opportunities directly within Salesforce, creating a seamless employee experience.

How to Integrate Workday with Salesforce: Step-by-Step Guide

Step 1: Define Your Integration Objectives

Before starting the integration, identify key goals, such as:

  • Automating employee data updates in Salesforce
  • Linking sales performance with HR records
  • Generating real-time compensation reports

Step 2: Choose the Right Integration Method

Businesses can integrate Workday and Salesforce using the following methods:

1. Workday’s REST and SOAP APIs

Workday provides REST and SOAP APIs that allow developers to fetch and update employee data in real time. This method is ideal for businesses requiring custom integrations with high flexibility.

Example: Fetching Employee Data from Workday using REST API
GET /ccx/service/customercode/Human_Resources/v35.0/Workers
Host: your_workday_instance.workday.com
Authorization: Basic {Base64EncodedCredentials}
Content-Type: application/json

Steps to Implement:

  1. Obtain Workday API Credentials: Set up API client credentials in Workday.
  2. Configure Authentication: Workday APIs require Basic Authentication or OAuth2.0.
  3. Map Workday Employee Fields to Salesforce Objects: Ensure that Workday’s Worker_ID aligns with Salesforce’s User_ID.
  4. Set Up a Salesforce Apex REST Class to consume Workday API responses and sync them to Salesforce.
Salesforce Integration via Apex Callout
public class WorkdayIntegration {
    public static void fetchEmployeeData() {
        HttpRequest req = new HttpRequest();
        req.setEndpoint('https://your_workday_instance.workday.com/ccx/service/customercode/Human_Resources/v35.0/Workers');
        req.setMethod('GET');
        req.setHeader('Authorization', 'Basic Base64EncodedCredentials');
        req.setHeader('Content-Type', 'application/json');
        Http http = new Http();
        HTTPResponse res = http.send(req);
        System.debug(res.getBody());
    }
}

2. Salesforce Connect (OData Integration)

Salesforce Connect allows real-time access to Workday data using OData Services.

Steps to Set Up Salesforce Connect:
  1. Enable OData in Workday: Workday must be configured as an OData provider.
  2. Add an External Data Source in Salesforce: Navigate to Setup → External Data Sources → New External Data Source.
  3. Choose OData 2.0 or 4.0: Select the OData version compatible with Workday.
  4. Create External Objects in Salesforce: These will be used to reference Workday data dynamically.
  5. Test Data Access: Ensure that Workday data appears as expected in Salesforce.

3. Middleware Integration (CloudApper, MuleSoft, Dell Boomi, Workato, Jitterbit)

Middleware solutions provide a No-Code, low-code approach to integrating Workday and Salesforce. These platforms enable event-driven or scheduled data synchronization.

Example: MuleSoft Integration Steps
  1. Install Workday and Salesforce Connectors in MuleSoft Anypoint Platform.
  2. Configure API Credentials for both Workday and Salesforce.
  3. Set Up Data Mapping: Use MuleSoft’s DataWeave to transform Workday’s XML response to Salesforce’s JSON format.
  4. Deploy the Integration Flow: Schedule real-time or batch jobs to sync data.

Step 3: Configure API Access and Authentication

To enable secure communication between Workday and Salesforce, proper API access and authentication mechanisms must be configured. Follow these steps to establish a robust connection:

Workday API Configuration

  1. Enable API Access: In Workday, navigate to Workday Studio or Workday Integration System and ensure API access is enabled for your environment.
  2. Create an Integration System User (ISU):
    • Go to Workday Tenant → Create Integration System User.
    • Assign necessary security groups (e.g., Report Writer, Get Worker Data access).
    • Generate an API key or use OAuth for authentication.
  3. Register API Client (OAuth):
    • Navigate to Workday OAuth2 Client Registration.
    • Create a new client, selecting Client Credentials or Authorization Code flow.
    • Store the generated client_id and client_secret securely.
  4. Expose Workday REST/SOAP Endpoints:
    • For REST API: Identify required endpoints, such as /workers, /compensation, or /jobs.
    • For SOAP API: Obtain the WSDL URL from Workday Web Services and configure access.
    • Example Workday REST API Call (cURL): 
      curl -X GET "https://yourtenant.workday.com/ccx/api/v1/workers" \
-H "Authorization: Bearer YOUR_ACCESS_TOKEN"

Salesforce API Configuration

  1. Set Up Named Credentials:
    • Navigate to Salesforce Setup → Named Credentials.
    • Configure Workday API base URL and authentication method (OAuth 2.0 or Basic Auth).
    • Store Workday’s client_id, client_secret, and access token securely.
  2. Create an External Data Source:
    • Navigate to Setup → External Data Sources.
    • Select OData 2.0 or OData 4.0 if Workday supports OData services.
    • Enter Workday’s API URL and authentication method.
  3. Use Apex to Make API Calls (Example):
    • Create an Apex class for Workday API communication: 
      public class WorkdayIntegration {
    private static final String WORKDAY_ENDPOINT = 'https://yourtenant.workday.com/ccx/api/v1/workers';
    
    public static HttpResponse getEmployeeData() {
        Http http = new Http();
        HttpRequest request = new HttpRequest();
        request.setEndpoint(WORKDAY_ENDPOINT);
        request.setMethod('GET');
        request.setHeader('Authorization', 'Bearer ' + getAccessToken());
        return http.send(request);
    }
    
    private static String getAccessToken() {
        // Implement OAuth 2.0 token retrieval logic here
        return 'YOUR_ACCESS_TOKEN';
    }
}
  4. Test API Calls in Postman or Workbench:
    • Use Postman to send test requests to Workday’s API.
    • In Workbench (workbench.developerforce.com), perform SOQL queries to validate data flow.

By following these steps, you will establish a secure and seamless integration between Workday and Salesforce, enabling real-time synchronization of employee data and sales performance metrics.

Step 4: Map Data Fields Between Workday and Salesforce

To ensure seamless and accurate data transfer between Workday and Salesforce, it is essential to map corresponding fields correctly. This process involves aligning Workday’s HR and payroll data structures with Salesforce’s user and sales hierarchy.

1. Identify Key Workday and Salesforce Objects

  • Workday Objects: Workers, Jobs, Compensation, Organizations, Supervisory Structures.
  • Salesforce Objects: Users, Roles, Opportunities, Reports, Custom Objects (if needed).

2. Define Critical Field Mappings

Workday Field Salesforce Field Data Type
Employee ID Salesforce User ID String
First Name First Name String
Last Name Last Name String
Job Title Salesforce Role String
Work Email Email String
Department Department (Custom Field) String
Manager Name Reporting Hierarchy Lookup
Salary & Commission Compensation Reports Decimal
Employment Status Active/Inactive User Flag Boolean

3. Transform Data for Compatibility

  • Workday Employee ID may use alphanumeric values, while Salesforce User ID is a unique 18-character identifier. Implement a transformation function to match formats.
  • Workday Manager Name is typically stored as FirstName LastName, while Salesforce uses a hierarchical lookup field. Use a script to convert manager names to Salesforce User IDs.
  • Workday Salary & Commission is stored in currency format; Salesforce compensation reports require aggregation. Implement conversion logic using Apex triggers or middleware.

4. Implement Field Mapping in Apex (Example Code)

public class WorkdayToSalesforceMapper {
    public static User mapWorkdayEmployeeToSalesforce(JsonNode workdayEmployee) {
        User salesforceUser = new User();
        salesforceUser.EmployeeNumber = workdayEmployee.get('Employee_ID').asText();
        salesforceUser.FirstName = workdayEmployee.get('First_Name').asText();
        salesforceUser.LastName = workdayEmployee.get('Last_Name').asText();
        salesforceUser.Title = workdayEmployee.get('Job_Title').asText();
        salesforceUser.Email = workdayEmployee.get('Work_Email').asText();
        salesforceUser.Department = workdayEmployee.get('Department').asText();
        salesforceUser.ManagerId = getSalesforceManagerId(workdayEmployee.get('Manager_Name').asText());
        return salesforceUser;
    }
    
    private static String getSalesforceManagerId(String workdayManagerName) {
        List<User> managers = [SELECT Id FROM User WHERE Name = :workdayManagerName LIMIT 1];
        return managers.isEmpty() ? null : managers[0].Id;
    }
}

5. Test Mapping with Sample Data

  1. Extract Workday employee data using the REST API: 
    curl -X GET "https://yourtenant.workday.com/ccx/api/v1/workers" \
-H "Authorization: Bearer YOUR_ACCESS_TOKEN"
  2. Run the Apex function to transform Workday data into Salesforce format.
  3. Insert mapped records into Salesforce using the Database.insert() method.

By ensuring proper field mapping and data transformation, Workday employee data will seamlessly integrate into Salesforce, enhancing workforce and sales performance tracking.

Step 5: Set Up Automated Workflows

To streamline data synchronization and process automation between Workday and Salesforce, leverage Salesforce Flow, Workday Business Process Framework (BPF), or integration automation platforms such as CloudApper, MuleSoft, Workato, or Boomi.

1. Automating Role Updates in Salesforce When an Employee is Promoted in Workday

Workday Configuration:

  1. Navigate to Workday Studio or Workday Integration System.
  2. Create a Custom Report that extracts employee job title changes:
    • Include fields: Employee ID, Old Job Title, New Job Title, Effective Date.
  3. Set up a Workday Integration Event that triggers this report whenever a job title change is recorded.
  4. Configure the Workday API (REST/SOAP) to send data to Salesforce.

Salesforce Flow Configuration:

  1. In Salesforce Setup, go to Flow Builder.
  2. Create a Record-Triggered Flow for the User object.
  3. Set the trigger condition:
    • If Job_Title__c changes.
  4. Action: Update User Role based on the mapped Workday job title.
  5. Use Apex Invocable Methods if advanced logic is needed: 
    public class UpdateUserRole {
    @InvocableMethod
    public static void updateRole(List<User> users) {
        for (User u : users) {
            if (u.Job_Title__c == 'Senior Sales Manager') {
                u.ProfileId = [SELECT Id FROM Profile WHERE Name='Sales Manager' LIMIT 1].Id;
            }
        }
        update users;
    }
}
  6. Deploy the flow and test with sample data from Workday.

2. Automating Commission Recalculations Based on Updated Performance Data

Workday Integration Steps:

  1. Identify Workday reports tracking sales quotas and commission earnings.
  2. Configure a Workday outbound integration to send commission updates daily.
  3. Use Workday Web Services (WWS) or Workday RaaS (Reports-as-a-Service) to expose commission data.

Middleware Setup (MuleSoft Example):

  1. Set up a MuleSoft flow:
    • HTTP Listener receives Workday data.
    • Data transformation maps Workday commission fields to Salesforce compensation reports.
    • Salesforce connector updates Opportunity and Commission custom objects.
  2. Example MuleSoft DataWeave transformation: 
    %dw 2.0
output application/json
---
{
    "SalesforceId": payload.EmployeeID,
    "Commission": payload.NewCommissionAmount,
    "EffectiveDate": payload.EffectiveDate
}
  3. Deploy the integration and test updates via Postman or Workday API calls.

3. Testing and Monitoring Workflows

  • Enable debugging in Salesforce Flow to track automation execution.
  • Use Workday Integration Logs to verify API calls.
  • Implement real-time error handling in middleware solutions.
  • Set up alerts and notifications in Workday and Salesforce for failed workflow executions.

By automating key processes such as role updates and commission recalculations, businesses can ensure seamless data synchronization and reduce manual workload, improving overall efficiency and accuracy.

Step 6: Test and Validate the Integration

Thorough testing is essential to ensure that the Workday-Salesforce integration functions as expected. Follow these detailed steps to validate data accuracy, security, and error handling.

1. Conduct End-to-End Testing

Unit Testing:

  • Test individual components such as API connections, middleware logic, and Salesforce Flow triggers.
  • Use Postman to manually send API requests to Workday and verify responses.
  • Validate that Salesforce receives and processes Workday data correctly.

Integration Testing:

  • Simulate real-world data sync scenarios:
    • Create a test employee in Workday and verify that it appears in Salesforce.
    • Update job titles and confirm that user roles in Salesforce are updated accordingly.
    • Modify compensation data in Workday and check Salesforce reports for accuracy.
  • Use Apex Debug Logs and Workday’s Integration Logs to trace data flow.
  • Perform API validation:
    • Use Workday API Explorer to inspect payloads.
    • Enable Salesforce Debug Mode to track incoming Workday API calls.

User Acceptance Testing (UAT):

  • Provide test scenarios to HR, Sales, and IT teams.
  • Ensure that non-technical users can verify data accuracy.
  • Use Salesforce Data Loader to test bulk updates.
  • Perform edge case testing (e.g., handling of missing or invalid employee records).

2. Verify Role-Based Access Control (RBAC)

  • Ensure that only authorized users can access employee data in Salesforce.
  • Validate Workday Security Groups to restrict API access.
  • Configure Salesforce Permission Sets for HR and Sales teams: 
    Setup > Permission Sets > New Permission Set > Assign API Access to Workday Data
  • Conduct penetration testing using Salesforce Shield Event Monitoring.

3. Identify and Resolve Errors Before Deployment

  • Use Salesforce Exception Logs to capture API failures.
  • Implement error-handling mechanisms in middleware (e.g., retry logic in MuleSoft or Workato).
  • Review Workday Integration Event Logs to detect failed API calls.
  • Use Automated Tests:
    1. Create test scripts in Selenium or JUnit for UI/API validation.
    2. Set up Postman Collections for API regression testing.

4. Deployment Readiness Checklist

✔ Ensure API authentication tokens are securely stored and rotated.

✔ Validate data mapping and transformation rules.

✔ Confirm error logging and monitoring are in place.

✔ Run a final test with live data in a sandbox environment.

✔ Schedule deployment during off-peak hours to minimize disruptions.

By following these steps, businesses can confidently deploy the Workday-Salesforce integration, ensuring seamless data synchronization, security compliance, and system reliability.

Step 7: Monitor and Optimize Performance

After deploying the integration, it’s crucial to continuously monitor the system’s performance to identify potential bottlenecks and areas for optimization. This can be done by using Workday’s built-in reporting tools, as well as Salesforce’s performance dashboards. Below are detailed steps and instructions for monitoring and optimizing the integration:

  1. Workday Reporting:

    • Use Workday Studio to create custom reports that track the performance of the integration. You can generate reports to monitor data exchange processes, job execution times, and error logs.
    • In Workday, navigate to Workday > Reporting > Create Report. Select the data source that pertains to your integration process, such as Integration Events, Integration System Logs, or Inbound/Outbound Interfaces. Focus on data related to job failures, delays, and performance metrics.
    • Example: You can create a report that tracks the number of records processed per batch or the time it takes for a specific integration task to complete. By comparing historical and real-time data, you can identify potential performance issues.

    To track integration job failures:

    • In the Workday report designer, add filters for Job Status (filter by “Error” or “Warning”) and Integration Task.
    • Schedule the report to run at regular intervals to get alerts when job failures occur.

  2. Salesforce Dashboard:

    • In Salesforce, leverage Salesforce Reports and Dashboards to create visual performance metrics and monitor the success of the data flow between Salesforce and Workday.
    • Create a custom report that pulls data from integration-related fields, such as API Response Time, Failed Records, or Sync Status.
    • Use Salesforce Developer Console to track the performance of API calls and batch jobs. You can also use the Apex logs to track issues with integration.

    Example:

    • Use a Custom Report to show the number of successful API calls vs. failed API calls between Salesforce and Workday.
    • Set up a Dashboard that shows key metrics like:
      • Number of records updated in Workday per day
      • Average API response time
      • Total number of API calls per integration
      • Error rates, with filters for different status types such as “Success,” “Error,” and “In Progress.”

  3. Error Monitoring and Logging:

    • Enable Error Logging in both Workday and Salesforce. In Workday, you can configure logging settings for each integration task (via Workday Studio or Workday Cloud Integration) to capture detailed error logs.
    • For Salesforce, set up Apex Exception Logs to capture errors in real-time. Ensure these logs are detailed enough to show the specific reasons behind failed records or data transfer issues.

    Example:

    • In Salesforce, use the following Apex code to log integration errors:
      apex
      try {
      // Integration logic
      } catch (Exception e) {
      System.debug('Error occurred: ' + e.getMessage());
      // Optionally, write to a custom error log object
      }
    • Configure Real-time Notifications for errors or performance issues using Salesforce’s Process Builder or Flow to automatically trigger alerts (e.g., emails or task creation) when an error threshold is reached.

  4. API Monitoring:

    • Monitor API calls and their response times in Salesforce using API Usage Logs. Salesforce provides the API Usage report that helps you track the number of API calls made per day, as well as the success or failure of these calls.
    • In Workday, use the Workday Web Services to monitor the performance of your API calls. Enable logging for inbound and outbound integrations and track latency, time taken for data exchange, and response codes.

    Example:

    • In Salesforce, under Setup > System Overview, review the API Usage section to track the number of calls made and identify whether you’re hitting any API limits.
    • Implement Rate Limiting in your integration to avoid hitting Salesforce’s API limits. Ensure your integration handles retries efficiently when the API is unavailable.

  5. Batch Jobs and Scheduling:

    • In Workday, if you’re using Workday Integration Cloud, monitor Batch Jobs to see how long each job takes to process and whether any jobs are delayed.
    • Optimize batch jobs by tuning the frequency and payload size. For example, if a batch job is too large and causing timeouts, consider splitting it into smaller chunks and rescheduling to run at off-peak hours.

    Example:

    • In Workday, go to Workday > Integration > Integration System and select your integration. Check the Job Duration and analyze whether it’s taking longer than expected.
    • In Salesforce, use Apex Scheduler to manage batch job timings and optimize performance.

    Example of an optimized batch process in Salesforce:

    apex
    global class OptimizedBatchJob implements Database.Batchable<SObject> {
    global Database.QueryLocator start(Database.BatchableContext BC) {
    return Database.getQueryLocator([SELECT Id FROM Account WHERE LastModifiedDate > :lastRunDate]);
    }    global void execute(Database.BatchableContext BC, List<SObject> scope) {
    // Processing logic here
    }global void finish(Database.BatchableContext BC) {
    // Send notifications or logs after processing
    }
    }

  6. Performance Optimization:

    • Based on the data collected from reports, logs, and API monitoring, identify and address performance bottlenecks.
      • Optimize Data Load: If data loads are slow, consider reducing the payload size, optimizing the database queries, or using incremental data synchronization (sync only changed records).
      • Improve API Response Times: If API response times are high, consider caching frequently used data, optimizing API call frequency, or improving error handling to reduce retries.

  7. Continuous Improvement:

    • Set up a continuous improvement plan by using Version Control (e.g., Git) to track changes in the integration scripts, and analyze performance over time to ensure the integration remains optimal.
    • Regularly review and update your integration to account for changes in both Workday and Salesforce APIs or data models.

By following these steps and utilizing the reporting tools in both Workday and Salesforce, you can actively monitor the integration’s performance, optimize it for better efficiency, and address potential issues before they affect the overall process.

Common Integration Challenges and Solutions

1. Data Inconsistencies

  • Solution: Use middleware for data transformation and validation before syncing between Workday and Salesforce.

2. API Rate Limits

  • Solution: Implement batch processing and optimize API calls to stay within Workday and Salesforce limits.

3. Security and Compliance Risks

  • Solution: Set up role-based access controls and encryption to protect sensitive employee data.

4. Real-Time vs. Batch Processing Dilemmas

  • Solution: Choose real-time updates for critical data (job changes, role updates) and batch updates for less time-sensitive data (historical sales reports).

Conclusion: Streamline Your HR and Sales Operations with Workday-Salesforce Integration

Integrating Workday with Salesforce CRM is a game-changer for businesses that rely on efficient workforce management and sales performance tracking. By synchronizing employee data, automating workflows, and enhancing sales compensation accuracy, companies can eliminate inefficiencies and boost productivity.

With the right integration strategy, businesses can ensure a seamless data flow, improve compliance, and enhance both employee experience and revenue growth. Whether you choose APIs, middleware, or Salesforce Connect, the key is to plan strategically, test thoroughly, and continuously optimize your integration for long-term success.

Would you like expert guidance on implementing Workday-Salesforce integration? Contact us today to streamline your operations and maximize efficiency!

 

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