Workday

Workday is considered the main source of truth for Okta user profile details.  For the most part values from Workday override valuse from Active Directory or Okta.

We continue to work with agencies and DAS to make Workday be the single source of truth and automate the syncing user account details from Workday to Okta and then on to Active Directory.  There are many situations where this currently cannot be done and so we have some accounts that are created in an agencies Active Directory that are then pushed to Okta and either automatically or manually tied to the Workday account via Workday accounts import process.  There is also ServiceNow request form that allows agencies to create an Okta account that may (see Agency Decoder table) trigger a process to create an associated ActiveDirectory account and email account (Gmail or M365).

Okta ONLY writes back primary email address to Workday.

You MUST be logged onto VPN if off State network in order to search for accounts and perform account imports using INT1076B.

Sync Workday to Okta

• Hourly there is script job in Workday named INT1076 that runs automatically pulling across all new Workday user changes (add, update, delete)

• The import process will automatically try to associate to the Okta user account based on first and last name exact matching.

INT1076B

If you don't want to wait for the hourly processes users with the Workday admin roles "????" can perform the following steps.  Currently Darwin or DAS are the only people who can grant someone the admin role "????" to execute INT1076B

1. Open Workday website 

2. In top search bar type in "launch" and select "Launch / Schedule Integration -- Task"

3. In the resulting popup window enter "Int" in the "Integration" field and press enter key

4. Select "INT1076 CC Okta Worker Bidirectional" and click the "OK" button

5. On the "Schedule an Intergration" form enter a user's name or employee id in the "Value" column field for the "Workers" row and press enter key

6. The result may return one or more records so make sure the one you want has a blue check mark to the left and then click anywhere in the white space below the table to ensure the record is selected.  You should now see the user record in gray.  Note you can selected multiple users if you like.

7. Press the "OK" button found in the lower left of the form

Name changes in Workday -- these are things end users should do

https://worksmart.iowa.gov/training/preferred-name-change

https://worksmart.iowa.gov/training/legal-name-change 

Change Phone Number

update your phone numbers by following this: https://worksmart.iowa.gov/training/contact-change 

1. To do this you must login to Workday via Okta (https://login.iowa.gov).  

2. Click your profile icon in the upper right corner and select "View Profile" from the popup.  

3. On the left nav now select the "Contact" menu link.  

4. Now on the upper middle of the "Contact" screen select the "Edit" button dropdown and select "Change Contact Information".  

5. Scroll down to the "Primary Phone" section and press the pencil icon to the right.  

6. Change the phone number and then scroll to the bottom of the page and press the "Submit" button.