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For companies using the Workday HR management tool, integrating with Microsoft’s Active Directory (AD) can significantly streamline user creation tasks. 

Active Directory user provisioning allows you to manage user access and permissions within the organization’s network.

In this article, we’ll guide you through the steps of synchronizing Workday with Active Directory. These enable you to provision employee accounts from Workday into on-premises Active Directory (AD).

How to Set Up Active Directory for Workday Integration

Before providing users with an active directory from Workday, you must learn how to integrate Microsoft’s directory service with this HR management software. 

Follow the steps below to successfully integrate AD and Workday.

Prepare Active Directory

First of all, you must prepare Microsoft AD to handle incoming data from Workday HR software.

Check whether your current AD system can support the user account details you plan to sync from Workday. Review and update the user provisioning app to ensure it has the custom attributes necessary for your organization.

Additionally, consider cleaning up Active Directory to remove outdated account details. It is also the perfect time to revoke access to non-active user accounts to guarantee data security. This cleanup can reduce sync errors and improve user provisioning.

Establish Secure Connectivity

It’s important to establish a secure connection between Workday and Microsoft AD to protect sensitive data.

Use robust authentication protocols and encrypted channels for data transmission. A VPN setup or SSL/TLS implementation will protect user account data while in transit.

Also, configure Workday and Microsoft AD’s privacy settings for data security. Limit access to authorized IT staff and enable security logs to track user access or changes.

Configure Synchronization Settings

Configuring the synchronization settings is another important step in the integration process.

Find the specific user attributes you want to sync from Workday to AD. Then, define how often you need to sync data. Depending on your company’s needs, you can choose to transmit data on a schedule (e.g., daily, weekly) or in real time.

You must also set up error-handling procedures to manage any issues that might arise during data sync. Define clear and default rules for what happens if the data transfer fails. You can ask the system to retry, send a notification, or stop for manual intervention.

Set Up Provisioning and De-provisioning Settings

Establish provisioning and de-provisioning settings in Microsoft Active Directory to manage user accounts effectively. This involves AD configuration to automatically create, update, or disable a user account based on the information from Workday.

For example, when new hires are added to Workday, the synchronization process  immediately creates an AD account with the appropriate access rights. Similarly, if employees leave the company and their Workday status is updated, their AD account should be disabled and removed accordingly.

Overall, setting up user provisioning and de-provisioning settings helps maintain data security and reduce administrative burden.

Consider Automating synchronization of Workday Data to Active Directory

Automating the data synchronization from Workday to Active Directory can significantly improve the efficiency and reliability of the integration. Automation minimizes manual interventions, reduces user errors, and ensures that the user data across systems is synchronized in a timely manner.

Consider using tools like Microsoft Azure AD Connect to automate data sync between Workday and AD. These tools often come with logging and alerting features, which help monitor the health and success of the data transfer.

How to Configure Workday for Active Directory User Provisioning

After integrating Workday with Microsoft Active Directory, you can now configure this HR management platform for user provisioning. Below are the steps to follow.

1. Set Up Workday as a Source System

First, you must set Workday as a source system for Microsoft AD.

Identify which integration system users will have data access. This involves configuring setting permissions for which data can be shared and with whom. Check whether existing users can perform required tasks without compromising the security of sensitive data.

Then, specific domains and security groups will be established to manage the data and synchronize it. Domains control data access, while security groups define which new employees have access based on their roles.

2. Map Workday Data to Microsoft Active Directory

Next, you must map data fields in Workday to ensure they match employee information in Microsoft AD. 

Mapping is key for successful and accurate data synchronization. Mismatches in data mapping can lead to user creation errors, such as incorrect usernames, roles, or permissions.

These are important considerations:

Select and Prepare Data Fields

Choose which data fields are needed in AD and prepare them in Workday. These usually include user names, email addresses, job titles, and department names.

You might also need to customize data fields to meet the specific needs of your AD configuration.

Implement Attribute Mapping

After preparing data fields, you can implement the attribute mapping. 

This usually involves transforming data formats to match AD requirements or creating conditional mappings based on specific data groups.

3. Enable and Launch User Provisioning

Once mapping is done, you can enable user provisioning. This automates AD account creation, updating, and deactivation based on employee information in Workday.

It involves two main steps:

Configure Provisioning Settings

First, configure the technical settings to control how you transfer data from Workday to Microsoft AD with a single sign-on. Settings include how often synchronization happens, what triggers a sync, and how the system handles account updates.

Launch Initial Sync

Then, perform an initial sync to check if everything works as expected. Monitor the process for any errors and make adjustments as needed. Identifying issues early during Workday integration allows you to correct issues before going live.

4. Maintain Documentation and Compliance

Keep detailed records of all configuration settings and data mappings. Also, take note of any changes made to the Workday integration setup. These will help you troubleshoot issues, conduct future audits, and train new IT staff.

Additionally, review compliance policies to ensure you meet all legal standards, especially if there are changes in data protection laws. Then, update how Workday and AD handle data accordingly.

Best Practices for Maintaining Workday to AD Integration

A seamless integration between Workday and AD guarantees that user provisioning remains consistent, efficient, and secure. Here are some best practices to keep Workday to AD integration in optimal condition.

Update and Audit Regularly

Both Workday and Active Directory frequently release updates that may include new features, security enhancements, or bug fixes. 

Update both software promptly to avoid security vulnerabilities and enjoy improved functionalities. Make sure to schedule these updates during off-peak hours to minimize disruption to daily operations.

Besides regular updates, you must also audit both systems every quarter. Doing so helps you identify issues related to data accuracy, synchronization problems, or security breaches. Once you determine these issues, you can quickly resolve them before they impact the Workday to AD integration.

Provide Training and Support for IT Teams

Technology evolves rapidly, and Workday and AD are no exception to this. It’s important to train IT staff on the latest software advancements to manage the integration more effectively.

Provide regular training sessions and access to resources like webinars, workshops, and industry conferences.

You can also develop a robust support framework to help IT professionals resolve integration issues quickly. This framework may include open communication between your employees and software vendors. Make sure your team knows who to contact when they encounter problems with Workday integration.

Lastly, encourage IT employees to share feedback on the integration process. Their assessment can help identify areas of improvement and optimize data synchronization.

Optimizing AD User Provisioning with ezOnboard 

EZ onboard connects active directory to your HR system

Automation of Account Creation and Updates

ezOnboard automates new user creation in Active Directory during employee onboarding. Also, it automatically updates existing user accounts when new hires switch roles and departments.

The automation of user creation and updates reduces the burden on IT staff. As a result, they can focus on more strategic tasks that help your business grow.

Access Control and Security

ezOnboard empowers organizations to limit or grant data access to existing users based on their roles, departments, or other criteria.

This software also minimizes risks associated with manual data entry and configuration. It can guarantee the security of sensitive data.

Efficient Onboarding and Offboarding

With ezOnboard, employee onboarding and offboarding take less time.

It automates account provisioning in Active Directory. Creating user accounts and managing access happens in real time as soon as the HR system is updated.

When employees quit an organization, ezOnboard automatically revokes their access rights. It reduces the risk of ex-employees having access to confidential company resources.

Compliance and Reporting

ezOnboard notifies you when changes are made within AD. It provides a comprehensive report of who accessed the data, when it happened, and which data were viewed.

This software also enhances visibility into user access rights. It enables IT administrators to maintain better control over the network’s security system.

Integration with HR Systems

ezOnboard integrates with your organization’s HR system. It automatically updates any changes in role changes, departmental transfers, or employment status in Active Directory. 

This reduces manual data entry and configuration, which empowers your IT staff to do more.

Active Directory User Provisioning with ezOnboard

ezOnboard efficiently and securely helps IT departments with Active Directory user provisioning. Our solution ensures that your new hires are ready to hit the ground running from day one while departing employees are securely transitioned out with immediate effect.

Request a demo today or check out our ROI calculator to see how much money ezOnboard can save you.

FAQs About Workday to AD

What is Workday to AD integration?

Workday to Active Directory (AD) integration allows automatic syncing of user data from Workday, an HR management platform, to AD, a Microsoft directory service. It streamlines user access and security administration.

What data can be synchronized from Workday to Active Directory (AD)?

You can sync user account information from Workday to AD. This data includes names, email addresses, job roles, and department details. Organizations can also customize data fields based on specific access and security management requirements.

What are the common challenges faced during Workday to AD integration?

Integrating Workday into AD comes with several challenges. These usually include mismatched data fields, synchronization errors, and security issues. Proper mapping of data attributes and regular monitoring help address these challenges effectively.

 

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