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Workday

Teams

Workday is cloud-based enterprise software that unifies finance and workforce management in a single platform. Integrate Workday with Cortex to manage teams and hierarchies, enforce ownership, and drive operational excellence.

How to configure Workday with Cortex​

Step 1: Generate an ownership report in Workday​

Depending on how you want to manage teams and the corresponding hierarchy, you can choose one of the following options:

  • Manage teams based on Workday supervisory organizations
  • Manage teams based on Workday teams

The required fields in the report differ depending on which option you choose. See the tabs below for instructions.

Your report will need the following fields:

  • email: Email address for employee. Use the same address that employees will use to access Cortex.
  • employeeId: Unique ID for each employee.
  • firstName: Employee first name. This will be displayed in Cortex.
  • lastName: Employee last name. This will be displayed in Cortex.
  • employeeRole (optional): Employee role. This will be displayed in Cortex.
  • employeeSupervisoryOrgId: The ID for the supervisory organization that the employee is in. Cortex uses this field to group employees.
  • teamDisplayName: A display name for individual teams based on the employeeSupervisoryOrgId; this should be the same across all employees who belong to the same supervisory org. This will become the Cortex team name and tag.
  • managerEmail: Email address for the employee's manager. If Cortex detects an employee with the same email as the managerEmail, that employee will be added to the team with a "Manager" role.
  • teamSupervisoryOrgId: The supervisory org ID for the team that the employee is part of. The organization registered in this field will become a "parent" in the team hierarchy, while the org registered in employeeSupervisoryOrgId will become a "child" in the hierarchy.
  • teamListKey (for One Employee - Multiple Teams): Key for the list of teams associated with a given user.
caution

Any changes to the employeeSupervisoryOrgId will result in the creation of a new team because this field is how Cortex identifies teams.

Step 2: Configure the integration in Cortex​

  1. In Cortex, navigate to the Workday settings page:
    1. In Cortex, click your avatar in the lower left corner, then click Settings.
    2. Under "Integrations", click Workday.
  2. Configure the Workday integration form:
    • Username: Enter the username associated with the Workday account used to generate the ownership report.
    • Password: Enter the passwprd for the Workday username.
    • Ownership report URL: Enter the URL for the ownership report you generated.
      • Do not include query parameters in the URL.
  3. Click Save.
caution

If you do not see the settings page you're looking for, you may not have permission to access that page. Please contact your admin for assistance.

Step 3: Configure the report mappings​

After saving the configuration, you can configure how you want the fields to map to different elements in Cortex. The options available in each dropdown menu will mirror the fields included when generating the ownership report.

  1. Configure the mappings:
    • Employee Attributes: Map report fields that pertain to employees, including the following:
      • Employee ID
      • Email
      • First Name
      • Last Name
      • Role (optional)
        • Imports employees' roles and populates a badge that appears next to an employee's name.
      • Manager Email
        • When added, lists the corresponding manager for a given employee. The report should also include an entry for the manager to populate the field.
    • Team Attributes: Map report fields that pertain to employees' teams.
      • Team type: Select whether to map the fields using One Employee - One Team or One Employee - Multiple Teams.
        • The One Employee - One Team configuration is best if your report includes employees who belong to a single team. The One Employee - Multiple Teams configuration is recommended if employees have a list of teams they belong to. This is best if you are configuring the integration based on supervisory orgs and/or if users manage teams they belong to.
      • If using One Employee - One Team:
        • Team ID: Enter the team ID. New teams are imported based on this ID. If the identifier (i.e. teamName) changes, Cortex will create a new team.
        • Team Name: Enter a display name for the team in Cortex. Cortex will update this name if changes are detected in Workday.
      • If using One Employee - Multiple Teams:
        • Team List Key: Enter the list key for the ist that contains teams you want imported into Cortex for a given employee entry. This requires the teamListKey field in the Workday report.
        • Team ID: Enter the team ID. New teams are imported based on this ID. If the identifier (i.e. teamName) changes, Cortex will create a new team.
        • Team ID - Fallback: Enter a fallback team for a user who does not have an associated teamListKey.
        • Team Name: Enter a display name for the team in Cortex. Cortex will update this name if changes are detected in Workday.
        • Team Name - Fallback: Enter a fallback team name for the fallback team ID defined above.
  2. At the bottom of the screen, click Save.

Configure the hierarchy fields for auto-importing Workday teams​

If you choose to automatically import Workday teams, you must also configure the hierarchy fields mappings:

  • Field on parent team: The value selected becomes a parent team for value selected in Field on child team.
  • Is List: Toggle on when an entry for the parent field is a parent to multiple teams.
  • Field on child team: The value selected is defined as child team.
  • Root Team IDs: The ID for the team you expect to be at the top of the hierarchy.
    • If set, Cortex will use this to break cycles that may be in the hierarchy.

How to connect Cortex entities to Workday​

Discovery​

By default, Cortex will use the entity tag (e.g. my-entity) as the "best guess" for Workday team. For example, if your entity tag is my-entity, then the corresponding team in Workday should also be my-entity.

If your Workday team don’t cleanly match the Cortex entity tag, you can override this in the Cortex entity descriptor.

danger

The team name is case-sensitive and should be exactly the same as in the report's teamName field.

Automatic import of teams​

You can choose to automatically import discovered teams and team relationships from Workday into Cortex. Before enabling auto import, make sure your Workday report includes the managerEmail field to ensure that team relationships are imported.

  1. Navigate to the Team entities settings page in Cortex.
  2. Under Enabled identity providers, make sure the box is checked next to Workday.
  3. Under Enable auto import of teams, click the toggle next to Auto import teams to turn this setting on.

The next automatic import will occur when the background entities sync runs at 9 a.m. UTC. You can also manually trigger this sync:

  1. Navigate to Catalogs > Teams in Cortex.
  2. Click Create team.
  3. In the upper left corner, click Sync teams.

Entity descriptor​

x-cortex-owners:
  - type: group
    name: Engineering
    provider: WORKDAY
    description: This is a description for this owner.
FieldDescriptionRequired
typeOwnership type (in this case, group)✓
nameteamName provided in the report; this value is case-sensitive and should match teamName exactly✓
providerIdentity provider (in this case, WORKDAY)✓
descriptionDescription for the owner

Expected results​

Entity pages​

Once the integration is set up, Cortex will automatically import and structure your team hierarchy. Any teams imported from Workday will appear with a description: "Automatically created by Cortex".

On each team's details page, any team members Cortex detects will populate under the Members tab. If you included the "Role" field in your Workday report, members' roles will appear in a badge next to their names.

Scorecards and CQL​

With the Workday integration, you can create Scorecard rules and write CQL queries based on Workday .

See more examples in the CQL Explorer in Cortex.

All ownership details

A special built-in type that supports a null check or a count check to enforce ownership of entities.

  • Ownership

    • All owners
    • Teams

  • Team

    • Description
    • ID
    • Identity provider groups
    • Is archived
    • Is fallback
    • Is inherited
    • Members
    • Tag

  • Team member

    • Description
    • Email
    • Has Cortex user
    • Identity provider sources
    • Name
    • Notifications enabled

  • Team member role

    • Tag
    • Type

  • Identity provider group

    • Group identifier
    • Source

    Definition: ownership

Example

To enforce ownership in a Scorecard, you can use this rule to make sure that each entity has an owner:

ownership != null
All owner details

List of owners, including team members and individual users, for each entity.

  • Team member

    • Description
    • Email
    • Has Cortex user
    • Identity provider sources
    • Name
    • Notifications enabled
    • Roles

  • Team member role

    • Tag
    • Type

  • Identity provider group

    • Group identifier
    • Source

    Definition: ownership.allOwners()

Examples

You can use this expression to wrie a rule making sure that entities have an owner, whether specified directly or coming from a team:

ownership.allOwners().length > 0

If team owners should follow a naming convention, then a best practices Scorecard could check teams' adherence to the standard:

ownership.allOwners().filter((member) => member.name.matchesIn("example")).length > 0

This rule will pass if an entity has at least one owner with a name that contains "example." You can use the same expression in the Query builder to find all owners that contain "example."

Team details

List of teams for each entity.

  • Team

    • Description
    • ID
    • Identity provider groups
    • Is archived
    • Is fallback
    • Is inherited
    • Members
    • Tag

  • Team member

    • Description
    • Email
    • Has Cortex user
    • Identity provider sources
    • Name
    • Notifications enabled
    • Roles

  • Team member role

    • Tag
    • Type

  • Identity provider group

    • Group identifier
    • Source

    Definition: ownership.teams()

Examples

To query for entities owned by a Workday team, you can use this expression with the team's ID:

ownership.teams().any(team => team.id == "en2cb1b712a51043hd")

Or you can use this expression in a best practices Scorecard to make sure that team owners have a description and are not archived:

ownership.teams().all(team => team.description != null and team.isArchived == false)

Background sync​

Cortex syncs teams from the report every day at 9 a.m. UTC.

You can sync teams manually at any time by clicking the Sync teams for Workday button from Workday settings in Cortex. Doing so will not auto-import teams.

Limitations​

Cortex does not support hierarchies with cycles. For example, let's say Employee A is on the platform team, Employee B is on the frontend team, and both report to Manager C on the engineering team. If Manager C reported to someone on the platform team, that would create a cycle between the platform and engineering teams.

Still need help?​

The following are all the ways to get assistance from our customer engineering team. Please use the option that is best for your users:

  • Email: help@cortex.io, or open a support ticket in the in app Resource Center
  • Chat: Available in the Resource Center
  • Slack: Users with a connected Slack channel will have a workflow added to their account. From here, you can either @CortexTechnicalSupport or add a :ticket: reaction to a question in Slack, and the team will respond directly.

Don’t have a Slack channel? Talk with your customer success manager.