Workday Real Time Sync


OVERVIEW

Workday Real Time Sync (RTS) allows Okta to receive user creation, update, and termination events from Workday on a real-time basis. User changes in Workday are reflected immediately in Okta and its downstream applications.

RTS is used to trigger an update from Workday to Okta in real time. It should be used for changes where timeliness is critical such as immediate termination of a worker. A business process must be configured in Workday to send the trigger to Okta to start this process. Included in the RTS import are base attributes, non-future and future effective dated custom attributes.

It is highly recommended that RTS be used in combination with scheduled imports that are run on a 1-2 day interval. This is because some less frequent actions in Workday will not trigger RTS, so scheduled imports are required to reconcile these actions.


PREREQUISITES

Workday is set up as the Profile Master. For instructions please refer to: Configuring Provisioning for Workday.


FEATURES

Workday actions not supported by Real Time Sync:

  • Updates to Second Email attribute does not trigger RTS
  • Updates to Manager Username attribute does not trigger RTS
  • RTS does not add pre-start hires into Okta

The table below displays what does and does not require an update in base attributes to trigger RTS:

Features

Requires Base Attribute Update to Trigger RTS (SAMPLE base attributes- firstName, lastName, email)

Create New userNo
Update User Base AttributeNo
Terminate UserNo
Update Users Custom AttributeYes
Create New GroupYes
Update Group Name & DescriptionYes (not recommended. See Manage Workday Provisioning Groups)
Update Any Group SettingsYes
Add New User To GroupNo
Update User Base Attribute in GroupYes
Remove User From GroupYes

 

List of Base Attributes

Display Name

Variable Name

Type

User Name userName String
First Name firstName String
Last Name lastName String
Email email String
Second Email secondEmail String
Mobile Phone mobilePhone String
Employee ID employeeID String
Worker Type accountType String
Title businessTitle String
Manager ID managerId String
Manager Username managerUserName String
Street Address streetAddress String
City city String
State state String
Postal Code postalCode String
Country (ISO-3166) countryCode String
Supervisory Organization supervisoryOrd String
Business Unit businessUnit String
Work Phone workPhone

String

Location location String

 

Need to Know:

RTS Deactivation:

  • RTS follows the same deactivation rules when querying the user in real time. Information about deactivation can be found here.

  • Users can be deactivated immediately upon sync if the immediate deactivation reasoning has been setup. See Immediate Deactivation for more details.
  • Group name change is not recommended in conjunction with RTS. See Manage Workday Provisioning Groups for more details.


PROCEDURES