Automatically sync your employee directory from Workday into ContactMonkey with the List Management feature. This integration keeps your contact information up-to-date with nightly synchronization.
Before You Begin
IT Effort Required: Medium to high (approximately 30 minutes)
Permissions Needed: Workday administrator access
What This Integration Does:
- Automatically syncs your employee directory from Workday to ContactMonkey nightly
- Read-only integration (no data is sent back to Workday)
- Enables segmentation of recipients based on employee attributes
- Works with Office 365 and Google Workspace
Part 1: Configure Workday (Admin Tasks)
Step 1: Create an Integration System User
- In Workday, search for "create integration system user"
- Enter a username and strong password
- Click OK, then Done
Step 2: Create a Security Group
- Search for "create security group"
- Select Integration System Security Group (Unconstrained) for the group type
- Name your security group
- Click OK
- Add the user from step 1 to Integration System Users
- Click OK, then Done
Step 3: Set Domain Security Permissions
- Search for "View Security Group" and click the report link
- Find and select your newly created security group
- Click the ellipsis (...) next to the group name
- Select Security Group → Maintain Domain Permissions for Security Group
- Under Integration Permissions, add the appropriate domains with Get access enabled
Step 4: Activate Security Changes
- Search for "activate"
- Click Activate Pending Security Policy Changes
- Enter a comment for audit purposes
- Click OK
- Check the Confirm checkbox
- Click OK
Step 5: Create a Custom Report
- Search for "create custom report"
- Enter a report name
- Select Advanced for Report Type
- Choose your Data Source (typically all active and terminated employees—consult your team if unsure)
- Enable Enable As Web Service
- Click OK
Configure Report Columns:
- In the Columns tab, add the fields your internal communications team needs
- Required: Include an "Email" column with no blank cells
Share the Report:
- Go to the Share tab
- Select Share with all authorized groups and users
Get the Report URL:
- Click the ellipsis (...) next to your report name
- Select Actions → Web Service → View URLs
- Copy the CSV URL
Part 2: Connect to ContactMonkey
Step 6: Link Workday to ContactMonkey
- Click Directory at the top of the ContactMonkey dashboard
- Locate the Workday tile and click Configure
- Fill out the Workday Report URL, Workday Username, and Workday Password fields
- Click Connect to Workday
How the Sync Works
Sync Schedule: Nightly (automatic)
Sync Actions:
- Adds new contacts from Workday
- Updates existing contact information
- Removes contacts that no longer exist in Workday
Important: If you sync 100 contacts one day and 90 the next, ContactMonkey will remove the 10 contacts that are no longer in Workday.
Using Multiple Data Sources
You can use Workday alongside other sources (like CSV uploads).
Priority: If a contact exists in both Workday and a CSV file, Workday data takes precedence, and the contact appears only once in your Directory.
Field Mapping & Filtering
Understanding Data Sets
What are Data Sets?
Fields marked as Data Set: Yes provide a drop-down selection when filtering, making it easier to create accurate lists.
Non-Data Set Fields
Fields marked as Data Set: No allow text entry with operators like "equals", "contains", "does not contain", etc.
Why does this matter?
When you create filtered lists, data set fields show all possible values in a dropdown, preventing typos and speeding up list creation.
Field Mapping Reference
| Field Label in ContactMonkey | Workday Sync Field Name | Data Set? |
| Email Address | No | |
| ✨ Phone Number (Workday) | Contact_Mobile | No |
| Manager ID | Manager_ID | No |
| Name | Name | No |
| Personal Email | Personal_Email | No |
| Employee ID | Worker_ID | No |
| Status | Active_Status | Yes |
| Job Title | Business_Title | Yes |
| Business Unit | Business_Unit | Yes |
| City | City | Yes |
| Department | Department_Name | Yes |
| Division | Division_Name | Yes |
| Exempt | Exempt | Yes |
| Job Level | Job_Level | Yes |
| Location | Location | Yes |
| State | State | Yes |
| Time Zone | Time_Zone | Yes |
| Preferred Language | Preferred_Language | Yes |
| Country | Work_Country | Yes |
| Employment Type | Worker_Type | Yes |
| ⭐ Birthday | Birthday | No |
| ⭐ Hire Date | Hire_Date | No |
| ⭐Termination Date | Termination_Date | No |
✨ Phone numbers must be in E.164 format - learn more here.
⭐ Dates must follow this format: YYYY-MM-DD