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List Management - Connecting Workday to Sync Employee Contacts

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

Required Permissions:

  • 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

  1. In Workday, search for "create integration system user"
  2. Enter a username and strong password
  3. Click OK, then Done

Step 2: Create a Security Group

  1. Search for "create security group"
  2. Select Integration System Security Group (Unconstrained) for the group type
  3. Name your security group
  4. Click OK
  5. Add the user from step 1 to Integration System Users
  6. Click OK, then Done

Step 3: Set Domain Security Permissions

  1. Search for "View Security Group" and click the report link
  2. Find and select your newly created security group
  3. Click the ellipsis (...) next to the group name
  4. Select Security Group → Maintain Domain Permissions for Security Group
  5. Under Integration Permissions, add the appropriate domains with Get access enabled

Step 4: Activate Security Changes

  1. Search for "activate"
  2. Click Activate Pending Security Policy Changes
  3. Enter a comment for audit purposes
  4. Click OK
  5. Check the Confirm checkbox
  6. Click OK

Step 5: Create a Custom Report

  1. Search for "create custom report"
  2. Enter a report name
  3. Select Advanced for Report Type
  4. Choose your Data Source (typically all active and terminated employees—consult your team if unsure)
  5. Enable Enable As Web Service
  6. Click OK

Configure Report Columns:

  1. In the Columns tab, add the fields your internal communications team needs
  2. Required: Include an "Email" column with no blank cells

Share the Report:

  1. Go to the Share tab
  2. Select Share with all authorized groups and users

Get the Report URL:

  1. Click the ellipsis (...) next to your report name
  2. Select Actions → Web Service → View URLs
  3. Copy the CSV URL

Part 2: Connect to ContactMonkey

Step 6: Link Workday to ContactMonkey

  1. Click Directory at the top of the ContactMonkey dashboard
  2. Click Sources
  3. Locate the Workday tile and click Configure
  4. Fill out the Workday Report URL, Workday Username, and Workday Password fields
  5. 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 Email 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 

See Also

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