Overview

ContactMonkey is a powerful internal communications software that enables its users to communicate with employees via their organization's email client (Outlook and Gsuite) or SMS.

 

ContactMonkey’s List Management feature allows users to create a directory of recipients within the ContactMonkey platform and segment this directory based on attributes that sync. 

 

The Workday integration is a read-only, nightly sync of your employee directory information into the ContactMonkey Platform. We do not push back any data into Workday.

 

Benefits: Gives Office 365 & ContactMonkey users more control of their recipient lists.

 

Getting Started

Step 1: Create The User

 

In Workday, search: "create integration system user" and select the resulting task.

 

1. Specify a username and a strong password.
2. Select OK, then Done.

 

Step 2: Create A Security Group

 

1. Search: "create security group" and select the resulting task.
2. For Type of Tenanted Security Group, select Integration System Security Group (Unconstrained). 

3. Specify a name for the group, and select OK.
4. For Integration System Users, add the user created in the prior step, select OK, then Done.

 

Step 3: Configure Domain Security Policy Permissions

 

In this step, you'll grant "domain security" policy permissions for the worker data to the security group.

1. Search: “Security Group Membership and Access” and click on the report link.
2. Search and select the security group created in the previous step.
3. Click on the ellipsis (...) next to the group name and from the menu, select Security Group > Maintain Domain Permissions for Security Group.

4. Under Integration Permissions, add the appropriate domains depending on which object needs to be accessed, permitting Get access.

 

Step 4: Activate Security Policy Changes

 

1.  Search: “activate”, and then click on the link Activate Pending Security Policy Changes.
2.  Begin the Activate Pending Security Policy Changes task by entering a comment for auditing purposes, and then click OK.

3. Complete the task on the next screen by checking the checkbox Confirm, and then click OK.

 

Step 5: Create A Custom Report

 

1. Search: "create custom report" and select the result.
2. Enter a report name.
3. For Report Type, choose Advanced.
4. Data Source - This will depend on the manner Workday is organized. All active and terminated employees are used here; your data source may vary.
5. Check  Enable As Web Service and select OK.
6. Edit Custom Report: Add the fields requested by your internal communications team in the Columns tab of the custom report.
7. The custom report MUST include a column labeled “Email.” This column should not have any blank cells.

8. Share the report with the integration system user: Select the Share tab, then Share with all authorized groups and users.
9. Get the report URL after completing the new report by selecting the (...) next to the report name; under Actions, select Web Service > View URLs.
10. The CSV URL & Credentials created can then be used to connect workday to ContactMonkey via the Contact Monkey Dashboard

• • “Contacts” -> “Import Contacts” -> “Workday Integration”
  • The connection is a "pull" connection so ContactMonkey will retrieve the data from the URL every day
  • Teams can check when the last integration happened by looking at the Directory -> Sources -> Active Sources section once it is set up

 

Step 6: Connect Workday & ContactMonkey

The CSV URL & credentials created can then be used to connect Workday to ContactMonkey via the dashboard

•  “Directory” -> “Sources” -> Find Workday under “Add a source“ -> “Configure””.

List Management does support the use of multiple sources, such as a Workday sync AND a CSV upload. In this scenario, any contacts that exist on both Workday and a CSV upload will only exist once in the Directory. If the contact exists in Workday as well as the CSV, Workday takes precedence.

 

The Workday sync will:

• Insert new contacts from Workday that didn't exist in ContactMonkey
• Update existing contacts in ContactMonkey that Workday has provided
• Delete contacts that are in ContactMonkey's Directory, but not in Workday (i.e. if you sync 100 contacts, and then the next day you only sync 90 contacts, we will remove the 10 contacts from the ContactMonkey Directory that were synced previously, but no longer exist in Workday).

The below table lists out the default fields we map to in ContactMonkey, based on the field names we receive from Workday.

 

Please note that some fields that are mapped over from Workday will be considered "data sets" in ContactMonkey, which will change your list filtering options when selecting those fields. Please see the below table for more information on what fields are considered to be "data sets" or not. 

 

If you map over a field that is not a data set, you would have access to the standard list filtering options:

 

 

Whereas if you map over a field that is considered to be a data set, your filtering options would change where you are now allowed to select from all of the values that were synced over: 

 

 

Field Label in ContactMonkey	Workday Sync Field Names	Considered a 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