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Icertis Experience for Workday is a highly configurable and comprehensive solution that enables data synchronizing capabilities for mapping business objects between ICM and Workday. ICM integration with Workday provides a seamless user experience to work with the business data from both ICM and Workday.
This integration gives ICM the capabilities to tag Worker Data (for example, Employee ID, Employee Name, etc.) and Worker Role, and map them to the relevant ICM user attributes which can be referred and used across application as required.
Icertis Experience for Workday supports following sample use cases:
Icertis Experience for Workday offers many benefits:
Use the Configuration tile in the ICM application to specify the mapping details between Workday and ICM by creating Masterdata records for mapping entities. Data Mapping involves the following two primary tasks:
Masterdata Contract Type is the core data that changes less frequently and has a unique ID associated with it. For example, Employee Records can be a Masterdata Contract Type and Employee ID can be an attribute associated to that Masterdata Contract Type.
1. Log on to the ICM application.
2. Click Configuration on Dashboard. The Configuration page opens.
3. Click Create Contract Type on the Configuration page. The Select Contract Type page opens and shows the following options:
4. Select Masterdata on the Select Contract Type page and click Next. The Create Contract Type page opens, which consists of these five sections:
Each of these sections is described in detail below.
Details
Enter the following basic details of the Masterdata in this section:
Attributes
This section captures important details of the Masterdata you are creating. The integration between ICM and Workday is restricted to the attributes listed below.
Click the plus icon to create them:
Display Preference
Select any four attributes that you want to display on the agreement tile view and agreement details view and click Next. The Team section is displayed.
Team
This section shows the existing team members along with their roles for the Masterdata Contract Type.
Click the plus icon to add a user with the Approver role to the Contract Type Masterdata team.
Verify
This is the final section for creating the Contract Type Masterdata. It displays only the sections and attributes that you used to create this Masterdata Contract Type.
1.Verify the information you entered in the previous sections. You can go back and make changes or click Create.
2. Send the Contract Type for approval.
3. After Masterdata is approved, publish the Masterdata Contract Type to make it available for Agreement creation.
ICM integrates with Workday and provides capability of synchronizing important Masterdata from Workday to ICM through a technical configuration. This list of Masterdata includes:
• Supplier
• Payment Terms
• Payment Type
• Purchase Items
The synchronized Masterdata can be used and referred across ICM application as required. For example, Supplier Masterdata can be used while creating supplier type contracts in ICM.
You can create Masterdata records for mapping the entities between ICM and Workday.
1. Log on to the ICM application.
2. Click Configuration on ICM Dashboard. The Configuration page opens.
3. Click Masterdata on the Configuration page. The Masterdata page opens.
4. Click Create Masterdata. The Create Masterdata page opens.
6. Click Next. The Attributes page opens.
8. Click Save after entering the details.
You can create a Masterdata record for the Contract Type Masterdata that you created earlier. This helps in mapping the entities between ICM and Workday.
To create a Masterdata record:
1.Click Configuration on My Dashboard. The Configuration page opens.
2. Click Masterdata on the Configuration page. The Masterdata page opens.
5. Click Next at the end of Masterdata Details section to go to the Attributes section and complete creating the Masterdata record.
Masterdata Details
This section displays the categories you can select and the Masterdata Contract Type for creating the Masterdata record.
1. Select the category from the drop-down list.
2. Select the Contract Type Masterdata that you created earlier. For mapping the data between ICM and Workday, select Client App Entity Mapping.
3. Click Next. The Attributes page opens.
4. Enter the following details in appropriate fields
5. Click Save to save the Masterdata record and enable mapping between ICM and Workday.
You can create a Masterdata record for the Contract Type Masterdata that you created earlier. This helps synchronize the Masterdata between Workday and ICM.
To create a Masterdata record:
1.Click Configuration on My Dashboard. The Configuration page opens.
4. Enter the following details in the following fields.
Supplier Contract is an Agreement in which the seller promises to provide the specified goods or services to the buyer on an agreed date at the agreed price.
The exact process of creating a Supplier Contract in ICM depends on how the workflow is implemented in your organization.
To create a Supplier Contract in ICM:
1.Click Agreement Management on the Dashboard. The Agreement Management page opens.
Of the four sections mentioned above, the Select Template section only appears for Own type of paper. The two options for Type of Paper are:
3. Click Next. The Attributes section is displayed.
Attributes
This section captures the important details of the Agreement you are creating. The attributes appearing on this page vary according to the Contract Type you select. Following is an explanation of some of the less obvious attributes:
4. Click Next. The Select Template section is displayed.
Select Template
This section displays the Templates that are available for the selected Contract Type. This section is available only if you select Own Type of Paper while creating the agreement. Select the appropriate Template in this section and click Next. The Verify section is displayed.
Verify
This is the final step for creating the Agreement. It displays only the sections and attributes that you have used for creating this Agreement. Verify all the details you have entered. On this page, you can:
ICM provides the ability to send Agreement documents from ICM to Workday. You can create an Agreement using Own and Third Party Type of Paper to send the Agreement document in .docx and .pdf format from ICM to Workday.
If you have already configured sending an Agreement document in .docx or .pdf format, modify the Contract events and also the document format , else you must create the Client App Entity Mapping Masterdata using the steps mentioned in the Creating Client App Entity Mapping section.
1. Click Configuration on the Dashboard. The Configuration page opens.
3.Click the icon next to the Client App Entity Mapping Masterdata. The Client App Entity Mapping page opens.
4.Set the value of ICM Attribute Name Attribute as Contract_Assembled_Doc and the value of Client Attribute Name as Supplier_Contract_Data#Attachment_Data and the value of Contract Events as Created/ Published to send the Agreement document in .docx format from ICM to Workday.
If you have already configured sending an Agreement document in .docx or .pdf format, modify the Contract events and also the document format , else you must create the Client App Entity Mapping Masterdata using the steps mentioned in the Creating Client App Entity Mapping section.
To send the .pdf version of Agreement to Workday:
1. Repeat steps 1-3 from the Sending the .docx version of Agreement from ICM to Workday section and then perform the below step.
2. Set the value of ICM Attribute Name attribute as $Contract_Assembled_Pdf and the value of Client Attribute Name as Supplier_Contract_Data#Attachment_Data and the value of Contract Events as Created|Published| Updated to send the Agreement document in .pdf format from ICM to Workday.
ICM integrates with Workday and provides capability of viewing and updating the Supplier Contracts in Workday that are originally created in ICM. When a Supplier Contract is created in ICM, it is synchronized in Workday. Any updates and amendments made to the ICM Contract are auto-synchronized and get reflected in Workday.
ICM integration with Workday allows you to only view the Contract in Workday. After you create a Supplier Contract in ICM, you can view it in Workday using the following process:
1. Log on to Workday as an Integration System user provisioned in ICM and Workday.
2. Type Find Supplier Contract in the text box on the Welcome page. The Find Supplier Contracts page opens.
3.Type the Contract name you entered in ICM in the Contract Name field on Find Supplier Contract page.
4. Click OK. The Report Criteria page opens showing the list of relevant Contracts.
5. Click the magnifying glass icon under Supplier Contract. The Contract Information page opens showing the details of the Contract created in ICM.
The .docx and .pdf are displayed under the Contract record on the View Supplier Contract page under Catalog Item Pricing section.
Administrator from Workday end must create the following domain security policy permissions for creating Workday Integration security groups.
Note that, the domain security policy permissions provided below are just an example of the various security policies the Workday administrator will have to create.
Previously, the ICM-Workday integration supported only creation of Supplier contract agreements.
With this release, the ICM-Workday adapter has been enhanced to support:
These enhancements save time and avoid data duplication, as the updates made on the ICM side are reflected in Workday.
The ICM-Workday integration provides the ability to automatically synchronize amendments in Workday that are created or updated in ICM.
To enable mapping between ICM and Workday, the following Masterdata Contract Types should be configured in ICM:
This maps ICM Supplier Contract amendments with Workday Supplier Contract entities.
To create Client App Cross Reference:
1. Click the Configuration tile. The Configuration page opens.
2. Click the Masterdata tile. The Masterdata page opens.
3. Click the Create Masterdata tile. The Create Masterdata page opens.
This page contains the following tabs:
1. Select the Category from the drop-down. For example, Default.
2. Select the Masterdata Contract Type.
3. Click Next. The Attributes page opens.
Provide relevant attribute values in the respective fields:
The Client App Cross Reference created is displayed as shown in the screenshot below:
Setting the value of the attribute External Amendment Creation Event to AmendmentCreated will automatically synchronize any amendment created in ICM with Workday. Similarly, setting the value of the attribute External Amendment Update Event to AmendmentPublished, AmendmentUpdated, AmendmentApproved or AmendmentExecuted will automatically synchronize any amendment published, updated, approved or executed respectively in ICM with Workday.
This maps ICM Supplier Contract amendment attributes with Workday Supplier Contract amendment attributes. Therefore, when an amendment is created or updated in ICM, all Supplier contract amendment attributes are automatically synchronized with Workday. For example, to map the attribute Name between ICM and Workday, you must create the Client App Entity mapping.
1. Click the Configuration tile. The Configuration page opens.
2. Click the Masterdata tile. The Masterdata page opens.
3. Click the Create Masterdata tile. The Create Masterdata page opens.
This page contains the following tabs:
1. Select the Category from the drop-down. For example, Default.
2. Select the Masterdata Contract Type.
3. Click Next. The Attributes page opens.
Provide relevant attribute values in the respective fields:
The Client App Entity Mapping created is displayed as shown in the screenshot below:
1. Click Add Amendment on the agreement Details page.
2. Modify the Contract Start Date, Contract End Date and the Contract Value to make amends to the original agreement.
3. Create the amendment.
1. Log on to Workday.
2. Type Find Supplier Contract in the textbox on the Welcome page. The Find Supplier Contracts page opens.
3. Type the Contract Name you entered in ICM in the Supplier Contract Name field.
4. Click OK. The Report Criteria page opens.
3. Click the icon under Supplier Contract. The Contract Information page opens. The amendment created in ICM is automatically updated in Workday as shown in the screenshot below:
The ICM-Workday integration provides the ability to automatically synchronize Supplier contracts in Workday that are terminated in ICM.
To enable mapping between ICM and Workday, the following Masterdata Contract Types should be configured in ICM:
a.Client App Cross Reference
The Client App Cross Reference Mapping is same as the one mentioned in the section Sending Amendments from ICM to Workday.
b. Client App Entity Mapping
Follow the steps under Client App Entity Mapping mentioned in the section Sending Amendments from ICM to Workday to map ICM Supplier contracts with Workday Supplier contracts. The Client App Entity Mapping created is displayed as shown in the screenshot below:
1. Create and execute the Supplier contract.
2. Click the Send for review button.
After the contract is reviewed, the status changes to Reviewed.
3. Click the Terminate button.
After the contract is terminated, the status changes to Terminated.
1. Log on to Workday.
2.Type Find Supplier Contract in the textbox on the Welcome page. The Find Supplier Contracts page opens.
3. Type the Supplier Contract Name you entered in ICM in the Supplier Contract Name field.
4. Click OK. The Report Criteria page opens.
5. Click the Search icon below Supplier Contract. The Contract Information page opens.
The contract that has been terminated in ICM is terminated in Workday as well.
Workday has many multi-level array type attributes; however, the existing ICM-Workday adapter supports mapping of only single-level attributes with ICM.
Now, the ICM-Workday adapter extends support to allow mapping of multi-level array type attributes from Workday to ICM and vice versa.
Administrators can now:
The multi-level array attributes mapping from Workday to ICM provides the ability to map Workday Supplier address line attributes (for a specific address type) and spend categories with ICM Supplier Masterdata so that they synchronize with ICM Supplier Master attributes.
For example, to map the attribute Address Line 1 from Workday to ICM, you must create the Client App Entity Mapping.
1. Click the Configuration tile. The Configuration page opens.
2. Click the Masterdata tile. The Masterdata page opens.
3. Click the Create Masterdata tile. The Create Masterdata page opens.
The Create Masterdata page contains the following tabs:
1. Select the Category from the drop-down. For example, Default.
2. Select the Masterdata Contract Type.
3. Click Next. The Attributes page opens.
Provide relevant attribute values in the respective fields:
The Client App Entity Mapping created is displayed as shown in the screenshot below:
1. Log on to Workday.
2. Type Find Supplier in the textbox on the Welcome page. The Find Suppliers page opens.
3. Type the Supplier ID that is mapped between Workday and ICM.
4. Click OK. The Find Suppliers page opens.
5. Click the Search icon below Supplier. The page related to the Supplier ID that you entered in Step 3 opens.
6. Click Contact Information.
The Address Line 1 in Workday highlighted in the above screenshot is synchronized with the ICM Supplier Master attribute Address Line 1, as shown in the screenshot below:
The multi-level array attributes mapping from ICM to Workday provides the ability to add or select multi-level attributes such as spend category, department, work tags and cost center data as part of Supplier Contract Types and Associated Documents, so that when an agreement is created or updated in ICM, it automatically synchronizes with Workday goods lines items.
For example, to map attributes such as spend category and work tag cost center from ICM to Workday, you must create the Client App Entity Mapping.
1. Click the Configuration tile. The Configuration page opens.
2. Click the Masterdata tile. The Masterdata page opens.
3. Click the Create Masterdata tile. The Create Masterdata page opens.
The Create Masterdata page contains the following tabs:
1. Select the Category from the drop-down. For example, Default.
2. Select the Masterdata Contract Type.
3. Click Next. The Attributes page opens.
Provide relevant attribute values in the respective fields:
The Client App Entity Mapping created is displayed as shown in the screenshot below:
1. Create a Goods Line Item as a part of the associated document for the agreement you have created in ICM. For example, Work Tag Cost Center.
The Goods Line Item created is displayed as shown in the screenshot below:
2. Edit and update the parent agreement in ICM after creating the Goods Line Item.
1. Log on to Workday.
2. Type Find Supplier Contracts in the textbox on the Welcome page. The Find Supplier Contracts page opens.
3. Type the Contract Name you entered in ICM in the Supplier Contract Name field. For example, Supplier Contract, as shown in the above screenshot.
4. Click OK. The Report Criteria page opens.
5. Click the Search icon under Supplier Contract. The Contract Information page opens.
The Goods Line Item created in ICM is automatically synchronized with Workday Goods Lines as shown in the screenshot below:
Related Topics: Agreement Management
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