If your organization uses Workday to manage employee data, you have the option to sync user information from your Workday instance(s) to your list of Employee Email contacts.
You can also sync Microsoft Entra ID users as Employee Email contacts.
- Your synced contact information is kept up to date automatically on a regular schedule.
- Use your imported contacts to build custom distribution lists in the Employee Email web app.
- Optionally, set up multiple integrations with Workday to sync different collections of user data to Employee Email, or sync from different Workday instances within your organization.
Note: This functionality is only available if you send emails directly from the Employee Email web app. This article is not relevant if you have installed an add-in or extension and you send tracked emails from your email client.
If you have the Staffbase App/Intranet integrated with Employee Email, the most efficient way to set up your contacts is by creating users in your App/Intranet, then configuring how your employees are synced as email contacts.
Prerequisites
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You have an Employee Email account with the required access enabled
Staffbase recommends using an Admin or Parent Admin account
Note: If enabled, Feature Access settings let you allow users to Create and edit integrations while restricting their ability to Edit field mapping and exclusions.
Both of these permissions are required for a user to connect Employee Email to Workday.
Ask Staffbase Support or your Customer Success Manager for details. - Required Workday configuration is completed
Contact your Technical Onboarding Engineer or Onboarding Project Lead for assistance
Connecting Employee Email to Workday
- In the Employee Email web app, navigate to Contacts > Import and click the Workday tile.
- Enter a unique title for your organization's Workday directory that will be easy to recognize later and click Create.
A success message displays confirming that your integration has been created. - Click Connect Workday.
- Sign in with the Workday account that will be used to maintain the sync.
Additional details from your Workday configuration are also required.
Contact your Technical Onboarding Engineer or Onboarding Project Lead for assistance. - Your integration displays as Connected.
- Click Next to continue the import process.
Mapping Your Workday Fields
The Map fields tab opens, and the employee attributes stored in your Workday instance, like names, titles, office locations, etc., are auto-populated under the Imported Field section.
Attributes are the characteristics that differentiate one recipient from another, which enable you to segment your audience and target your communications to specific groups.
From the dropdown menu corresponding to each value, select a field name to map the attributes from Workday to fields Employee Email.
Optionally, select Skip this field for any of your imported fields except the Unique Contact ID, which defaults to Email.
If no option in the dropdown matches your imported field(s), create a new Text, Number, or Date field.
Completing and Confirming Your Import
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Click Sync to complete the import process.
A new page displays, showing a progress bar for your import.Note: The import process usually takes 10-30 minutes but may require a number of hours for a very large organization. It cannot be stopped or restarted.
You can navigate the Employee Email web app while you wait. This will not disrupt the import. -
Navigate to Contacts > Directory to view your imported data.
The All Contacts list opens. - To check for and fix any potential errors with your import, navigate to Sources > Integrations.
Editing or Deleting an Integration
- Navigate to Contacts > Sources > Integrations.
- Click the three dots next to an integration.
Any Employee Email user with the required access enabled can manually sync Workday contacts from the integration that you have created or edit its field mappings.
Note: Starting November 9, 2022, if enabled, new Feature Access settings let you allow users to Create and edit integrations while restricting their ability to Edit field mapping and exclusions.
Both of these permissions are required for a user to connect Employee Email to Workday.
Ask Staffbase Support or your Customer Success Manager for details.
Only the Employee Email account that created an integration, or a Parent Admin, can delete that integration.
Unless they are removed or excluded using Workday, these contacts will appear in the web app again after the next sync.
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