Connect Workday Learning

Workday Learning connects an Elba training program to the learning experience employees already use in Workday. Elba remains the source of truth for assignments and results, while Workday provides a course entry point and a mirrored learning record.

How it lives in the product

An Elba organization owner or administrator manages the connection under Settings → Integrations → Workday Learning.

Elba matches an active, enrolled employee to a Workday worker using a unique normalized primary work email address. If the employee is signed out when they launch the external lesson, they complete the normal Elba sign-in flow and return to the training.

Training content and results flow from Elba to Workday. Elba reads Workday worker identity and existing Learning records only to match employees and verify records it manages. It does not import Workday-created courses, assignments, or results into Elba. Removing an assignment in Elba or disconnecting the integration does not withdraw an enrollment or delete a course or learning record in Workday.

Before you connect

Ask a Workday administrator to prepare a dedicated integration system user and an API Client for Integrations with a refresh token. Select the Staffing and Learning Core OAuth scopes.

Grant the integration system user only the access required to:

• read workers and their public primary work email addresses;
• read learning content and course lessons;
• initiate the Manage Course business process;
• initiate the Enroll in Content business process; and
• read and update learning records and lesson tracking.

Configure integration-system-user-initiated Manage Course and Enroll in Content events to complete automatically, without approval or review steps. Elba cannot safely continue when either process remains pending.

Prepare the Workday IDs for:

• one Learning topic dedicated to Elba-managed courses;
• an availability status representing an available course;
• an external lesson type;
• a completed lesson completion status; and
• optionally, an in-progress lesson completion status.

The selected topic, catalogs, availability, and learner security must make the courses visible to the intended employees. Each employee must have one unique public primary work email that matches their Elba email.

Scope the sandbox and production pilots

The integration has no Elba-side user or assignment selector. Saving the first connection normally queues a full reconciliation for every eligible active assignment whose enrolled Elba employee matches a Workday worker visible to the integration system user.

• For sandbox acceptance, use a dedicated Elba test organization connected to the Workday sandbox or implementation tenant.
• Do not connect a production Elba organization to a sandbox tenant. The tenant hostname and tenant name are locked after the first connection and cannot later be changed in the product.
• Before connecting the production organization, work with Elba and your Workday administrator to ensure that only the approved pilot population is eligible and visible to the integration system user. Review the active Elba assignments that can be published.

The first production connection can create multiple Workday courses and enrollments immediately. Do not select Connect Workday Learning until that scope has been approved.

Connect Workday Learning

1. In the Elba admin portal, open Settings → Integrations → Workday Learning.
2. Enter the Learning topic, availability status, external lesson type, and completed status IDs.
3. Enter the in-progress status ID if Workday should receive a progress record when an employee starts a training.
4. Select Connect Workday Learning. A secure connection window opens for the Workday credentials.
5. In the connection window, enter the Token domain as the traditional Workday tenant hostname without https:// or a path, followed by the Tenant, Client ID, Client secret, and Refresh token for the dedicated Workday API client.
6. Complete the connection and return to Elba.

Before saving the connection, Elba checks that the credentials can access the required Workday Staffing and Learning data. The first sandbox synchronization confirms write permissions and the reference IDs using sandbox data.

Validate the first synchronization

In the dedicated Elba test organization, assign one training to a test employee whose email is unique in Elba and the Workday sandbox. Then confirm that:

1. Workday contains one digital course in the configured topic, with the expected availability and one external lesson.
2. The matching worker is enrolled and both Workday business processes complete automatically.
3. Opening the external lesson launches the expected Elba training.
4. Starting the training updates Workday when an in-progress status was configured.
5. Completing the training updates the completion status and date, including the quiz score when one exists.
6. Running another synchronization updates the existing records without creating duplicates.

In the connected integration panel, review Matched Workday workers and Unmatched Elba users. Resolve every unexpected unmatched employee before expanding the pilot audience.

Keep Elba-managed courses unchanged in Workday

Ongoing synchronization

Elba requests targeted updates when assignments or training progress change and runs a daily reconciliation to repair missed events and refresh employee matches. An administrator can also select Sync now in the integration panel.

Manual full synchronization has a 15-minute cooldown. If configuration is saved during the cooldown, Elba saves and validates it but may defer the synchronization until the next allowed request or daily reconciliation. Last sync requested is the request time, not a confirmation that every Workday operation completed.

The pilot supports up to 10,000 active Elba users, assignments, retained mappings, and accessible Workday workers. Elba stops the reconciliation and reports an error if a pilot safety limit is exceeded.

Update or disconnect the connection

Use Update settings to change the Learning reference IDs. To rotate or replace Workday credentials, select Reconnect Workday Learning and enter the new values in the secure connection window. The tenant hostname and tenant name are locked after the connection is first created because retained Workday IDs belong to that tenant. Reconnect to the same tenant; disconnecting does not unlock it. Elba validates the replacement connection and Workday read access before switching to it. If that validation fails, the existing connection remains active.

Disconnecting:

• stops new Workday synchronization requests;
• removes Elba's access to Workday;
• leaves existing Workday courses, enrollments, and learning records unchanged; and
• retains local mapping history to avoid duplicate records after a reconnect.

As defense in depth, also delete or regenerate the integration's refresh token, or disable its API client, in Workday after disconnecting it in Elba.

If the connection reports an error or lists records that need attention, see Resolve Workday Learning sync issues.