Creating BMC Helix ITSM People records from Workday user records by using Jitterbit Harmony

BMC Helix iPaaS, powered by Jitterbit provides a prebuilt integration template that enables you to get user records from Workday to BMC Helix ITSM. To use the integration template with the values defined out of the box, you update the project variables with the details of your systems and deploy the integration template. 

The template provides the following capabilities:

Workday to BMC Helix ITSM data flow

The following image gives an overview of the data flow to get the user records from Workday to BMC Helix ITSM:

Before you begin

You require the following items to successfully set up and use this integration: 

Task 1: To download and import the integration template project file

1. Download the BMC Helix ITSM People records from Workday User Records 2023-11-01  file to your system.
   This file contains the BMC Helix iPaaS Cloud Studio project BMC Helix ITSM People records from Workday User Records.

   Important

   Your ability to access product pages on the EPD website is determined by the license your company purchased.

2. As a developer, log in to BMC Helix iPaaS and navigate to the Cloud Studio.
3. On the projects page, click Import.
4. Click Browse and then select the BMC Helix ITSM People records from Workday User Records 2023-11-01 file you downloaded. 
   The Project Name and Organization fields are automatically populated depending on the values defined. 
5. From the Environment list, select the environment to which you want to import this integration template, and click Import.
   The project opens after the integration template is imported. 
6. To open the project file at a later time, select the environment where the integration templates are available, select the BMC Helix ITSM People records from Workday User Records project, and click View/Edit.

Task 2: To update the project variables for the integration template

1. Next to the Environment name, click the ellipses ... and select Project Variables.
2. Update the following project variables:

   • Access points and authentication details for Workday and BMC Helix ITSM applications

     Project variable	Action
     Workday
     workday_Host	Enter the Workday host URL that you are using for your organization.
     workday_Username	Enter the name of the user who can interact with the Workday application.
     workday_Password	Enter the password for the user name that you provided.
     workday_Tenant	Enter the name of the Workday tenant.
     Workday_Default_Date	Enter the date from which you want to fetch Workday employee records. To enter the date, use the following format: yyyy-MM-ddTHH:mm:ss.SSSZZZZ For example, enter 2023-01-01T21:59:43.000-07:00.
     BMC Helix iPaaS
     ITSM_Host	Enter the URL to access BMC Helix ITSM.
     ITSM_Username	Enter the login ID to access BMC Helix ITSM.
     ITSM_Password	Enter the password of the login ID to access BMC Helix ITSM.

   • BMC Helix ITSM variables

     Project variables	Action
     ITSM_Client_Sensitivity	Enter one of the following values to specify the level of sensitivity of a client: Standard Sensitive By default, the value of this variable is set to Standard.
     ITSM_Client_Type	Enter any of the following values to specify the type of a client: Customer Menu Company Menu Vendor Menu Office-Based Employee By default, the value of this variable is set to Office-Based Employee.
     ITSM_Company	Enter a valid BMC Helix ITSM company for which the People record must be created; for example, Apex Global.
     ITSM_Profile_Status	Enter any of the following status values to indicate the status of the company: Proposed Enabled Offline Obsolete Archive Delete By default, the value of this variable is set to Enabled.
     ITSM_Support_Staff	Enter No.
     ITSM_VIP	Enter No.

   • Email notification configurations

     Project variable	Action
     Email_SMTP_Servers	Enter the SMTP host name to configure the email.
     Email_Sender_Account	Enter the email address from which the notification emails must be sent; for example, noreply@apex.com.
     Email_Sender_Password	Enter the password for the email address from which you are sending notifications.
     Email_Recipients	Enter the email address to which you want to send the notification emails. To enter multiple email addresses, add a comma separated list; for example, mailbox1@apex.com, mailbox2@apex.com.
     Email_Summary	Enter true so that a summary of Workday users that are fetched is displayed in the emails.
     Email_Enabled	To disable email notifications, change the default value to false. By default, the value is set to true.
     Email_Data_Error	To disable email notifications for errors in workflows, set the value to false. By default, this value is set to true.
     Agent_Time_Zone	Enter the time zone in which your agent is working; for example, IST.

(Optional) Task 3: To review and update out-of-the-box field mappings

Out-of-the-box field mappings are defined in the transformation elements that belong to the Core logic workflow.

For additional information about the workflow, see Workflows included in the integration template.

1. In Workflows, select Core logic > Get users one by one.
2. On the design canvas, on the Get One by One Transform element, click the ellipses ..., and then click View/Edit.
3. Review out-of-the-box mappings in the Target section, as shown in the following image:
   
4. To map additional fields, click the script icon and add the required fields.
5. To save the changes in the script, press Ctrl+S.
6. To go back to the template, click Return to workflow .

BMC Helix ITSM and Workday field mappings

The following fields in a BMC Helix ITSM people record and a Workday user record are mapped out-of-the-box:

The following mandatory fields in BMC Helix ITSM do not have an equivalent field in Workday and have default values as listed in the following table:

Task 4: To map a login ID between Workday and BMC Helix ITSM

The login ID of a Workday user must be unique so that the user record is fetched successfully in BMC Helix ITSM. The login ID can differ depending upon the organization; for example, a login ID can be an employee ID, a user ID, or a worker ID.

1. In Workflows, select 5.0 Core Logic > 5.0 Get Users one by one > Get One by One Transform.
2. On the design canvas, on the Get One by One Transform element, click ..., and then click View/Edit.
3. In the ITSM fields section, click the script icon .
4. In the following line in the script, add the login ID:
   $userId=root.transaction.response$body$Get_Workers_Response$Response_Data$Worker.Worker_Data$login ID;
   For example, add employee ID in the script:
   $userId=root.transaction.response$body$Get_Workers_Response$Response_Data$Worker.Worker_Data$employee_id;
5. To save the changes in the script, press Ctrl+S.

Task 5: To deploy and enable the project

Deployment is a one-time activity that initializes the integration configurations. The UI displays a message for the deployment status.

To deploy the project, perform the following step:

1. In Workflows, select 1.0 Entry Logic > 1.0 Initial Data Load.
2. On the design canvas, on the 1.0 Initial Data Load workflow, click the ellipsis ..., click Deploy, and then click Deploy.
   

After the template is executed successfully, it fetches the Workday users in BMC Helix ITSM. If you have set the Email_Summary variable as true, you get the list of Workday users as an attachment in an email. In the attachment file, each page consists of maximum 100 users.

The following image shows an example of the attachment file with the list of Workday users:

(Optional) Task 6: To define a schedule to run the template

You can define a schedule to run the template automatically.

1. In Workflows, select 1.0 Entry logic > Initial Data Load.
2. Click ... and then click Settings.
   
3. On the Schedules tab, complete the following fields:
   1. From the CONDITION list, select On Schedule.
   2. From the SCHEDULE list, select an existing schedule that suits your requirement.
   3. (Optional) If the existing schedules do not suffice, click Create New Schedule, complete the steps to  create the schedule and then repeat step 1 to step 3b.
4. Click Assign.

To update the ReadCache function

The ReadCache function stores the date till which the Workday user records are fetched. By default, the ReadCache value expires every 1800 seconds. If you set a schedule, make sure that the time specified in the schedule is also added in the ReadCache function in seconds.

For example, if you set a schedule to fetch records every 30 days, add 2592000 (time in seconds for 30 days) in the ReadCache function.

To add the schedule time in ReadCache, perform the following steps in the template:

1. In Workflows, select 1.0 Entry Logic > 1.0 Initial Data Load.
2. On the design canvas, on the Initial Data Load element, click the ellipses ..., and then click View/Edit.
   
3. In the script, navigate to the following function:
   $Effective_from=ReadCache("lastModified");


4. Add the schedule time in seconds in the following format:
   $Effective_from=ReadCache("lastModified", "expirationseconds");
   For example, enter $Effective_from=ReadCache("lastModified", "21600").
5. To go back to the template, click Return to workflow .

For more information about ReadCache, see  Cache functions in the online Jitterbit documentation.

How the template runs out of the box

Out of the box, the template fetches user records from Workday by using the default date that you have set in the Workday_Default_Date variable. After you set the default date for the first time, the following events occur:

1. The template fetches Workday user records from the default date to the current date. 
2. The current date is stored in the cache memory.
3. For any subsequent template runs, the template uses the date stored in the cache memory and fetches user records from that date to the current date.
   
   

Workflows included in the integration template

The following workflows are defined as a part of the integration template. Refer to the following details for an overview of the tasks defined in the workflow operations and configurations defined within each workflow.

Entry logic

Helix ITSM

Workday

Error Handling and Error Notification

Core Logic