Outlook Calendar Integration for

Workday Learning
July 22, 2021
Tawana Williamson Amie Gaffney Raul Alvarez
Principal Field Readiness Sr. Product Manager Sr. Assoc Software
Architect Application Engineer
Workday Workday Workday
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 Agenda

Overview Benefits Configuration Testing Demonstration Resources

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 Overview:
What is the Outlook Calendar Integration for
Workday Learning?

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 Workday enhanced instructor-
led training lessons for blended
courses by enabling you to
automatically send calendar
invites when you schedule
classroom training and webinars
in course offerings.

In Production Tenants: June 11, 2021

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 Benefits

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 Automated
Calendar Invites for
Course Offerings
What are the Benefits to
the Outlook Calendar Configurable
Integration? Message
Templates

Reporting

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 Configuration

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Microsoft Azure Configuration
 Steps to Configure Microsoft Azure
Azure App Registration Steps for Microsoft Administrator

1 2 3 4 5
If you have access Search for and Under Manage, Give it a name, set
to multiple tenants, select Azure select App the supported
Sign into the in the top menu, Active Directory registrations > account types to
Azure portal use the Directory + New registration be Accounts in
(portal.azure.com) subscription this
filter to select the organizational
tenant in which directory only
you want to and leave the
register an Redirect URL
application. blank, then click
Register
 Steps to Configure Microsoft Azure
Azure App Registration Steps for Microsoft Administrator

6 7 8
In the overview Under API Navigate to the
page, copy the permissions, add Certificate &
Application (client) Microsoft Graph’s secrets menu
ID. Calendars.ReadWrite option. Add a new
as an application client secret and
This ID be used in permission, then give it a
Workday’s tenant grant admin description and
configuration. consent to this expiration date.
new permission

Note: Every time the secret key expires it would need to be updated in your Workday tenant as well.
Workday Tenant Configuration
 Steps to Configure Your Workday Tenant

1 2 3 4 5
Ensure that you Configure an Access the task Access the Edit Navigate to the
have the Integration “Assign Users to Tenant Setup – Learning section
System User User-Based HCM task
• Microsoft Security Group” Select the
Tenant (ISU) in the
tenant Assign the ISU which Enable Calendar
• Microsoft will be used for the Integration
Mailbox calendar integration checkbox
to the Learning
• Client ID Administrator user
based security group.
• Client Secret
 Steps to Configure Your Workday Tenant

6 7 8 9 10
Enter the Microsoft Enter the Enter the Client Enter the Client
Tenant name Mailbox ID Secret
Select the • This should end with
Integration System .onmicrosoft.com. To
find this Log in to your This is the mailbox This is the ID This is the client
User Office 365 Admin where the invites which is generated secret which was
Center as an will be generated during the added during the
administrator.
• Under Setup, Click on from. Microsoft Azure Microsoft Azure
Domains. configuration. configuration.
• Find the domain that
ends with
.onmicrosoft.com and
this is your Office 365
tenant name.
 Steps 4
through Edit Tenant Setup - HCM
10

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Steps to Configure Your Workday Tenant

11

Access the
Manage Learning
Calendar
Message
Templates to
configure the
message template
 Step
11
Manage Learning Calendar Message Templates
We deliver 3 message templates for this task:

• Classroom: Used when a learner successfully

enrolls in an instructor-led training lesson.
Applies to Enroll, Drop and Edit.

• Webinar: Sends when a learner successfully

enrolls in a webinar lesson. Applies to Enroll,
Drop and Edit.

• Cancellation: Used if the offering is cancelled.

Note: Your security group needs to be

configured on Set Up: Learning Catalog
domain.

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 Steps to Configure Your Workday Tenant

12 13 14 15

Create the Instructors Enroll Learners Review the

Blended Course assigned to the into Course Learning
and Schedule the course offering will Offerings Calendar
Course Offering be sent the Integration
Learners will Status report
calendar invite
automatically be
sent the calendar
invite
 Step New Report: Learning Calendar Integration Status
15

<ADD SCREENSHOT>

*You can also use the

“Integration Events” task to
troubleshoot, select “Learning
Calendar Integration: Microsoft
Outlook.”
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 Sample Calendar Invite

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Additional
Considerations
 Do Not
Do Not use any version of the
Put Learning Course Offering
web service to update course
offerings as lessons will detach
from the event and updates will
not be sent to learner
calendars.
Do Not update the Microsoft
mailbox that is generating the
invites while there are active
events because updates to the
course offerings won't trigger an
updated invite.
Limitations
The number of emails you
can generate in 24 hours is
9,900.
The Microsoft mailbox is limited
to generate 10,000 emails within
a 24-hour period. If you are
sending out more than 9,900
invites, Workday will queue
those invites and send them out
the next day.
•This new functionality integrates with Microsoft Outlook
and enables you to send these invites to any email
client.

•Email invites respect the learner's time zone and appear

correctly in their calendar, but the date and time in the
body of the email respects the time zone in which the
course offering is scheduled.

•Instructors and enrolled attendees receive the same

version of the invite.

•Attendees can't view other attendees on invites.

• The ICS download option does not display for course
offerings scheduled after the feature is enabled.

• Calendar invites will be sent to the learner's primary

email account.

• Calendar invites will not generate for existing course

offerings unless they are changed after the
integration has been configured with a future date.

• The integration runs every 30 minutes and will pick up

any events generated in the previous 30 minutes.

• This integration uses Graph API to prevent the

integration from continuously hitting the API for
performance purposes.
 Testing

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 How Do You Test the Outlook Calendar Integration?
Create new
Course
Offerings

Populate the Invites should

Message generate for
Templates Instructors

Ensure that you

Enroll learners
have configured
and the invite
the correct
should generate
credentials in the
for Learners
test environment
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 Using Restricted to Environment
Edit Tenant Setup - HCM

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 Suppressing Email and Calendar Notifications
Important Note: Outlook calendar invites will still go out if you disable email notifications in
tenants under Edit Tenant Setup – Notification. There is no connection between the Outlook
configuration and this configuration. You must disable notifications in tenants under Edit
Tenant Setup - Notifications and uncheck the Enable Calendar Integration checkbox
under Edit Tenant Setup – HCM.

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 DEMO

Outlook Calendar Integration

 Resources

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 Frequently Asked Questions

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 Frequently Asked Questions
In general what are the risks involved? A single set of credentials should be created for this application.
These credentials are to be entered into the Workday tenant where they are stored securely and can only
be viewed by users with access to Tenant Setup. This application creates calendar invites in a single
mailbox only. Attendees on these calendar events and will receive invitations by email.

What does the app do, for instance, can it send emails? The application should only be given
Calendars.ReadWrite permission and it will only ever read and write calendar events to a single mailbox
that you can configure. No other information will ever be retrieved from your Microsoft tenant for any
purpose. The only information from your Microsoft tenant that Workday will store are the UUIDs for the
calendar events that are created.

Who manages the app? Is Workday just providing the platform, but the app is provided by another
provider? In which country is the app hosted? The application is built entirely by Workday in
partnership with Microsoft and runs on the same Workday owned and managed platform that the rest of
your Workday tenant runs on.

Will the app pull-in information, or read information from our O365 tenant? Can the app see
calendar titles and content, or just see busy / available? The application will not pull in information from
your 0365 tenant. Workday is the source of all the information about the events and the attendees. The
application is simply syncing this information to your 0365 tenant and will only ever read back or update
information that originated in Workday.
 Frequently Asked Questions
Who has access to the app, and what can these persons do? Workday has strict data privacy controls
in place limiting who can access customer data and for what purpose. There are helpful resources around
Privacy and Compliance available on Workday Community.

How long is the information stored? The information originates in your Workday tenant. The only
information that we store from your 0365 tenant are the access credentials and a unique identifier for the
calendar events the application creates. This data continues to belong to you, the customer and will be
stored until you off-board as a customer or otherwise request we purge it.

What is a “client secret”? The client secret is a secret known only to the application (Workday) and the
authorization server (Your 0365 tenant). It is part of the OAuth authentication standard that is being used
by Microsoft to secure access to your 0365 data.

Should they not use the build in O365 functionality on setting meetings? This integration automates
the process of scheduling meetings and sending invites for instructor led training managed through
Workday and keeps the meeting invitations up to date with any changes that could be made in Workday.
 Other Resources

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 What’s New Post and Video
Resources • Outlook Calendar Integration for Learning

Other Helpful Resources

• Learning and Extended Enterprise Roadmap
• All Application Strategy Roadmaps
• Self-Service Language Translations Roadmap
• Language - HCM Translation Roadmap (includes
Administrative Tasks)
• Workday Learning Service Updates
• Campaign/Notification Service Updates
• Media and File Storage Service Updates
• What's New in Workday Videos and Presentations
• Check the What’s New in Workday report in your
tenant for new features.
• Workday Media Cloud Guide
• The Next Level: Feature Adoption Presentations and
Publications
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Do You Need Additional Help?
We Can Help.
How can Workday Services help?
How to contact us Email:
customer.enablement@workday.com
for help or more
information
Contact your Customer
Success Manager

On Community through
Basics > Professional
Services
 Q&A

Now It’s Time for Questions

and Answers!

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 Thank You and
Have a Great Workday!