Creating workflows for UKG Pro users

Use the presets provided to create workflows that create new hires, get new hire details, get user details, and run SaaS user workflows. 

Contents

1. Create user workflows
   1. UKG Get New Hire Details
   2. UKG Create New Hire
   3. UKG Get User Details
2. Creating SaaS User workflows
   1. UKG User Role preset

Before you start

To use the integrations in workflows, you must have completed the following tasks:

• Added basic authorization credentials to Oomnitza to create the extended integration. 
• Added OAuth 2.0 credentials to use the create and get new hire details presets.

Note
The get user details integration point and the workflow for deactivating and retrieving SaaS user information uses basic authorization credentials which you add when you create the extended integration.

Add the value as a global variable so that when you create workflows that use presets the variable is automatically added. See Adding global settings.

The name of the global variable is UKG.Tenant ID and the value you enter is the tenant ID. Used in workflows that use the create new hire and get new hire presets. 

The name of the variable is UKG.Full Domain and that value is the base URL. Used in workflows that use the create new hire and get user details presets.

Creating workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add  and select Users from the Objects list.
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter UKG in the search field. 
5. Select a preset:
   • UKG Get New Hire Details
   • UKG Create New Hire
   • UKG Get User Details
6. To choose a preset, click the forward arrow (>).
7. Select the credentials that you created. 
8. Configure the API Block, and save your changes.
9. Edit the Begin block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule such as Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. See Using the Begin block. 
10. Connect the blocks. 
11. Save, validate, and activate your workflow.

Using the Get New Hire Details preset

The Get New Hire Details preset allows you to fetch a new hire's data from UltiPro, by User ID. You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Information tab. You will notice that the UKG Pro User ID is referenced in the property {{ukg_user_id}}. Follow the steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow.
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields.   

For further information see UKG Pro API Documentation: New Hires.

Using the Create New Hire preset

The Create New Hire preset allows you to create a new hire in UltiPro for onboarding employees. The API eliminates the manual effort required to transfer new hire data to Onboarding and the potential human error involved in the manual process.  You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Body tab. The request body contains the email and name of the new hire that you want to create. These values are calling existing field names in Oomnitza, so you need to make sure that these values exist in Oomnitza and are populated with information before you run this workflow. Alternatively, replace the values in the curly braces with the actual details and surround with double quotation marks: for example "emailAddress": "[e-mail]".
3. Select the Response tab. You can map the message response as per the example in the Get New Hire Details preset.

Did you know?
You can add more details in the Body tab, such as the new hire's address, role name, and phone number.  For further information see UKG Pro API Documentation: New Hires.

Using the Get User Details preset

The Get User Details preset enables you to fetch a user in UltiPro, by User ID. You can configure the message payload by selecting Advanced Mode.

1. In the API block window, click the Advanced Mode button located in the upper right of the window.
2. Select the Params tab. You will notice that the UKG Pro User ID is referenced in the property {{ukg_user_id}}.Follow the mapping steps in Creating custom mappings so that this property exists in Oomnitza and is populated with information before you run this workflow.
3. Select the Response tab. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields.   

For further information see UKG Pro API Documentation: Get User Details.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

Creating SaaS User workflows

Creating a workflow using the UKG User Role preset

You can create a Saas User workflow in Oomnitza using the UKG User Role preset. The UKG Pro User Role can be used to provide you with confirmation of SaaS users in your UKG Pro environment, and their User ID, Role Name, Role ID, and Last Logon Date.

Before you start

Before you create a SaaS user workflow, you should must run the extended user integration and selected User plus SaaS User to populate the software entry in the Software > SaaS menu.

To create a Saas User workflow using the UKG Pro User Role preset, complete the following steps:

1. Click Configuration > Workflows 
2. Click Add (+) and select Software SaaS Users from the list.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter UKG in the search field and choose the UKG User Role preset.
8. Click the right arrow >.
9. Enter your credentials.
10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > UKG Pro > Users if they are not found in your UKG Pro instance.
11. Click SAVE.
12. Connect the blocks.
13. Save, validate, and activate your workflow.

To view active UKG Pro users in the SaaS Users UI, complete the following steps:

1. Click Software from the menu.
2. Select the Saas tab, and select your software entry for UKG.
3. Click Users in the side pane.                           
4. The Role column will be populated with the user details to confirm that this user has been found in your UKG SaaS.           

For further information see UKG Pro API Documentation: User Profile Details.

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.