Overview
Integration with edX and Workday is accomplished by setting up configuration reports that are pushed into your SFTP or email server at a scheduled time. Upon processing the files in your server, Workday collects the resulting files to create learning items in your Workday instance.
Prerequisites:
To successfully integrate your edX course catalog with Workday, you need to have:
- An agreement with edX covering access to the edX course catalog for your learners.
- An agreement with Workday covering access to the Workday LMS.
- An SFTP or email server to receive edX files: catalog and learner’s progress report.
- An Engineering team to process edX files.
- A Workday Account Manager to guide you through the integration.
Configuration Steps:
Step 1: Choose File Transfer method
edX can send files via SFTP (secure file transfer protocol) or email server. Discuss with your engineering team the most suitable transfer method. SFTP is the most commonly used method.
Step 2: Set up Report Configuration in the edX Admin Portal
Visit Enterprise Admin Portal, and find the “Reporting Configurations” option. Add a reporting configuration according to the delivery method chosen in step 1.
SFTP sample delivery method:
Step 3: Mapping edX Catalog fields with Workday fields
The edX catalog file includes a list of courses. For every course, edX provides a list of fields describing the course (metadata). These fields are used to display course information in Workday LMS.
With the help of your Workday account manager choose the fields that are most relevant to your team. Workday account managers must map these fields with their equivalent in their system.
Here are the most common ones:
-
active: Either the course is active or not.
- Mapping field in Workday: Status
- end_date: The course end date.
-
enrollment_url: The external content link in edX. This field is mandatory to be able to access and enroll in edX courses.
- Mapping field in Workday: Content URL
-
image_url: The static URL for the about page image for the course.
- Mapping filed in Workday: Image
- Key: An identifier for the course. For example, RITx+PM9003x.
-
short_description: The short description of the course and its content, HTML format
- Mapping field in Workday: Description
-
Title: The title of the content item. For example, “Introduction to Plasma Physics”.
- Mapping field in Workday: Lesson and Title.
Sample fields:
Step 4: Customer creates Middleware software
In most cases your engineering team will create a middleware program (script) to process the received file. The process requires extracting the edX fields chosen in the previous step to create a new file that Workday will receive.
Workday team should inform you how they are going to access this new processed file.
Step 5: Workday creates learning items
Workday pulls the files created in Step 4 and processes them in their LMS to create learning items. These items are accessed by your employees to find learning opportunities.
Sample View in Workday:
Summary Integration Diagram
Technical Support
If you need assistance or have questions about edX, you may contact the edX Enterprise Customer Success Team via email at: enterprise-support@edx.org or via the “Help” button in this page