Workday HCM (Denmark)

Vendor: Workday · Enterprise

Onboarding in Workday is a business process, not a module: there is no onboarding API in either the SOAP or the REST catalogue. The process runs because Hire or Change Job completed, and it is read through businessProcess/v1 - completed, in-progress and remaining steps - which makes it unusually well suited to process mining. Acting on it is narrower: of the six actions the API exposes, only To Do and questionnaire steps complete work; the rest route it. In a Danish tenant the compliance spine differs from the US default: no I-9 and no W-4, but a seven-day statutory deadline for the employment certificate (ansaettelsesbevis), an electronic tax card (skattekort) pulled from SKAT by the payroll provider, work-permit verification through SIRI for hires from outside the EU and EEA, and holiday, ATP and pension registration outside Workday - because Workday calculates payroll natively in five countries and Denmark is not one of them.

Onboarding (ONBOARD)

New hire process, documentation, training

Activities

Hire Employee - Ansættelse. No REST operation hires anyone. SOAP or EIB.
Launch Onboarding Process - Runs because Hire completed. Nothing starts it on either surface.
Read Onboarding Event - One worker per call, 100 records per page.
Read Remaining Steps - What the new hire still owes.
Read In Progress Steps - Where the case is waiting right now.
Read Completed Steps - Step name, actor, timestamp. The event log comes from here.
Read Worker Inbox Tasks - Mine opgaver. What is sitting unread in My Tasks.
Complete Personal Information - Personoplysninger. person/v4 + SOAP Change_Personal_Information
Register CPR Number - CPR-nummer. National ID. Restricted under the Danish Data Protection Act - never leaves Workday in an extract.
Complete Contact Information - Kontaktoplysninger. person/v4 POST /homeContactInformationChanges/{ID}/addresses then /submit
Add Emergency Contacts - Pårørende. SOAP HR.Change_Emergency_Contacts
Provide Salary Bank Account - Lønkonto. Registration and account number. No worker-level payment election write exists.
Sign Employment Contract with MitID - Ansættelseskontrakt. E-signature runs through a MitID-backed provider, not Workday.
Acknowledge Employee Handbook - Personalehandbog. HUMAN
Upload Residence and Work Permit - Opholds- og arbejdstilladelse. Non-EU/EEA hires only.
Complete To Do Step - One of exactly two step types the API can finish.
Complete Questionnaire - The other one.
Verify Work Permit with SIRI - SIRI-verifikation. Right to work sits with the employer. Fines follow a wrong call.
Issue Employment Certificate - Ansættelsesbevis. Core terms in writing within 7 calendar days of start. The statutory clock this process runs against.
Request Criminal Record Certificate - Straffeattest. Mandatory for roles with children; consent-based for others.
Record Working Environment Introduction - Arbejdsmiljøintroduktion. Employer duty under the Working Environment Act.
Retrieve Tax Card from eIndkomst - Skattekort. The payroll provider pulls it electronically from SKAT. No employee form to fill in.
Register Worker with Payroll Provider - Lønleverandør. Workday calculates payroll natively in five countries. Denmark is not one of them.
Enrol in Pension Scheme - Pensionsordning. Usually set by the collective agreement, after any qualifying period.
Register Holiday Entitlement - Ferie. Concurrent holiday: 2.08 days accrue each month from day one.
Register ATP Contribution - ATP. Statutory supplementary pension, employer and employee share.
Change Benefit Elections - Personalegoder. SOAP Benefits.Change_Benefits
Assign Onboarding Journey - Hands the journey out. No operation completes a step in one.
Enrol in Compliance Learning - Obligatorisk kursus. Fully automatable, including GDPR and safety training.
Add Workday Account - The Workday account only.
Provision Directory Account - AD-konto. Workday will not write to your directory. The integration owns this push.
Grant Application Access - Systemadgang. DOWNSTREAM
Order Equipment - Udstyr. HUMAN / downstream
Approve Event Step - POST /eventSteps/{ID}/approve
Deny Event Step - POST /eventSteps/{ID}/deny
Send Back Event Step - The rework loop process mining most wants to see.
Reassign Event Step - Chase a stalled step onto someone who will act.

Case attributes

Citizenship Band (string) - EU/EEA or third country. Enough to explain the work-permit branch without holding nationality.
Collective Agreement (string) - Agreement governing pension, notice and holiday terms.
Worker Type (string) - Employee or contingent worker. They onboard differently and should be compared, not pooled.
Certificate Issued Date (date) - When the employment certificate was issued, measured against the seven-day statutory clock.
Case ID (string) - The onboarding event WID. One case per new hire.
Worker Key (string) - Pseudonymised worker identifier. Never a CPR number - CPR is specially restricted under Danish data protection law and the analysis does not need it.
Payroll Provider (string) - The Danish payroll provider the PECI feed reaches.
Department (string) - Supervisory organization the new hire joins.
Job Family (string) - Job family from the job profile.
Legal Entity (string) - Danish company on the position. Splits the analysis by entity and collective agreement.
Location (string) - Work location, which drives equipment and induction logistics.
Day One Ready (boolean) - Whether access, equipment and introduction were all complete on or before the start date.
Journey Assigned (boolean) - Whether an onboarding journey was distributed.
Sent Back Count (integer) - How many times a step on this case was sent back.
Payroll Cutoff Date (date) - The provider's monthly cutoff, against which payroll registration is judged.
Start Date (date) - The hire date. Every day-one measure is relative to it.

Process-mining benefits (historical)

Where the seven-day contract clock breaks [Compliance]: Measure hire to certificate for every case and the breaches stop being anecdotal. They cluster - one entity, one month, one HR partner carrying too many starts - and each one is a case you can open with a date and an owner.
Self-service steps the new hire stalls on [Efficiency]: The time is almost never in the work; it is in the gap before the new hire opens the task. Ranking that waiting time shows which portal steps are unclear or arrive too early.
Payroll registration that lands after the cutoff [Cash]: Cases registered with the payroll provider after the monthly cutoff are the ones whose first Danish payslip is wrong, and correcting a payslip costs more than preventing it.
Access that arrives after the start date [Service]: The most visible onboarding failure to a new hire, and the easiest to count once the log exists. It usually traces to one upstream delay that can be fixed once.
Rework that never appears in a status report [Efficiency]: Every send-back and reassignment is recorded by the process engine. Counted by step, they name what is unclear, wrongly routed, or assigned to someone who was never going to act.
How much of the process is genuinely different [Compliance]: The EU and third-country split is a legitimate variant; the long tail behind it usually is not. Variant analysis separates real difference from accumulated local habit.

Process-mining benefits (action)

Close acknowledgement steps as the source system confirms [Efficiency]: Where a step only records that something happened elsewhere, the integration closes it on confirmation instead of waiting for someone to tick it. This is one of exactly two step types the business process API can finish.
Submit questionnaires from data Workday already holds [Efficiency]: Prefill the answers already captured at hire and let the new hire confirm rather than retype. The questionnaire is the other step type the API can genuinely complete.
Draft the employment certificate on the day of hire [Compliance]: Generate the certificate from position, pay and agreement data the tenant already holds, and put it in front of HR to check rather than to write. The seven-day clock stops depending on one person's calendar. A person still reads and signs it.
Chase the cases predicted to miss day one [Service]: By the time a case is late it has been predictable for days, because the same steps stall first. Score open cases daily and route the stalled step to someone who will act.
Start provisioning at hire, not at day one [Cost]: Derive the access and equipment set from role, department and location and raise it downstream the moment the hire completes. Workday will not write to your directory, so the integration owns that push - and the log shows whether it worked.
Flag the steps that quietly never happened [Compliance]: A case that skipped a step its cohort always performs is visible only by comparison. Detect it while it can still be corrected, rather than at the annual audit.

Data tables

businessProcessEvent - The onboarding event itself - one per new hire. Read through businessProcess/v1 GET /events, one worker per call.
eventStep - One step of the event. The completedSteps, inProgressSteps and remainingSteps collections all return this shape - completedSteps is the event log.
worker - The worker record the onboarding event hangs off.
eventAttachment - Documents attached to the event. Readable over REST; uploading one is a SOAP operation.
inboxTask - What is actually sitting in the new hire's My Tasks, read through common/v1 GET /workers/{ID}/inboxTasks.
journeyDistributionRequest - A journey handed to a new hire through journeys/v1. Assignment is an API call; completion is not.
learningEnrollment - Compliance and role training assigned at onboarding, through learning/v1 POST /manageEnrollments.
preHire - The pre-hire record that exists before the worker does.
workerDocument - The worker's document file, including the employment certificate. Written with SOAP Put_Worker_Document.

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