How to configure the enhanced Udemy Business and Workday integration

This article provides instructions for admins to integrate Udemy Business with Workday’s enhanced Cloud Connect for Learning (CCL). It outlines the step-by-step process to configure and test the API-based integration in Preview tenants, ensuring a smooth and functional setup before rolling out the integration in Production.

Workday’s enhanced CCL platform and its API integrations provide a streamlined approach to integration configuration. The enhanced CCL integration supports: 

  • Course sync
  • Learning path sync (Workday collections)
  • Lab sync
  • Full reporting sync (courses, collections, and coming soon: labs)
  • Future enhancements and new Udemy Business learning objects

By following these instructions, learning administrators can confirm that:

  1. All required Workday credentials are correctly entered and authenticated in Udemy Business.
  2. Udemy’s course catalog syncs properly into Workday Learning
  3. Collections learning paths display and function as expected.
  4. Learners can browse, enroll in, and launch Udemy content from within Workday.
  5. Learner progress and completion of content successfully displays on their transcripts in Workday Learning.

Note: You must complete the Workday prerequisites before completing the steps on the Udemy platform. If you input the newly generated Workday credentials into Udemy without completing the Workday tasks, an error will occur on the Udemy side.

Table of contents

Prerequisites

1. Before integrating the integration with Udemy Business, follow Workday’s instructions for configuring Workday CCL. 

  • Note: You must complete these prerequisite steps whether you're setting up an already configured content provider or a new content provider.

2. When you complete the prerequisite tasks, these values will be generated in Workday:

  • OAuth token URL 
  • Client ID 
  • Client Secret 
  • xAPI statement URL 
  • Content URL

You'll need to enter these values in Udemy Business when configuring the integration. 

3. If you’re migrating from the legacy CCL integration: 

  • Complete the steps in the How to migrate from the legacy integration to the CCL integration section below.

How to migrate from the legacy integration to the CCL integration 

If you previously integrated the legacy CCL integration with Udemy Business, follow these steps to migrate to the enhanced CCL integration. 

  • Note: The Client ID and Client Secret used for the Legacy Workday Integration will also be used for the new CCL Integration. Keep these values secure for configuring the new CCL Integration.

1. Review and document all existing settings from the legacy integration.

  • Note: Client ID and Client Secret are mandatory.

2. Delete the legacy integration in order to configure the enhanced integration.

3. Follow the steps below to configure and test the new integration.

How to configure the enhanced Workday CCL integration 

Follow these steps to integrate Udemy Business with the enhanced Workday CCL integration. 

  • Note: If you previously integrated Udemy Business with the legacy CCL integration, follow the steps in  the How to migrate from the legacy integration to the CCL integration section above before proceeding with these steps.

1. Navigate to Manage > Settings > APIs and Integrations.

2. Select Workday Learning and toggle on xAPI configuration. 

Workday Learning integration

3. Paste these Workday values into Udemy, then click Test Credentials. 

  • OAuth token URL 
  • Client ID 
  • Client Secret 
  • xAPI statement URL
  • Content URL

Workday learning integration configuration

4. If you receive a success message, click Save to complete the configuration.

Note: If you receive an error message, see below for further instructions. 

Error message 1: “Please ensure that your user in Workday is authorized to create/update content.”

User authorization error

If you receive this error message, it means your Workday’s Integration System User (ISU) has missing configurations. 

Error message 2: “Credentials could not be validated. Please check the information you have entered.” 

Credentials error

If you receive this error message, confirm that credentials you entered are correct and repeat testing. Contact Udemy if you require further assistance. 

5. After you save the integration, the platform will begin to push the content. 

  • Note: It may take up to 48 hours for the content to be visible in Workday Learning.

6. Run test cases to verify that the integration works as expected.

How to test the integration in Workday

After configuring the integration, follow this test plan to validate the integration in Workday. 

Learning admin

  1. Successful sync of entire catalog
    • External content types include course, lab, and collection
  2. Content overview
    • Topics correctly populate in filter and appear on courses
      • Based on Topic Mapping in Manage Content Catalog step of Workday’s Configure Cloud Connect for Learning task
    • Skills populate in filter and appear on courses
      • Based on Import External Vendor Skills in Setup Content and Content Provider step of Workday’s Configure Cloud Connect for Learning task
  3. Reporting sync 
    • If migrating from the legacy integration: confirm previous learning from legacy integration is still appearing in reports and learner transcripts

Learner

  1. Browse learning content
    • Verify following filters are working
      • External Content Type: Course, Lab, Collection are discoverable
      • Language: Supported languages
      • Topics: org-managed Topics appear
  2. Enrollments
    • Enrolling from Workday
      • Enrollments from Workday directly should result in learner transcripts immediately updating
    • Enrolling from Udemy Business
  3. In-Progress and Completion Tracking
    • Making progress through Workday
      • Course
      • Lab
      • Collection
    • Making progress through Udemy Business
      • Course
      • Lab
      • Collection

Frequently asked questions and troubleshooting 

Do I need to migrate to the Workday CCL integration? 

As the legacy Workday integration will be deprecated at a future date, we recommend migrating to the new integration to access the enhanced features, including: 

  • Learning paths (Workday Collections)
  • Labs
  • Future enhancements 

Why can’t I see the progress and completion of collections in Workday?

Learners can now see Collections (which represent Udemy learning paths) in Workday but with a few nuances:

  • Only learning paths in folders and Udemy Business Pro learning paths are synced automatically to Workday as Collections.
  • When a learner completes a learning path in Udemy, the associated Collection displays as Completed in Workday and appears on the learner’s transcript with a completion date.
  • The Content Type in Workday currently appears as Digital Course instead of Collection on learner transcripts.
  • Individual courses within the Collection also reflect their true progress from Udemy. For example, courses appear as In Progress when they haven’t been fully completed.
  • This behavior is expected because Workday and Udemy treat the Collection (learning path) completion separately from the underlying courses.
  • Most customers rely on Udemy’s learning path reporting within the Udemy admin experience to monitor progress and completions for these curated learning path experiences.

Why are courses that learners have completed portions of within a learning path appearing in Workday transcripts as In Progress?

This status accurately reflects the learner’s true activity in Udemy. When a learner launches a course from within a learning path, they're enrolled in that individual course, which shows as In Progress in both Udemy and Workday until the course itself is completed.

Why are courses included within a Collection showing as In Progress even though the Collection shows as Completed?

This is expected and accurate. The Collection completion is triggered by the learning path completion event in Udemy, while each course tracks its own progress individually.

A learning path I created in Udemy isn’t appearing in Workday

Only public learning paths located in folders and Udemy Business Pro learning paths are automatically synced to Workday as Collections.

If a learning path isn’t in a folder, add it to a folder in Udemy, wait for the next sync cycle (this can take up to 24 hours), and verify that it appears in Workday.

A Collection appears in Workday but is labeled as a Digital Course

This is expected behavior. Workday currently displays Collections using the Digital Course content type, even though they represent learning paths in Udemy.

A learner completed a Learning Path in Udemy, but I don’t see completion data in Workday

  1. Confirm that the learning path is either in a folder or is a Udemy Business Pro Path.
  2. Verify that the learner completed the learning path in Udemy. Once complete, the corresponding Collection will update to Completed in Workday and appear on the learner’s transcript.

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