How to update candidate email id in Workday Recruiting?

 Update External Account Profile

Access the task Update External Account Profile to update the new email ID of the candidate, as there is no chance for the candidate to update in the system. 

Any admin who has access to the task should be able to perform this.

Make sure the candidate accesses his/her new email and clicks on the verification link. Then only you will see the new email getting updated.

Calculated Fields and Types

Calculated Fields and Types

Calculated fields are new field definitions that can be configured which in deed allows you to manipulate and derived values based on the existing data. Calculate fields must be associated with business object. Calculated fields can be created using Workday Delivered fields and custom fields as source. Calculated fields determined the value at run time.

Calculated fields can be categorized into 2 ways:

1. System-wide calculated fields

         They are created in a generic way by using the task - Create Calculated Field. They can be used in multiple reports.

2. Report specific calculated fields 
              They are created as part of one report and usage is specific to that report only. They are not reusable by other reports.

Below task allows you to convert System-wide Calc Field to a Report Specific Calc Field.

   Convert Calculated Field

Below task allows you to convert a Report Specific Calc Field to System-wide Calc Field.

   Convert Calculated Field for Report

Also check - Reports / Tasks Associated:

All Calculated Fields

Create Calculated Field

View Calculated Field

Delete Calculated Field

Edit Calculated Field

Maintain Calculated Fields for Report

Calculated Field Exception Audit

Calculated Field Usage Hierarchy

Maintain Calculated Fields

Calculated Fields Defined

Maintain Calculated Fields for Report

Recently Updated Calculated Fields

Report Specific Calculated Field Exception Audit

Mass Advance Business Process

 Mass Advance Business Process

As the task name suggests, it is used to advance any bulk / individual Business Processes. You can advance one BP type at a time. Not multiple BP's

Remember that not every Business Process can be advanceable. 

For example: You may use it for Time Entry, Performance Review, Talent Review, Time Off, Change Job etc.,

Once you key in the parameters based on what you wanted to see in the results. Date range can not be more than 180 days. Most widely used filters are by Assigned To and About Workers.

Compare Workers / Compare Team

Compare Workers

Use the standard report Compare Workers to compare workers in the tenant. This helps in finding more than one employee's information at the same time side by side and take an informed decision. This allows you to compare a Contingent Worker along with the Worker.

Also there is another standard report by the name - Compare Team which helps in comparing the Workers in a given team.  This won't let you compare your workers along with the Contingent Workers.

Use the Report - Compare Talent by Organization to identify the right talent.

How to handle unassigned Tasks in Business Processes?

Unassigned Tasks 

I know a lot of new Workday Enthusiasts struggle in fixing the Unassigned Tasks in the Business process that you typically see in the inbox.

An unassigned task is one for which the specified security group does not contain a user, or contains only users with disabled Workday accounts.

Here is an example of identifying one such Business Processes and fixing the same. Lets say we want to identify the hire processes that were hanging around in the Unassigned state.

Access the report Unassigned Tasks.   

Business Process Administrators can reassign unassigned tasks to workers in the required security group. Workday sends a notification email to members of all security groups with View and Modify permissions to the Business Process Administration domain when a task becomes unassigned. 

Provide the specific BP or select For all Business processes radio button to view all BP's per your need and most necessarily provide the date range to fetch you the results in a specific time line.

In our case we can see two Hire BP's that do not have any workers to assign.

Navigate to the related actions of the BP Event, then Reassign Unassigned Task.

Then on the next screen, give the user that you want this task to be reassigned to.

That marks the completion of reassignment of an unassigned Task.

Root cause for the Unassigned Tasks in BP mostly be the Unassigned roles in the Supervisory Organization or User account disabled, or expired or locked.

Secured Items in Multiple Domains

Secured Items in Multiple Domains

Use this report, if you have a need to identify if any item like report, task, report field etc., are associated with multiple domains.

Unfortunately, it doesn't have any parameters that you can set before running the report. So it will take a while to run and fetch the results.

You can also make use of another delivered report,  View Security for Securable Item Not many will have access to this.

Report: Business Process and Integration Notifications

Business Process and Integration Notifications

This is a report that you can use when you wanted to check for the notification routing. For example, for one of the task in the Business Process triggered a notification and you wanted to see, if it really triggered those recipients. This can be used for both Business Processes and Integrations.

There are couple of reports that you will notice in the tenant. 

 

Business Process and Integration Notifications (Do Not Use) - This is not an indexed report and Workday is not supporting this so refrain from using this report. Do Not Use (DNU)

Business Process and Integration Notifications Indexed - Use this Report. When you give your input parameters, be mindful in providing the values, do not go for lengthier durations.

The example below shows for one day.

Notice there are 317 instances for one day. Here you can see all the notifications that got generated with date and time. 

Recipients are the individual workers or the workers from the security groups. Lastly you can see the Static Email Recipients like test@gmail.com

All Custom Reports Errors - Identify and Fix

 Fix Custom Report errors across Tenant

Make use of the delivered report Custom Report Exception Audit to identify all the errors pertaining to the custom reports with in the tenant. This is one of the Audit report that helps in keeping your system error free.

Notice any one of the below 3 types of severity once you run the report in your tenant. Workday provides you the problem existing with the report and the possible solution to fix the issue.

Critical - Action is required and the issue to be fixed.

Warning - An alert, nothing big happens if you don't take any action.

Information - Helping you understand about some detailing on the respective report.

Notice the highlighted fields and fix the issues.

Security Related Tasks and Reports

Security Tasks and Reports

View Security Groups for User 

Lists all the security groups on a given Workday account. The user’s access is a union across all the security group permissions.

Security Analysis for Workday Account

Provides a comprehensive view of a user’s access given all their security group permissions. 

View Security Group 

Shows details of a security group, including the description, type, and the domain and/or business process security policies that the security group has permissions to.

Action Summary for Security Group

Lists the domain and business process security policies the security group has permission to and details about each security policy. 

View Security for Securable Item 

Shows which domain or business process security policy provides access to a given securable item.

My Leadership Roles 

Displays any leadership roles to which your position is assigned. (You are also displayed on the organization chart as the leader of any organization(s) to which your position has a leadership role.)

My Supporting Roles

Displays any supporting roles to which your position is assigned. 

Role Assignments for Worker Position 

Displays an overview of assignable roles, security group membership, and access rights for the specified worker. The role information includes whether the role is inherited or directly assigned, and whether the role is active or inactive. You can limit results to specific roles as well as filter out inactive organizations and inherited role assignments.

Role Assignment Permissions

Displays the security group whose members can administer each role. Enables you to view or edit what security groups are allowed to assign workers to each assignable role. 

Roles for Organization and Subordinates 

Displays the organization hierarchy of subordinate organizations. Enables you to click on an organization in the hierarchy to see all the assignable roles, the worker in each, and whether they fill that role by assignment.

Unassigned Roles Audit

Displays roles for which no positions are assigned. Details include the organization type, unassigned roles, and the minimum roles to assign to each role. 

Unfilled Assigned Roles Audit 

Displays roles assigned to unfilled position(s). Enables you to include or exclude inactive roles in the results.

View Assignable Roles

Displays an overview of all assignable roles, including: the types of organizations for which each role is enabled; the default role, if any; and whether it is restricted to single assignment, hidden if not assigned, or a leadership role. You can also see which security groups are allowed to assign specific roles. This report also includes security group and access right information associated with each role. 

Worker Roles Audits 

Displays the workers in a specified organization and any assignable roles, user-or job-based security groups, or process-maintained roles to which they belong.

Report: All Reports and Tasks - Report Definition

All Reports and Tasks in the Tenant

I got requests from some people as how to access all the reports and tasks in the tenant. Here is the post which gives you the report definition to access all the reports, tasks and their related domains.

You need to know how to Create Custom Report to build a report and see the results.

         👇 Click below to download the attachment 

                                               All Tasks and Reports - Report Definition

Business Processes: BP Critical Errors

How to identify Business Processes with Errors & Fix?

Some times we see few of the transactions falling flat, saying Processing Error! You can rely from time to time on one report i.e.

Business Process Exception Audit - Report

Using this report we can find all the BP's that have Critical Errors and Alerts. If you want to see and address your Warnings as well, check the Include Warnings Checkbox. But Warnings won't hard stop you. Your main target should be to zero any critical errors.

This is a great report to identify all critical errors at one place and fix it individually.

Once you run the report, it results like below.

Highlighted in Yellow

Severity                          : Critical / Warning

A Problem Exists With : Shows which step your BP has problem or as a whole.

Problem / Solution        : Provides you with possible solution to fix the same. Follow this, it will help you in fixing the issue mostly.

For Example: Click on one of the A Problem Exists With item which will take you the respective BP to fix as shown below. It gives you a clear detail as what is missing in this BP.

The related actions menu in the A Problem Exists With column is the same as the related actions menu on an individual step on the BP's View Definition page.

If a business process is broken, Workday automatically sends a Fix Business Process task to Business Process Administrators and provides a link to correct the business process definition.

Reporting: Alerts

Configure Alerts

You can setup alerts on your reports with the task - Configure Alert. Typically used when you want to notify the Birthday's, Anniversary's, Ending Contracts and Time Off's of the reportees under a Manager to that Manager.

Remember that through this you can alert people or security groups for the resultant report only(We call it Notification Topic ). You can schedule this to run on a recursive basis. 

Example: 

List of all Birthday's and Anniversary's in the upcoming month to the Manager, so that he/ she can prepare to send greetings.

Below is the sample configuration of an Alert for a test report. If there are any report parameters, you input it here.

Contd..

Under Recipients you can provide the security group / Manager to receive the notification. You can set up Subject and Body of the message here.

Related Tasks / Reports:

View Alerts (To view both Scheduled and Run Now Alerts)

Translate Alert Notifications

Tasks & Reports: Workday Usage Metrics Report

Workday Usage Metrics Report

Use this Standard report to access the metrics in your tenant like how many active / in active users using workday in mobile, laptop or iPad, password changes, how many are using the specific functional areas, report usages and so on. I just gave few metrics, but there are a lot of metrics that a security admin can go through to understand the health of the Tenant.

This report speaks and concentrates more about the volumes i.e # of users using a particular functional area or system.

This gives you the metrics for the asked month. if you are accessing this report current month, provide the metric date as previous month.

Workday Usage Metrics Status

Other reports you can check out related to Metrics and usage:

Workday Usage Trends Report

View Workday Usage Metric Details

Workday System Usage

Workday System Status

Tasks & Reports: Currencies

Workday Currency related Tasks and Reports

When ever you have to maintain currencies or rates you can look for below tasks.

Maintain Currency Rate Types

Currency Rate Types

Currency Rates as of Date

Historic Currency Rates

Edit Custom Currency

Create Custom Currency

View Country Currency

Maintain Currency Conversion Rates

Currencies

Tasks & Reports: Compensation

Compensation Tasks and Reports

Here are some of the commonly used Compensation related Tasks and Reports:

Compensation Eligibility Rules

View Compensation Eligibility Rule (also Create, Edit)

Create Compensation Grade (Edit)

Edit Compensation Grade Profile (View)

Compensation Package

Compensation Packages

Create Compensation Package (Edit)

Create Hourly Plan

Create One-Time Payment Plan

Create Salary Plan

Create Allowance Plan

Create Commission Plan

Compensation Steps

Compensation Rule Assignment

Employee Compensation Audit

Compensation Spreadsheet

Compensation Changes Report

Maintain Compensation Elements

Compensation Elements

Maintain Compensation Element Groups

Compensation Element Groups

Total Compensation

Total Compensation Template Audit

Compensation Summary

Employee Compensation Details by Job Profile

In Progress Compensation Changes

Out of Order Compensation Changes

Security: Create Audit Log - Report

Create Audit Log - Report

To Identify:

Which all transactions were done by a user (Workday Account) in the said duration?

Who ran the transaction like Task, BP in the said duration ? 

You can make use of Create Audit Log report to generate one.

Input your details: Be cautious while choosing the From and To Moment, try to give a lesser duration to get the results faster. If it is a lengthier duration, Workday will throw an error.

Provide the workday account you are auditing for and also a specific task if any. 

Notice that it will take you to the Create Audit Log - Background Process.

Click on the generated xls report to see the transactions based out of the input given while running Credit Audit Log report.

Security: View Security for Securable Item

View Security for Securable Item

Often, we rely on Functional areas, Domains to see how your task or report is secured. Consider this task if you have access to.

This is a great task to identify the security of any delivered items like tasks or reports or data sources. Let us take a sample task - Create Position. (This is just like your workday wild search)

The next screen as below shows the list of tasks and reports that you can check the security.

Click on View Security to view the list of Security Groups allowed and the Functional area the task or report belongs to. Additionally you can see the Menu / Navigation.

Reporting: Not able to choose or create calc fields which are non-indexed

Reporting: Not able to choose or create calc fields which are non-indexed

If you are not able to create any calculated fields or use some of your fields in your report to filter it is because of the Data source that was selected is indexed.

Go to Advanced Tab, 

Report Performance >>  Optimized for Performance - Un-check the checkbox so that it allows you to use non-indexed fields on your report for filtering or create calculated fields

Remember that this could impact the performance of the report.

Reporting: Catch Up Behavior - Scheduling Reports / Integrations

Catch Up Behavior - Scheduling

While scheduling the Reports or Integrations, you will come across Catch Up Behavior field which is mandatory. Using the Catch Up Behavior option enables you to limit how many times processes run after maintenance issues cause errors. 

You will see the below options available. First time scheduling you will only see (Run Once and None)

• Run Once - Selecting this option will Catch Up one time if it missed.
• None        -  Selecting this option will NOT Catch Up at all even though it missed.
• Legacy     -  Selecting this option will Catch Up the old /earlier expired ones. This is going to be deprecated in the future. [Don't be surprised if you don't see this now]

Example: If you schedule a process to run multiple times in a day when your environment is down for maintenance, you can limit the process to run once instead of catching up all missed occurrences.

During the maintenance window / Unplanned outage, if your reports or integrations were supposed to be running as per the schedule during that time you will use Catch up Behavior selection to tell what you want to do on the missed recurrences.

Note: You can't limit processes for schedules with a minute recurrence.

Find Workers - Standard Report (Type: Search)

Find Workers

Find Workers is a very handy report for any HCM professional. As it helps you identify the desired group of Workers in your organization. Say For Example, you want to see Workers who are with a particular age, Work Type, Experience, Company, Location, Skills , etc.. This report can be used to identify test samples, to identify a set of workers and so on.

Find Workers is one of the Standard reports delivered by Workday. This is a best example for Search Report (One of the 8 Types of Report). 

Find Workers is a report which you can not edit, however you can clone it and work on the cloned copy.

You can access this report by typing Find Workers in the search bar. Once you run the report, you can notice the categories on the left to filter the desired items.

You also have an option to save your search.

You can also compare workers.(Maximum 5 at a time) And you have the option to Add the workers to Pools. (  Candidate Pool, Talent Pool, Succession Pool)

Some other such reports related to HCM you may check are:

Find Workers for Swap Positions
Find Qualified Workers
Find Employment Agreements
Find Jobs
Find Candidates
Find Duplicates for Candidates
Find Events (BP Related Report)
Find Questions (BP Related Report)
Find Job Profiles
Find Succession Plans