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

Business Processes: All types of Conditions Explained

Business Process Conditions

There are 5 different types of conditions that you will come across while working on Business Processes.

1. Validation Conditions

2. Entry Conditions

3. Workday Owned Entry Conditions

4. While Running Conditions

5. Exit Conditions.

Validation Conditions:  [ If ALL conditions are False, the step will exit and the process will continue ]

These type of conditions help you in validating the field values on you tasks. Widely used in Initiation step of BP.  Few action steps also allow this, but not all.

Example: Your condition Rule could be like 

1. Hire Date is Blank (Critical)

2. Zip code is Required  (Critical)

3. Employee Middle name missing (Alert)

Lets say in Hire BP, if you added the above three conditions for validation in the initiation step(a) of your BP, then All the three conditions should be false in order to proceed further. 

Where do I see these Validations? - When you are hiring an Employee, at the time of data entry say, you missed entering Hire date and try to save or submit. This is where your validation is fired. Till the time you fix this you can't Submit it. Relate this to the 1st condition in example quoted above. 

So you need to provide the desired values in order to make your condition False. Unless all your conditions are False, your BP will not go on to the next step or in other words Unless you fix all your errors you can't submit the process.

Severity:

You can set the severity of your condition by setting any of the below.

Critical  - Throws error, waits for you to fix the error.

Warning - Throws alert, will not wait for you to fix the alert.

You can Configure Validation Message on your Condition. (Navigation: Business Process Condition >> Validation >> Configure Validation Message )

Entry Conditions:  [ If All conditions are true, the step will be entered ]

Except your Initiation Step, you can use the Entry Conditions on any type of step. 

As the name suggests, the Entry Conditions are used to set the conditions as when to enter the step. If the condition that you set is true then it is going to enter the step otherwise it will be skipped. (During the progress of your BP you will typically see as Not Required if your condition failed.)

Example: Your condition Rule could be

1. Country is not Canada?

2. Worker has Workday Account? 

Lets say you set the entry condition 1 shown in above example on your Step c, if the proposed country is USA then it enters the Step c, and if the proposed country is Canada then it will skip Step c and moves to Step d.

Workday Owned Entry Conditions:  [ If All conditions are true, the step will be entered ]

These conditions are same as your Entry Conditions, but these are owned by Workday. You can not edit these conditions if you come across in some of the Action steps. 

If you have Workday Owned Entry Conditions, you can add your own Entry Conditions to the step. Both Entry type conditions should be true in order to enter the step.

All the conditions should be true in order to enter the step. 

While Running Conditions:  [ If All conditions are true, the approval chain step will be routed ]

While Running Conditions are applicable only for Approval Chain step. This is just like an entry condition for each of the approver in the approval chain. 

Example: 

Lets assume, Your organization approval chain for an employee looks some thing like below. Notice 4 levels of approvals in this approval chain. Manager B is manager of Worker A, and Manager C is manger of Worker B and so on.

Worker A --> Reports to Manager B --> Reports to Manager C --> Reports to Manager D --> Reports to Manager E

It compares the next approver to some value, and if the condition is true, the step is routed to that approver. If the condition is false, it skips the current approver and moves on to evaluate the next approver in the chain.

Exit Conditions:  [ If All conditions are true, the approval chain may exit ]

Exit Conditions are applicable only for Approval Chain and Integration steps.

This conditions are used when to stop or when to exit the chain. 

Example: Condition 

Lets assume, Your organization approval chain for an employee looks some thing like below. Notice 6 levels of approvals in this approval chain. Manager B is manager of Worker A, and Manager C is manger of Worker B and so on.

Worker A --> Reports to Manager B --> Reports to Manager C --> Reports to Manager D --> Reports to Manager E --> Reports to Manager F  --> Reports to Manager G

Condition Examples: (Until)

Management Level = VP ?

Management Level > 4 ?

 

Your conditions rely mostly on Management Level field. In above condition Management Level > 4 when the approval chain reaches Management Level 5 then it exits.

The exit conditions say at which level you want to exit the chain. The exit condition works while the chain is running, when the condition is met, the Exit condition exits the step.

For Integration step the exit conditions are used to test the response from the external service before the step can exit.

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

Security: Constrained vs Un-Constrained Security Groups

Difference between Constrained and Unconstrained Security Groups in Workday

I see many people seeking to know the difference between two types of security groups - Constrained and Unconstrained. Here is the briefing in Workday's Words:

Constrained Security Groups evaluate security using the target object being acted upon. 

For example, a Manager Role-Based Security Group (Constrained) evaluates "is User A a Manager of User B", where User B is the constraining target object. 

Unconstrained Security Groups do not use a target object for security evaluation. 

For Example, a Manager Role-Based Security Group (Unconstrained) evaluates "is User A a Manager"; the target object is NOT considered when evaluating security.

Further more Definitions:

Unconstrained security groups do not enforce a context. If you add an unconstrained security group to a domain or business process security policy, members will be able to get to secured items in those policies with no context or constraint applied on what target data they see once there. They will see all tenant data available for that item.

Summary: Users based out of this group will have access to all the data that is allowed with out any restrictions or conditions.

Constrained security group types enforce a context on members target access (“row level security”) in Workday. If you add a constrained security group to a domain or business process security policy, members will be able to get to secured items in those policies and once there will have a context applied on what target data they see. Constraints are typically by organization.

Summary: Users based out of this group will have access to the data that is allowed base on the condition, if the person satisfies that restriction / condition then they will be able to access.

Target access involves what tenant data (e.g., for whom, or for what instances “rows” of data) the user can see when accessing an item such as a report or task. When using a constrained security group, you can limit access rights to certain target instances, i.e., enforce row-level security.

Below are the types Security Groups which allow you to create above Constrained and Unconstrained.

Service Center Security Group

Role-Based Security Group

Organization Membership Security Group

Job-Based Security Group

Integration System Security Group

Business Processes: Mass Cancel To Dos

To Do's

To Do's are typically used in the Business Processes. Also used in Checklist, again with in Business Processes.

To Do's won't have much priority when you compare with other BP Step types, so users comfortably skip them if they were optional.

The task Mass Cancel To Dos helps in canceling the To Dos which you don't want to visit anymore and complete them and which have been long pending.

Select the To Do events and cancel.

Other Tasks and Reports related to To Dos that you can check out:

To Dos

Maintain To Dos

Create To Do is the task that you see in the Business Process Step Type - To Do.