Tasks & Reports: Workday Data Dictionary

 Workday Data Dictionary 

This is a standard report provided by Workday to identify the Delivered Fields for a given Business Object.

In Below example we have Dependent as the Business Object which returns the Field Names. Remember that this won't give all your fields that you have in your Business Object like calculated fields and other Related BO fields.

Also this lets you know how each field is secured with the Domain.

While creating condition rule, if you don't find a field you need, you can access the Workday Data Dictionary report to determine what fields are available for each business object.

You can also create a calculated field and bring it up to the Action Event level to access the field in condition rule.

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

Business Processes: Help Text

How to Set Help Text for the transactions for your users?

As the name suggests, this gives a preset text for the user to understand better about the process or transaction if you want them to know before they proceed. You notice these Help-Text in typical BP's say, Hire , Request Compensation Change, Close Position, Request Absence, so on..

Transaction Level View: Lets take an example of Request Compensation Change Process

You can maintain Help Text on each of your Business Process Step.

Navigation: 

Entire BP:  Business Process >> Actions >> Business Process >> Maintain Help Text

One Step in BP: Business Process Definition >> Go to a step >> Actions >> Business Process  >> Maintain Step Help Text

Edit Step Help Text

You can setup your step Help-Text on conditional basis, say if you want to show up the help text for a particular group of people.

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.