How to set up Termination Categories in Workday Core HCM?

Termination Categories

When you are performing a termination transaction or an End Worker Contract for an Employee / Worker in Workday, you will see the Termination Category and Sub Category. Have you ever wondered where these can be maintained? If so it is with the help of task Maintain Termination Categories.

Example: Termination Category        - Voluntary

                Termination Sub-Category - Career Move

Go to the task Maintain Termination Categories, notice couple of Termination Events, you will see End Contingent Worker Contract / Terminate Employee. Depending on your need, you can go ahead and configure it on the next screen.

Here on this screen by clicking on add button you may add a new reason or you can edit the existing ones. Notice the other fields that you see on the same screen that you can maintain like Eligible for Rehire, Inactive, usage etc.,

Access the report Termination Categories

You have a report to see what are the existing values. 

How do I find appropriate fields for creating Workday condition rules?

Fields for creating Condition Rules

While creating condition rules say for example in Business Processes, if a field that you are looking for is not available or it in one of the other related Business Objects,  then you can create your own calculate fields and bring it up to the Action Event Level. 

Remember that you Business Process is related to the action event. Also you can notice all the available fields and conditions that you can use in a particular BP.

Lets take an example of Termination BP - You can see a tab "Available Rules & Fields". Search here for the fields that you are looking for while creating the conditions. 

Also check  Workday Data Dictionary report to determine what fields are available for each business object.

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.

Full Process Record on Business Process Event

Full Process Record on BPs

The Full Process Record on the Business Process Event gives you a great amount of detailing regarding what happened from the BP's initiation to the processing to any sub events triggered to the actions performed to the notifications generated.

Access any Business Process  and go to the related actions fo that BP event, In the below example we took an integration event. You could view on any Hire or Termination or any other BP that you need to analyze.

You can notice the below sections showing up all the tabs which indeed contains the detailed information about this event. Also notice Comments tab if there were any comments as part of the process. Below sample doesn't show up though.

Copy Custom Notifications

Copy Custom Notifications on Business Processes

Often there are times, where we should be creating multiple custom notifications may be on the same lines. Making the use of Copy Notification feature eases the creation of multiple custom Notifications.

So, make the use of Copy Notifications to lessen the burden of creating multiple notifications from scratch.

Access your Business Process and go to the Notification tab and see your existing custom notifications and click on the related actions on your custom notification and then

Business Process >> Copy Notification

Provide the Effective Date and notice the Workflow Notification that is being copied. On the next screen you will notice your custom notification being copied and you can now edit according to your need.