Steps: Configure Business Process

Definitions
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Context
A business process definition is the list of tasks that comprise a business process in addition to
the roles responsible for completing each task. Follow these steps to configure a business
process definition.

Steps
1. Specify the individual steps that make up the business process. Include as few or as
many tasks as necessary. See Edit Business Processes.
2. Specify the order of the business process steps. You can order steps to run in sequence
or identify steps to run concurrently. See Order of Execution.
3. Specify the step type of each business process step. You can define many different step
types such as Action steps,Approval steps, Approval
Chain steps, Integration steps, Report steps, and so on.
4. Configure instructional text to guide users through each step as needed. See Configure
Step Help.
5. Specify the roles (the security groups) responsible for performing each step. See Edit
Business Processes.
6. Configure the step conditions and condition rules associated with the execution of each
step, if any. For example, you can require that any proposed stock grant above 10,000
shares be approved by the Chief Financial Officer. SeeConcept: Step Conditions.
7. Specify whether steps are optional or required. See Edit Business Processes.
8. Set the Completion step of the business process. If no specific step is specified, then by
default, the final step in the business process definition is the Completion step.
See Completion Steps.
9. Set the due date associated with each step, if any. See Edit Business Processes.
10. Configure the notifications associated with the business process. For example, once
the Hire business process is complete for a given supervisory organization, you may want
to notify the organization's manager. See Create and Maintain Notifications.

Edit Business Processes

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Prerequisites
You must be a member of the Business Process Administrator security group to edit custom or
default business processes.

Context
When you customize a business process definition, you have two options:
 Modify the default definition
 Copy the default definition and modify the copy
This topic describes how to modify the default definition. If you want to copy the default definition
and modify the copy, seeCreate New Custom Business Processes.
It is usually best to modify the default definition, as this approach provides a number of time-
saving advantages:
 The default definition provides many optimizations for self-service, globalization, and
notifications that are automatically updated as appropriate with each release of Workday.
 Configuration of items such as due dates, explicit completion steps, and routing
restrictions are complete in the default definitions.
 A comprehensive set of notifications is included in the default definition. Typically, these
are easier to remove than to add. The wording of the notification uses external fields
instead of text to simplify translations.
Note: Changes you make to a default business process definition affect any subordinate
organizations that do not have their own custom business process defined. If a custom business
process is defined for a subordinate organization, changes made to the parent organization's
default business process are not inherited.

Steps
1. Select Business Process > Edit Definition as a related action on the business process.
To view a list of business processes in Workday, use one of the following methods:
o Run the Business Process Definitions report. Select Business Process > Edit
Definition as a related action on a business process definition in the Definitions for
Business Objects column.
o Select Business Process > Business Process Definitions for Business
Object as a related action on a supervisory organization. Selecting this option shows
you only those business processes associated with the selected organization. Once
you see the list of business processes for the organization, select Business
Process> Edit Definition as a related action on the desired business process.
o Use Workday's search bar to search for business processes directly.

2. In the Effective as of field, specify the date on which you want this version of the
business process definition to be available for use. Use today's date if you want the
definition to be available immediately.
See Effective Dates.
3. On the Edit Definition page, set the Due Date. This is the elapsed time from when the
process is initiated until the process is complete.
For information on creating your own due date values, see Create and Maintain Calculated
Dates.
Due Date Is Based On Effective Date refers to the effective date that the initiator specifies
when starting an instance of the business process. It is not the effective date for this
definition (see step 2). For example, it could be the date when a pay raise takes effect or
 the starting date for a new employee. These dates might be weeks after the business
process completed.
If you select the Due Date Is Based on Effective Date option, the due date is calculated
from the effective date of the business process, itself. If you do not select this option, the
due date is calculated from the moment the prior step completes.
4. Click the + icon to add a new step. To delete a step, click the X icon to the left of the step.
5. Type one or more letters in the Order column. The Initiation step is a, and you cannot
have another step with that letter (upper or lower case).
See Order of Execution.
6. Specify the step type in the Type column.
Certain step types also require an entry in the Specify column:
o Action. Select the type of action required from the prompt.
o Batch. Select a batch process from the prompt.
o Checklist. Either select an existing checklist or create a new one.
o Report. Select from existing standard or custom reports, or create a new custom
report.
o Service. Select an existing service from the prompt.
o To Do. Select an existing To Do item from the prompt or create a new one.
Additionally, the Batch and Integration step types require that you specify a user ID in
the Run as User column.
a. If the step type is Consolidated Approval, you must complete the approval configuration
from the View Business Process Definition page. You can do this after you finish editing the
business process.
See Set Up Consolidated Approvals.
b. If the step is optional, check the box in the Optional column. An optional step
does not have to be completed. The notification message contains a link that the
recipient can click to skip the step. The next step does not begin until the recipient
either chooses to skip the step or completes it.
Note: If a notification is configured on an Optional step, the notification may still be
sent if the step is skipped. To prevent this from occurring, use the Step
Skipped report field to construct a condition rule on the notification to not be sent
when the step is skipped. For more information about condition rules, see Create or
Edit Condition Rules.

c. If the step requires conditions, select Business Process > Maintain Step

Conditions on the related actions menu for the step (you can only do this from
the View Business Process Definition page). Add or remove rules from the condition
using the + or - icons.
See Concept: Step Conditions.
d. If a step has an associated built-in delay, select Maintain Step Delay from the
related actions menu for the step and specify the length of the Additional Delay.
See Maintain Step Delay.
e. If a step has routing restrictions (used to prevent approval on one's own behalf),
select Business Process >Maintain Routing Restrictions from the related actions
menu for the step, and specify the Routing Restrictionsand Alternate Routing for
the step.
f. If you would like to configure custom help text for a business process step,
see Configure Step Help.
2. In the Group column, specify one or more security groups responsible for this step. The
available security groups are limited to those allowed by the security policy. If the step is
an Action step that runs another business process, the available security group is controlled
by the security policy for that business process.
 Check the box in the All column if everyone in all of the specified security groups must
complete the step.
See Securing Access to View Business Process Details and Concept: Configurable
Security.
Note: Certain business process definitions can be routed to organization roles on either the
current organization or to a proposed organization. For more information, see Maintain
Specific Group Routing.

3. Choose a value in the Due Date column for the step. The due date is a calculated date
that indicates the amount of time allowed to complete the step, such as "3 Days" or "End of
This Month." For elapsed times, the due date is calculated from when this step is assigned
to a worker in the specified role. To change the starting time to be the effective date of this
business process instance, check the box in the Due Date Is Based On Effective
Date column.
4. To configure a step to be the completion step, select Business Process > Set as
Completion on the related actions menu for the step (you can only do this from the View
Business Process Definition page).
See Completion Steps.
Note: For certain business processes, you can optionally associate one or more worklets
with steps in the business process definition. For more information, see Maintain Related
Worklets.

Create New Custom Business Processes

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Prerequisites
You must be a member of the Business Process Administrator security group to create custom
business processes.

Context
A custom business process is based on an editable default definition and can be associated with
organizations that do not already have a custom business process based on the selected default
business process. The Business Process Configuration Options report describes the
organization types with which you can associate a business process.
You can edit a default business process definition so that it works correctly in your organization
and your changes are automatically included in any custom business process definition that you
create later. If you edit a default business process definition, it will not be overwritten during a
product update. A default business process definition can serve as a backup if a custom
business process doesn't work correctly.
When you customize a business process definition, you have two options:
 Modify the default definition
 Copy the default definition and modify the copy
This topic describes how to copy the default definition and modify the copy. If you want to modify
the default definition, seeEdit Business Processes.
It is usually best to modify the default definition, as this approach provides a number of time-
saving advantages:
 The default definition provides many optimizations for self-service, globalization, and
notifications that are automatically updated as appropriate with each release of Workday.
 Configuration of items such as due dates, explicit completion steps, and routing
restrictions are complete in the default definitions.
 A comprehensive set of notifications is included in the default definition. Typically, these
are easier to remove than to add. The wording of the notification uses external fields
instead of text to simplify translations.
You can still override the default definition by copying it and then configuring the copy. Typically,
you would only want to create a copy if the workflow logic sufficiently differs from the default
definition.

Note: Implementers should run the Business Process Exception Audit report after loading

factory default definitions. This report identifies integration steps that require additional
configuration.

You can also use a custom business process definition defined in another organization of the
same type (for example, a supervisory organization) by linking to it.

Steps
1. Determine which default business process definition you want to use as the basis for
your custom business process definition. Select Business Process > View Definition as a
related action on the business process definition to examine the steps.
If no appropriate default business process definition exists, run the Create Business
Process Definition (Default Definition) task. When you are prompted to select
a Business Process Type, the only available business process types are those that do not
yet have a default business process definition. Once you have created a default business
process definition, configure the security policy on the default definition as appropriate, and
then use it as the basis for creating a custom business process definition.
2. Navigate to the appropriate organization with which you want to associate this new
business process.
3. Select Business Process > Create, Copy or Link Definition from the related actions
menu.
4. Set the Effective Date. This should be the date when this business process is available
for use. If you specify a future date, the custom definition cannot be used to create an
instance until the effective date.
5. In the Business Process field, enter the name of the default business process definition.
6. Specify how you want to use the default definition.

Option Description
Copy existing Select the default definition or another custom definition you want to use as the basis for
Definition business process. Workday creates an identical custom business process.
Link existing Select an existing custom business process definition in another organization of the same
Definition definition is linked to this organization, but without creating a separate copy. Changes to
definition affect the linking organization as well.
None of the Creates a custom business process with the same name as the default business process, b
above same Initiation step and no other steps.
 7. The custom name is created using the default definition name plus “for <organization
name>.” You cannot change it. For example, if you copy the Hire (Default
Definition) business process to create a custom business process in the Shipping
organization, the custom business process is called Hire for Shipping.
8. When you link a definition, the name is the same as the definition you linked to, but
with +1 appended. The "for <organization>" part of the name shows the name of the
organization where the business process was defined, not your organization. Workday
recommends that you limit the number of linked business processes because their names
don't reflect the organizations that are using them, which could lead to confusion, especially
in notifications and reports.

Result
When you copy an existing definition and click OK, the Edit Business Process page appears.
For information on adding or changing business process steps, see Edit Business Processes.

Order of Execution
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You can specify the order in which certain items occur within a business process, including:
 The order of business process steps.
 The order of rules in a condition.
 The order of To Dos in a checklist.
 The order in which step help is processed.
Order is set by entering one or more alphanumeric characters in the order column. We
recommend using letters, because numbers are sorted sequentially, not numerically;10 sorts
before 2.
Lower-case letters appear below their upper-case versions, but business process steps with the
same letters are performed in parallel, in any order, regardless of letter case. Parallel steps can
be completed in any order, but all must be complete before the next step starts.
In business processes the Initiation step is always a lower-case a. Edit the Order fields to use
only character strings starting with b through z (upper- or lower-case). Using an upper-case A (or
any numbers or special characters) generates a warning that the Initiation step must be the only
first step.
Use the same string for business process steps that can be completed in parallel. Order of
completion for business process steps with the same string doesn't matter, except that they must
all be complete before the next step can start. For condition rules, do not specify steps with the
same character strings in the Order column.
You can skip letters. For example, having order designations of a, b, c, d, f is fine.
If you add an item with two letters, such as ca, it runs after step c. You can use as many letters
as you want to insert separate steps. Use this method to insert a step without having to change
the order designation of subsequent steps. For example, a, b, c, ca, cb, cc, d....

Configure Step Help

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Prerequisites
You must belong to the Business Process Administrator security group to configure step help.

Context
Workday enables you to define and configure instructional text on business process steps to
guide users through specific transactions. You can use this feature on any step of any business
process definition.

Note: Although context-specific instructional text is useful for many business processes, it is

particularly relevant for infrequent users who might not be familiar with performing certain tasks,
such as Employee Self-Service (ESS) and Manager Self-Service (MSS).

Help text is defined at the step level of a business process, enabling you to define distinct Help
text for each step. Except for the Initiation step, you can use condition rules to configure the Help
text so that it appears only when a specific condition is met.
To maintain step help for the Initiation step, navigate to the Default business process definition
and define the help text there. Rules are not evaluated for the Initiation step. Therefore, any Help
text defined for the Initiation step of the Default business process definition applies to all
business processes that are based on the Default definition.

Important:
The step help for the Initiation step is ignored when the business process is called as a
subprocess. To display Help text on the Initiation step of a subprocess, you must define Help text
on the step of the parent business process that calls the subprocess.
For example, you can configure step help for the Initiation step of the Request One-Time
Paymentstand-alone business process. However, if the Request One-Time Payment business
process is called as a subprocess from the Hire business process, you must define Help text on
the step of theHire business process that calls the Request One-Time Payment business
process as a subprocess.

Steps
1. Navigate to the business process definition for which you would like to configure step
help.
2. Select Business Process > Maintain Help Text as a related action on the business
process definition.
3. Enter the Effective as of date and click OK.
 4. Under the heading Steps Allowing Help Text, select the step for which you want to
configure Help text. The current step Help text (if any) appears to the right of the selected
step.
5. Click Edit Step Help Text, enter the Effective as of date and click OK.
6. Enter or edit the the Help text for each step:
a. In the Display Order column, adjust the order of the specific block of Help text as
required. This order is honored by the both the condition rules and the resulting display
of the step help. Step help condition rules are processed from top to bottom until an
applicable condition is encountered.
b. In the Condition column, optionally specify an existing condition rule to apply to this
step. If you do not specify a condition rule, the Help text will display if no previous
condition has been evaluated and found to be true for this step. For more information
on condition rules, see Create or Edit Condition Rules.
c. In the Help Text column, enter the specific Help text to associate with the selected
combination of condition rule (if specified) and step. If no Help text exists for a
particular step, the Help text feature is not visible to a business process participant.
Tip:
 Keep your Help text brief.
 Use rich text formatting to select specific character formatting and create
hyperlinks. Consider adding links to help documents maintained on your intranet.
 If you know that a user has several consecutive steps to do (based on
how your business process is configured), consider indicating which step they are
currently doing (step 1 of 3, step 2 of 3, step 3 of 3).

2. Click OK and then Close to save the step help.

3. Test the the step help to ensure it produces the desired results. When the business
process executes, the step help appears above the current step, directly below the
business process name.

Example
You might set up condition rules that apply to different locations, such as San Francisco and New
York. You could then specify that, based on these condition rules, users based in San Francisco
see help text that applies to their location, while users based in New York see different help text
specific to their location.

Concept: Step Conditions

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A condition is part of a business process step and consists of one or more rules. If the condition
consists of more than one rule and any of them are false, the entire condition is false.
You can optionally define Entry conditions for any steps, except Initiation steps. For Approval
Chain steps, you can also define While-Running conditions and Exit conditions. In
addition, Initiation steps and Action steps can also include Validation conditions that block a step
from exiting.
To add or change the condition associated with a business process step, select Business
Process > View Definition as a related action on the business process, and then
select Business Process > Maintain Step Conditions as a related action on the desired
business process step.
Note: You cannot take this action from the Edit Business Process Definition page of a
business process.

For more information, see Create or Edit Condition Rules.

Validation Conditions
Initiation steps and Action steps can have a Validation condition. If any condition is true, the step
is blocked from exiting. If all conditions are false, the step will exit and the process will continue.

Note: Validation conditions are only available on Initiation steps when the ability to revise the
associated business process is built into the Workday-delivered business process. This ability is
required in order to send the step back to the user's Inbox when a validation condition is
encountered.

Entry Conditions
All types of steps can have an Entry condition, except Initiation steps. If the condition is true, the
step runs. If the condition is false, the step is skipped.
Some business process definition steps have Workday-supplied Entry conditions for Action steps
which you cannot edit. However, you can specify additional Entry conditions for these steps. Both
the Workday conditions and your conditions are evaluated when the business process is run.
Workday skips any step that does not satisfy all the entry conditions.
When a web service automates a business process, such as in an EIB spreadsheet upload,
Workday automatically skipsApproval steps, but continues to evaluate Entry condition rules
for Integration steps, Service steps, and Action steps that initiate sub-events.

While-Running Conditions
Only an Approval Chain step can have a While-Running condition.
This condition works like an Entry condition for each approver in the chain. 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 Condition
Only Approval Chain or Integration steps can have an exit condition.
For Approval Chain steps, this condition evaluates the approver who just completed this level of
the chain and, if the condition is true, the Approval Chain step exits. Like the While-Running
condition, an Exit condition is also working while theApproval Chain is running. The difference is
that when the condition is met the Exit condition exits the step; when the While-Running
condition is not met, it skips to the next level in the chain.
If the Exit condition is never met, the Approval Chain step exits after reaching the highest
approver in the management hierarchy.
For an Integration step, the Exit condition checks for a response from the external service before
the step can exit.

Create and Maintain Notifications

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Context
You can trigger business process notifications to be sent when the status of a business process
changes, or upon entry or exit from a specified business process step. You can also schedule
notifications to be sent when a task or process is overdue by some interval. If you translate the
notification messages, users can view the notifications in their preferred language. If a translation
is not available, users see the notification in the base language of the tenant.
Notifications appear on the Notifications tab of your Workday Inbox, not in your main Workday
Inbox. As a result, notifications are not reflected in the badge (the red circle encompassing the
white number) that shows the number of unread messages in your Workday Inbox.
Note: The maximum size of an email notification is 20 MB. Notifications larger than 20 MB are
not processed and no error messages are displayed.

The Edit Tenant Setup - Business Processes and Notifications task includes a General

Email Notification Settingssection that contains options for disabling and redirecting all email
notifications in each of your Workday tenants.

Steps
1. From the related actions menu of a business process, select Business Process > Add
Notification.
Note: Accessing the Create Workflow Notification task does not associate the business
process notification with a step. To associate this notification with a step, you must
specifically configure the notification to trigger on step entry or exit, and then select the
trigger step.

2. Select an Effective Date from the prompt, and then click OK.

Important: Selecting an effective date prevents the notification from unexpectedly changing
in the event record of the business process after it has been triggered.

3. In the Override Email Template prompt, you can optionally select a single email

template to use from the list of active email templates.
Because notifications are effective dated, on any given day you can have only one email
template associated with a business process definition. This gives you the ability to
designate which active email template to use for the specified effective date. It also enables
you to define multiple email templates for business process notifications, keep as many of
them active as required, and use any active notification on any given day.
Use the Maintain Email Templates task to designate which email template is
the Default and which templates areActive (enabled for use).

4. In the Trigger(s) section, specify the trigger for sending this notification.

Option Description
Trigger on Triggers on the status of the business process as a whole. Select from the available choic
Status includingManually Advanced and Terminated (someone denied the process).
On Entry Triggers when the business process begins the step you specify using the prompt.
 Option Description
On Exit Triggers when the business process exits the step you specify using the prompt.
On Ad Hoc Triggers when the business process step you specify using the prompt is approved by an
Approve approver.
5. Under Conditions and Rules, select a rule to apply to this business process definition.
For example, you can notify the chief financial officer when expenses of more than
$50,000.00 are approved.
Note: Notification triggers include the trigger specification and the rules you specify. Both
triggers must be met before the notification is sent.

6. In the Repeat On section, optionally specify any Related Instance(s) for which the

notification should be repeated. This option enables you to cycle through related instances,
sending a notification for each related instance, until there are no more related instances for
which to send notifications. For example, you could repeat the notification for all the
individual expense items in an expense report.
7. In the Recipient(s) section, specify the Recipient(s), Group(s), Email Option, and
individual Email Addresses to receive the notification.
Note: Workday enables Transport Layer Security (TLS) for outbound email notifications
automatically so that the contents are encrypted. There is no need for any manual set up or
configuration. The Workday SMTP server first attempts to send email notifications using
TLS. If the receiving server cannot accept TLS, the email notification is sent unencrypted.

The following Email Options are available:

Option Description
Default Uses default logic to determine which email address to use, based on the context def
Workflow Notification. Possibilities are: Home, Work, Business, and Lockbox.
First Work, then The notification is sent to public Work address, if one exists; if not, the notification
Home private Work address. If no Work email address exists in Workday, the notification
public Home address. If no public Home email address exists in Workday, the notifi
sent.
Home Only The notification is sent to public Home address, if one exists; if not, the notification
(Including private private Home address. If no Home email address exists in Workday, the notification
addresses)
Work Only The notification is sent to public Work address, if one exists; if not, the notification
(Including private private Work address. If no Work email address exists in Workday, the notification
addresses)
Important: Recipients of business process notifications do not automatically receive access
to the business process itself. As a consequence, when a recipient receives a notification
with a link to the business process, the link might not work. This typically happens when you
have access to a subprocess, but not to the parent business process that initiates it.

8. In the Message Content section, type the subject and message body in

the Subject and Body fields, or selectExternal Field to include instance-specific data, such
as Expense Item or Expense Item Description, in the notification).
For either the Subject line or the Body of the message, use the + icon to add an element.
You can add multiple text or fields.
For example, if you wanted to build a text string for the Hire business process to say
"Wanda Smith was hired on 2/14/2009", you would include elements this way:
 Field: <Worker Legal Name>
Text: was hired on
Field: <Hire Date>
You can use any report field to create business process notifications. Workday evaluates
your security permissions to determine if you have access to the report field:
o If you have access to the report field, you see the report field value.

o If you do not have access to the report field, you see the message [not available].

The same message is displayed when you view the status of the background process
associated with the business process notification.
9. You can optionally add an attachment to the notification. You can select an attachment
from a list of predetermined fields determined for the business process definition. However,
the option to add an attachment appears only if the security policy for the business process
has the Allow Attachments within Emails option enabled in the Policy
Restrictionssection of the security policy, and the Allow Attachments within
Emails option is enabled tenant-wide in Edit Tenant Setup - System.
If attachments are enabled in the security policy, then a list of predefined attachments
appear as report fields available for selection. It is not possible to select a file from your
computer for attachment.
Note: Attachments are not virus-scanned.

Example
When you use an Approval Chain step type, it is common to select Manager in the
security Group for that step. However, if you then create a custom notification for the Approval
Chain step, you should set the Recipient(s) to Awaiting Persons in the notification definition. At
the Recipient(s) prompt in the notification, select By Category > Business Process >Awaiting
Persons. Note that if you select Manager as the Recipient(s), then a notification is sent to the
employee's manager for every approval chain level. By selecting Awaiting Persons instead
of Manager, you force the notification to move up the approval chain as expected.

Next Steps
You can create custom recipients. Doing so does not automatically disable system-generated
notifications. To disable system notifications, edit the business process definition, click Maintain
System Notifications on the Notifications tab of the business process definition, and then
select the Disable check box.
Note: To disable notifications for steps on subprocesses, navigate to the business process
definition for the subprocess, and disable the related system notification on the initiation step of
the subprocess.