Workday Business Processes: Full Questions & Answers

Workday Business Processes: Full Questions & Answers

1. List out all the business processes you have configured.

Answer:
Commonly configured business processes include:

Hire Employee
Change Job
Terminate Employment
Promote Employee
Compensation Changes (base pay, bonuses, allowances)
Position Management (create/edit/freeze positions)
Onboarding/Offboarding Tasks
Time Off Requests
One-Time Payments
Organization Changes (reorganization)

2. Explain all the attributes in Business Process Framework.
Answer:
Key attributes include:
Steps: The building blocks (actions, approvals, notifications).
Routing Rules: Determines who approves or completes each step.
Condition Rules: Logic to skip or require steps based on data.
Validation Rules: Ensures data meets criteria before proceeding.
Effective Dating: Supports future-dated or retroactive changes.
Security Policies: Controls who can initiate or view the process.
Notifications: Alerts sent to participants.
Document Handling: Attachments or generated documents.

3. What are all configuration options we have?
Answer:
Configuration options include:
Adding or removing steps (approvals, actions, notifications).
Setting up parallel or sequential approval paths.
Defining approval chains (single approver vs. multi-level).
Creating escalation rules for overdue tasks.
Configuring condition-based step skipping.
Customizing validation messages and rules.
Attaching document templates (e.g., offer letters).
Designing email notification templates.

4. What is the difference between approval and consolidated approval?
Answer:
Approval: A single request is reviewed individually (e.g., one employee’s promotion).
Consolidated Approval: Multiple requests are grouped for batch approval (e.g., 20 salary adjustments approved at once).

5. What are routing restrictions? Explain with an example.
Answer:
Routing restrictions limit who can approve based on specific criteria.
Example:
"Only HR Directors in the employee’s region can approve transfers."
This ensures approvals align with organizational hierarchy and policies.

6. What is the difference between condition rule and validation rules?
Answer:
Condition Rule: Determines if a step should execute (e.g., "Skip approval if salary change < 5%").
Validation Rule: Checks whether data is valid (e.g., "Salary must be within the grade range").

7. What are the types of validation rules in Workday?
Answer:
Required Field: Forces users to enter data in mandatory fields.
Format Validation: Ensures data matches patterns (e.g., email format).
Business Logic: Enforces company policies (e.g., "Hire date cannot be in the future").
Cross-Field Validation: Compares multiple fields (e.g., "End date must be after start date").

8. How to configure validation messages?
Answer:
Navigate to "Maintain Validation Rules".
Select or create a rule.
In the "Message" tab, enter user-friendly error text (e.g., "Salary exceeds the approved range").
Set severity (Error or Warning).

9. Can we translate validation messages?
Answer:
Yes, via:
"Maintain Validation Messages".
Select the language (e.g., Spanish, French).
Enter the translated message.
Assign to the appropriate language pack.

10. What is the difference between system notifications and custom notifications?
Answer:
System Notifications: Pre-built by Workday (e.g., task assignments). Cannot be modified.
Custom Notifications: Configured for specific BPs (e.g., "New hire approved"). Fully customizable in content and recipients.

11. A manager should receive a new hire notification but didn’t. How to troubleshoot?
Answer:
Verify the notification step exists in the BP definition.
Check the manager’s "Notification Subscriptions".
Review Security Policies that might block notifications.
Examine Condition Rules that could skip the notification.
Audit Workday Deliveries for failed messages.

12. Can I create condition rules on TO DO steps?
Answer:
Yes:
Edit the Business Process.
Select the TO DO step.
Add a condition rule (e.g., "Only show for full-time employees").

13. How to include an EDIT PHOTO step in the Hire BP if it’s not a standard BP?
Answer:
Edit the Hire Business Process.
Add a Custom Action step.
Configure it to call the "Edit Photo" web service.
Set security context (requires HRIS role).

14. What is the task to create TODOs?
Answer:
Use "Create To Do" in configuration:
Define the name and description.
Set completion criteria.
Configure assignment rules.
Link to security policies.

15. A created TODO isn’t available in BP assignment. Why?

Possible Reasons:
The TODO is not activated.
Security policies restrict access.
A condition rule prevents it from appearing.
Incorrect BP version is being used.

16. What configuration is needed to create a Workday account?
Answer:
In Provisional Provisioning Policy:
Enable "Create Workday Account".
Set authentication method (e.g., password, SSO).
Assign starter security groups.
Configure password policies.

17. Can I attach or distribute documents in a BP? How?
Answer:
Yes, via:
"Attach Document" step (for uploads).
"Generate Document" step (e.g., offer letters).
"Distribute Document" (email attachments).

Configuration:

Specify allowed file types.
Define retention rules.
Set security for viewing/attaching.

Key Takeaways:

Business Processes are highly customizable with steps, rules, and notifications.
Condition Rules control process flow; Validation Rules ensure data quality.
Troubleshooting notifications involves checking BP setup, security, and subscriptions.