Workday Core HCM

Practical guide to learn Workday Core HCM configuration

• Configuration guide with detailed configuration screenshots

• Practical examples and testing guidance inclusive
• 113 Main Core HCM configuration tasks and screens
• How to create Custom Objects
o Works Council – How to create organization type/subtype and custom organizations for this
use-case
o Strategic Flag on Position – How to create a custom object to extend Position
o Company Car on Worker – How to track company asset by employee
• Enable Social Network Type – LinkedIn
• Create Survey – COVID19 Vaccine Disclosure
• Setting up Workday Assistant
• Company | Pay Group | Job Classification | Document | Condition Rule | Help Text | Custom
Organization | Period Schedule | Localization Settings | Marital Status | Notice Periods | Company
Accounting Details | Ethnicities | Location | Text Block | Custom ID Types | Genders | Custom
Validations | Local Termination Reasons | Name Components | Event Categories and Reasons |
Religions | ToDos | Cost Center | Bank Institution Record | Payee Bank Account Validation | Inbox
Filter | Announcements | Veteran Status | Military Statuses | Passport ID Type | Visa ID Type |
Optional Fields | Name Types | Contract Types | Citizenship Status | Unions | Survey | Questionnaire |
Custom Labels | Sexual Orientation | Personal Information Help Text | Document Categories |
Probation Period | Professional Affiliation | Address Usages | Address Components | etc..
 1: Configure Worklet

This Task allows you to configure the reports and tasks that appears within the Apps. A user
could access the Apps by either clicking on View All Apps link from the homepage or from
the menu bar located at the top left corner.

This is how the Menu Bar looks like when it’s expanded.

When a user clicks on one of the Apps, for example, My Team. Workday displays a set of
reports or tasks categorized into 2 separate sections - Actions or View.
The listing of reports or tasks can be configured using Task: Configure Worklets. Click on this
task and you will be prompted with a dropdown list to select the Worklet required.

There are 3 sections that is customizable. The reports or tasks that are listed under Actions
table will appear under the Actions section in the worklet. The reports or tasks that are listed
under Custom Reports and System Reports table will appear under the View section in the
worklet.
 2: Edit Condition Rule

To edit a condition rule used in a Business Process Definition, firstly search for the Business
Process Definition by using the prefix “bp:” in the search bar. If you want to search for the Hire
Business Process, then type “bp: hire”.

The search results should display Hire (Default Definition)

Click on it to view the Business Process Definition details.

Click on the related actions next to the Condition Rule and go to Condition Rule > Edit
Make the changes as needed and click on when done.
 3: Maintain Step Delay – Recalculate Delay Upon Correct

There are some scenarios in which you want to delay the initiation of a business process
based on a given logic. A common use-case for this is delaying the Onboarding process for a
new hire should the Hire process was corrected to a later Hire Date.

To do this, go to the relevant business process and click on the related actions next to the
Step you want the delays to take place and go to >Business Process > Maintain Step Delay.

The Maintain Step Delay screen will then be shown. Select the Field radio button and enter

“Effective Date” and tick the Recalculate Delay Upon Correct checkbox. Click on
to complete the configuration.
 4: Create Document

The Create Document task allows you to upload a document attachment to be used within
the Workday tenant. Search for “Create Document” in the main search bar. Click on the Task:
Create Document and a popup will appear for you to enter the Name, Category and Effective
Date fields. Select Attachment radio button to upload a document as attachment and click

button to proceed.

The following screen will appear. Click on button to select your file to be
uploaded.
The next screen will show you a summary of the document attachment that was performed.

Right click on the document and click on “Copy URL” to use this for further configuration such
as in Maintain Quicklinks task.
 5: Maintain Quicklinks

The Maintain Quicklinks task allows you to configure links to external websites or to
attachments uploaded into the Workday tenant that can be used in Dashboards.

To configure links to external websites, type the name for your link and the *URL to the
external website.

To configure a link to a document attachment that was uploaded, enter the name for the link
and in the *URL column, paste the URL that was copied during when you uploaded the
document attachment to your tenant. Refer to chapter Create Document.
 6: Maintain Dashboards

The Maintain Dashboards task allows you to create custom dashboards or edit a Workday
Delivered dashboard.

Let’s configure Onboarding dashboard as an example and click on button.

On the Edit Dashboard screen, the first tab is the Settings tab. This shows you the basic
information related to the Dashboard and also the security domain used to secure this
Dashboard.
The second tab is the Announcements tab, where you can configure several announcements
to appear within the dashboard with a custom picture, a message title and message.
In addition, you can also link to a video or upload a video directly into the tenant by dropping
a file in the Media box under the Video column.

Finally, the third tab is where you configure, arrange the order and the size of the worklets,
specify for which Security Groups they are available to and customize the worklets to be
shown within the Dashboard.

To edit a Bulletin Worklet, first click on to popup a new screen with the Bulletin Worklet.
Then click on the related actions next to the magnifying glass and navigate to Bulletin
Worklet > Edit to change the values where needed.
If you have an external link or uploaded a document into the tenant earlier, this can be then
also configured into the Bulletin Worklet using the Action / Custom Report / External Link
column to be shown within the dashboard.
 7: Maintain Localization Settings – Setting a field as Mandatory,
Enabling/Hiding a field

A common configuration ask is to set selected fields as mandatory depending on the country.
To do this, use Maintain Localization Setting task.

Enter this task and select “Personal Information” for the Area prompt and click .

For example, you want to set “Region of Birth (Worker)” as mandatory for France. Add “France”

to the list under the Require for Countries column. Click to complete the
configuration.
After setting a field through this task, the Region of Birth field now appears with a red asterisk
marking itself as mandatory.

Besides that, if you configure the countries under Allow for Countries or Regions column,
that will then determine whether the field(s) configured will appear for those countries or not.
To achieve the opposite – that is to hide the fields, make sure that the countries you want to
hide for is not listed under this column.

Let’s test the configuration

This is how it looks like after we remove “France” from the Allow for Countries or Regions
column. The Region of Birth field is no longer visible.
 8: Create Condition Rule, Maintain Step Conditions and Configure
Validation Message

Workday allows customization of validation in business process definitions. To add a new

condition rule, go to the business process definition and click on the related actions-> Create
Condition Rule next to the step that is desired.

In our example, for the country Brazil, we will require at least the field Home Address Line 2 or
Home Address Line 3 to be filled with some value, otherwise we will prompt the user with an
error message.

Configure the Condition Rule as needed and click to complete the rule.
Go back to the business process definition and click on the related actions next to the step
desired again. This time select Business Process -> Maintain Step Conditions.

In the Maintain Step Conditions screen, click on the Plus sign to add a new row and select the
name of the rule that you have just created. Select the radio button either Critical or Warning
for the error message that you need. Critical will present a hard error and will not allow the

user to proceed to the next step. Click to complete the configuration.

To design a custom validation message, go back to the business process definition. Now you
will see the condition rule being displayed under the Validation column. Click on the
condition rule.

The Condition Rule details will then be displayed in the next screen. Click on the related
actions at the top of the screen next to the Condition Rule’s name and go to Validation >
Configure Validation Message.
Configure the Validation Message required into the Text box provided. Click to
complete the configuration. You may now test your business process definition that was
enhanced with a new condition rule and validation message.
 9: Maintain Help Text / Maintain Step Help Text

Workday allows customization of help text displayed at the top of the screen on business
process initiations.

To enter or edit an existing Help Text, go to the business process definition. Then click on
related actions of the business process definition > Business Process > Maintain Help Text.
The Maintain Step Help-Text screen will then display the Help Text box for you to edit. You
may expand that box and format the text to be displayed using Bold, Underline, Italic, insert
links, change the color of the fonts, etc..

The second thing to be aware of is the Display Order. Workday will display all the help text
configured from top-to-bottom. Hence, use the Display Order up and down buttons to
arrange your help text accordingly.

Finally, you should be aware that it is possible to configure a Condition Rule for any particular
row. The Condition Rule must match true in order to the Help Text to be shown. This is most
useful if you have a help text that is to be shown only to a specific country for example.

A sample Condition Rule that detects for “Norway” either from Work Address’s Country or
Home Address’s Country.
Maintain Step Help Text
It is possible to configure the Help Text per Step. This is accessed through the Business
Process Definition and click on the Step’s related actions > Business Process > Maintain Step
Help-Text. The configuration process is similar to the above.
 10: Job Classification Groups

It is a common situation where there could be additional requirements in terms of mapping to

legacy systems or third-party systems of which the fields to do so does not exist in Workday.
Going through the route of creating custom objects may be cumbersome and data
maintenance wise may not be the best option. A common approach to solve this problem is
to leverage on Job Classification Groups.

The mapping can then be seen in the Worker’s position, under Additional Information.
A field with the name Additional Job Classifications would list out the mapping that was
selected for the worker.

The Additional Job Classifications can be maintained by a person who has the security access
to initiate a Job Change for the worker. The section or field will then appear along with the
Details section within the wizard itself.

Job Classification Group can be edited using the Task: Edit Job Classification Group. Enter
the name of the Job Classification as desired as well as to which country this is applicable to.
The mapping can be configured under the *Job Classification ID and Job Classification
Description columns.
You can configure the Maps to column for mappings related to IPEDS and EEO reporting for
United States of America.

United States of America – EEO

IPEDS

To create a new Job Classification Group, use Create Job Classification Group task.
 11: Create Custom Organization - External Payroll Company

There may be an integration to an external payroll company that handles payroll for a subset
of population in your organization. Typically, this is organized based on entities, company
code or even for a whole country.

Use Create Custom Organization task and select “External Payroll Company” for the Custom
Organization Type field. Select or create a new Reorganization to initiate the creation. Click

to proceed.

In the Create Custom Organization screen, fill in the Availability Date, Name, Code fields and
select “External Payroll Company” for the subtype field and select the required level of
visibility for the visibility field.
Click to complete the process.
 12: Create Pay Group Automatic Assignment Rule

Pay Group Automatic Assignment Rule needs to be created for every Pay Group in the system.
You can configure Workday to automatically assign Pay Group to the newly hired employee
based on his/her company or country that new employee is based at.

Use Create Pay Group Automatic Assignment Rule task to create a new rule. If you are
editing an existing rule, use Edit Pay Group Automatic Assignment Rule task.

Sample configuration below by detecting the Company Hierarchy

Another sample configuration by detecting the Company Code or the entity

Go to the related actions > Integration IDs > Edit Reference IDs.
The Reference ID for this Pay Group Automatic Assignment Rule is maintained here. This may
be used in Integration programs.

Click to complete the process.

 13: Create Period Schedule

Period Schedule is required for every Pay Group. It is used to define the Period that the
Payroll is in, the Period Start Date, the Period End Date and the Period Payment Date.

If your companies are mostly running on Monthly payroll, you may define a generic Monthly
Period Schedule and use this across all your pay groups. If there are different payroll
frequencies used by your organization, then it is required to create a different period schedule
to distinguish this accordingly.

Use Create Period Schedule task to create a new Period Schedule. Use Edit Period Schedule
task to edit and existing one.

This book does not cover the details on configuring a Workday Payroll solution, therefore a
commonly used or generic monthly schedule can be configured as shown below.
 14: Create Pay Group

To create a new Pay Group, use Create Pay Group task by searching for this task using
Workday’s main search bar.

In the Create Pay Group screen, enter the Availability Date, Name, Code (if required), select
“Pay Group” for the Subtype field
Scroll down to the Pay Group Options section and tick the Used in Payroll Interface
checkbox. If you do not tick this checkbox, the available options in the Country dropdown will
be only those countries that has Workday Payroll – which are Canada, France, United States of
America and United Kingdom.

Enter the Country value in the Country field.

Scroll to the next section and configure under All Pay Group Assignment Rules. Enter the Start
Date, End Date and *Pay Group Automatic Assignment Rule to be used.

Continue to the following section – Pay Group Details and enter the *Run Category and select
the Period Schedule as appropriate.
Click to complete the process.

Once you have clicked , the following screen will display the Period Status that was
selected based on the Period Schedule that was configured.

Go to the Pay Group’s related actions > Integration IDs > Edit Reference IDs to maintain an
ID for this newly created Pay Group. This may be needed for Integration programs with
external payroll vendors.
 15: Maintain Marital Statuses

This Task allows you to configure the list of marital statuses that is applicable. They can also be
organized by countries so that every country can have their own list of marital statuses that is
applicable.

Access this Maintain Marital Statuses task by simply searching for it in the Workday’s main
search bar.

Upon clicking on the task, a popup screen would appear prompting you to specify the Country
needed.

Enter the country using the dropdown list provided and click to proceed.

This configuration screen will then appear where you can configure the Marital Status list and
code that is required. You can also use the “Inactive” checkbox to inactivate a Marital Status
list item if it should no longer be allowed to be selected by your employees.

The configuration changes will reflect in your Workday tenant immediately.

Let’s test the configuration

To test this, go to the Personal Information app from the left menu and initiate a Personal

Information change by clicking on the button under the

Change column.
Scroll down to the Marital Status section and click on the Pencil icon to edit. You can now
verify the list of Marital Status that was configured for the country specified earlier.
 16: Create / Edit Notice Period Eligibility Rule

This Task allows you to configure multiple rules for the system to consider when determining
which Notice Period value to be assigned to the employee. Typically, an organization may have
multiple eligibility rules per country, employee type, job profile, and even from a compensation
grade perspective.

A sample requirement that an organization may want to implement:

Country Employee Type Job Profile Compensation Duration Unit

Grade
Ireland Regular All 17 to 28 1 Months
Ireland Regular Sales All 1 Months
Ireland Regular IT All 2 Months
Ireland Regular All 1-16 2 Months
Ireland Contractor All N/A 2 Weeks

Search for Create Notice Period Eligibility Rule or Edit Notice Period Eligibility Rule task
depending whether you are creating a new one or editing an existing rule.

Configure the condition rule to determine the eligibility that is desired.

Click to complete configuration.
 17: Maintain Notice Periods for Country

This Task allows you to configure the notice periods used for any country that is in scope for
your organization.

Search for the Maintain Notice Periods for Country task and click on the task. Upon entering,
a popup screen will appear to prompt you for the Country. Specify the country and click

Select the Notice Period Eligibility Rule that is applicable and proceed to configure the
Duration and Unit (of measurement) needed. You can also specify whether the notice period
is also applicable during a Voluntary Employee Termination or Involuntary Termination by the
Employer.
 18: Maintain Fields of Study

This Task allows you to configure the list of Fields of Study available to be entered in Education.

Search for the Maintain Fields of Study task. You will be prompted with a configuration screen
with a list of Fields of Study.

Click to complete configuration and it will be reflected in your tenant immediately.

Let’s test the configuration

To test this, login or proxy as an employee and go to their own profile. Then under Menu, go
to Careers > Education tab. Add a new or edit an existing Education record. Inspect the Fields
of Study dropdown list. The newly entered or modified value should reflect accordingly.
 19: Edit Company Accounting Details - Currency

In Workday Core HCM, one of the key details when setting up a new entity or Company is to
link the Company with the correct currency.

To do so, search for the company that you want to edit and click on the related links > Actions
> Company > Edit Company Accounting Details

The Edit Company Accounting Details screen will appear, allowing you to change the currency.
Click to complete configuration and it will be reflected in your tenant immediately.
 20: Edit Company Contact Information – Address, Phone

To update an entity or Company’s address, search for the company that you want to edit and
click on the related links next to it and go to Actions > Company > Edit Company Contact
Information

The Edit Company Contact Information screen will appear to allow you to edit the Address fields
associated with this company.
You may also add or edit the phone number relevant for this company.

Click to complete configuration and it will be reflected in your tenant immediately.