Workday - Getting started

Overview:

This document explains how employees can navigate frequently used features in Workday. Here are the topics covered to get started in Workday:

• Navigating Workday Homepage
• Menu
• View your Worker Profile
• Related Actions
• Related Actions from your Workday Profile
• Workday Notifications and My Tasks
• Error and Alert Messages
• Workday Search and Advance Search

Icons referred to in This Document

Workday Home Landing Page

Note: The Workday Home Landing Page provides access to the search bar, menu, notifications, My Tasks, profile, applications, timely suggestions, recommended for you, announcements, and more.
Workday Home Landing Page – Non- Managers

Workday Home Page – Managers

Menu

Note: The Menu allows access to your applications and shortcuts from anywhere in Workday, not just your Workday home page. Applications (also referred to as apps, dashboards, and worklets) allow you to view information and reports, conduct interactive analysis with charts, and run tasks.

Select Menu, located on the upper left corner of Workday, to view apps and personalize your app list and shortcuts.

The Menu displays on the left side of the screen.

Select an Application to view the information, tasks, and reports it contains.

Select Add Apps to add applications to your Menu Panel.

Enter the desired app name in the Search bar.

Select an application using Add to add it to your Menu Apps tab.

Select Edit to organize or remove applications.

Select and drag the application to change the desired apps order using the six dots located to the left of the application name.

Select Remove to delete an application from your Menu panel.

The Shortcuts tab in the Menu allows you to create up to 10 shortcuts for tasks and reports.

Select Add Shortcuts to add Shortcuts, e.g., task or report, in the Menu Panel.

Type the Task/Report name in the search bar.

Select a Shortcut using Add, and it will appear in your Menu Panel under shortcuts.

• Shortcuts allow you to access frequently used tasks and reports quickly.
• Open an App or a Shortcut in a new tab by right-clicking the app or shortcut on the menu.

Workday Search

• Workday makes it easy to quickly search for people, tasks, reports, and business data using the Search bar.
• The Search bar is one of the main methods for finding people, tasks, reports, and business data in Workday.
• Employees can narrow the search results by selecting people or tasks and reports on the left. They can also select more categories to help narrow the search results.
• Common Searches include: Create an Expense Report; Endorse a Candidate or Refer a Candidate; Find Workers.

Enter the Task Name, Report, or Worker's Name in the Search bar.

Select the Task, Report or Worker from the search results list or select View All to review all results.

Advance Workday Search

Advance Search allows you to narrow search results via search modifiers.

Enter the Task Name, Report, or Worker's Name in the Search bar on the Workday Home Page.

(Some records can be searched using their prefixes for different types of records to simplify the
categorization of data (e.g., entering "PO:12345" instead of Purchase Order))

For other categories to show in search results, select Configure Search on the left side panel of the search results page.

The Configure Your Search pop-up displays.

Review the list of Categories and drag and drop to move selected Categories.

• • Items can be moved from Saved Categories to More Categories and vice versa.
  • Categories can also be reordered.

Select Save.

Related Actions

• • Related Actions display next to an object (person, task, report, or report data) and can be used to access relevant actions to take on that object.
  • Many actions available through Related Actions are also available through applications or the Search bar.
  • The related actions that appear will vary by person based on security roles and permissions in Workday.

Select Related Actions by hovering over blue text until Related Actions appear next to the blue text.

Select Related Actions located next to the title of the object or report field to review Actions that can be taken.

Right click to open related actions in a new tab if desired.

Related Actions in Your Worker Profile

Workday includes additional functions within the Related Actions menu included as part of the Worker profile.

On your Worker Profile page, select Actions below name and title.

The Related Actions menu displays.

Select the desired Action from the drop-down menu.

Workday Notifications and My Tasks

• Workday Notifications provide information about a report, action, or process related to you and is information only.
• My Tasks includes notifications of tasks, approvals, due dates, to dos, and other items sent to you related to a business process or workflow that involves some action on your part.
• It is recommended to check your Workday notifications and My Tasks on a regular basis.
• Failure to act on a My Tasks item may prevent a process from proceeding.

Select Notifications located in the upper right corner to view notifications.

Your Notification page displays.

Select a Notification to view the notification message.

To view My Tasks, select My Tasks located next to your profile to open My Tasks.

My Tasks displays and shows All Items tab.

Review the All Items tab to view current tasks, to-dos, reviews, and/or tasks awaiting approval. and completed, denied, or canceled processes.

Select an Item to view details.

Use Advanced Search to easily find an Item under All Items.

Select the Archive tab to view the status of any business process that you have been involved in whether in progress or completed business processes, including approvals, to dos, and submitted tasks.

• • To access an older transaction, select the Archive tab and select the desired previous transaction to review its status.
  • Actions found in the Archive tab will remain for 90 days.
  • Use the Advanced Seach feature to easily find archived Items.

Select Filters tab to show different options to filter My Tasks by to make it easier to find Item(s) based on a selected filter. You can also use the Filters tab to view a category of items, such as overdue, absence/time, and expense port approvals.

Select Saved Searches tab to display all the saved searches you have created via Advanced Search.

Error Messages

Error messages are triggered upon submission of an invalid request based on a rule. (e.g. You may see an error message when you try to submit a task without filling in a required field indicated by a red asterisk).

Select View All on the error message to read what the error message is.

• • Error Messages notify you that the task cannot be completed, or a report will not load until all errors are corrected.
  • Error Messages identify fields where information is missing, entered incorrectly, or in conflict with an established rule. Error messages display in red on the Workday screen.

Alert Messages

Alert messages are triggered upon submission of an invalid request based on a rule.

Select View All on the alert message to read what the alert message is.

• • Alert Messages notify you that there are potential problems with the task, event, or condition.
  • Alert Message will not prevent you from completing the task.
  • Alert Messages identify fields where information is missing, entered incorrectly, or in conflict with an established rule.

View Worker Profile

• • Your profile page displays information about you, including your office location, phone number, manager, and compensation.
  • The visibility of sensitive worker information is controlled by security roles and permissions in Workday to keep confidential information private.

Select Profile in the upper right corner of your Workday Home Page and select View Profile.

Your Worker Profile displays.

 
The left side of the Employee Profile displays several tabs providing additional information related to your Worker Profile in Workday. The tabs available to each Worker vary based on the Worker's security roles and permissions; the table below provides information about several of the most commonly available tabs.

The Academic tab is accessible to all faculty (those who teach courses) and provides access to the worker's Current Appointments and their Appointment History, spanning their entire tenure or employment at the institution.
 
The table below provides definitions for some of the key fields included in the Current Appointments tab.

If a worker has more than one position (such as having a primary role as part of the institution staff, as well as an adjunct faculty position as a secondary role), you can toggle between the Worker Profile information for each role by selecting Switch Worker Profiles.