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Adaptive Planning
Last Updated: 2023-06-23
Steps: Move from Legacy Workflow and Process Tracker to Configurable Workflows

Steps: Move from Legacy Workflow and Process Tracker to Configurable Workflows

We plan to retire legacy Workflow and Process Tracker in 2027R1 (targeted for March 2027). Workday recommends that you use Hubs and Configurable Workflows for reusable workflow definitions, hub-based monitoring, and automatic sheet locking on submission.
Before you begin:
  • Document every active legacy process and workflow before you enable Configurable Workflows in Production. For each legacy process, capture:
    • The process name, purpose, and planning cycle it supports. Example: monthly forecast, annual budget.
    • Each task in the process and its order.
    • Task assignees: individual users, user groups, or the levels and roles they map to.
    • Task destinations: the dashboards or sheets each assignee needs to reach.
    • Any due dates, reminders, or escalation rules tied to each task.
  • Complete a full dry run in a non-Production tenant before you enable Configurable Workflows in Production. Enable Configurable Workflows in non-Production, rebuild your workflow definitions using your inventory, and validate that task routing, assignees, and sheet scoping behave as intended. Have workflow participants test completing tasks end to end.
Security:
  • Edit Hubs
     domain for administrators to create and manage hubs.
  • Manage Workflows
     domain for administrators to create workflow definitions, launch workflows, and monitor progress.
  • Access Hubs
     domain for administrators and task assignees to access hub pages and assigned tasks.
You can move from legacy Workflow and Process Tracker to Hubs and Configurable Workflows to orchestrate planning cycles with reusable workflow definitions and hub-based monitoring.
When you enable Configurable Workflows, Workday disables and removes legacy Workflow and Process Tracker from your tenant. For details about removed functionality and permissions, see Enable Configurable Workflows.
See Reference: Legacy and Configurable Workflows Comparisons for differences between legacy and Configurable Workflows capabilities.
  1. Enabling Configurable Workflows removes legacy Workflow and Process Tracker functionalities from your tenant. You can't reverse this action from
    General Setup
    . If you need to disable Configurable Workflows after enabling the feature, your Named Support Contact can log a
    Product Support
     request through the Workday Community.
  2. Assign permission sets for Hubs and Configurable Workflows.
    Configurable Workflows uses different permissions than the legacy Workflow and Process Tracker. Workday doesn't automatically grant the new
    Manage Workflows
     permission to users who had the legacy
    Manage Processes
     permission. You must assign the
    Manage Workflows
     permission manually.
    Assign these permissions:
    • Edit Hubs
      . Required to create and manage hubs.
    • Manage Workflows
      . Required to create workflow definitions, launch workflows, and monitor progress.
    • Access Hubs
      . Required for administrators and task assignees to access hub pages and their assigned tasks.
    For permission details, see Reference: Accessing Adaptive Planning Hubs.
  3. Hubs contain your workflow definitions, workflows, and related artifacts like dashboards and sheets. Create 1 hub per planning area, mirroring how your legacy processes were organized. Example: Create a Revenue hub or a Financial Planning hub.
    When you recreate legacy Process Tracker processes in your hub, include the sheets or dashboards that legacy tasks pointed users to. These become task destinations for to-do tasks in Configurable Workflows.
    When you recreate legacy Workflows in your hub, include the sheets or dashboards that were submitted as part of those workflows. These become the sheet scope for hierarchy submit tasks. Hierarchy submit tasks are the Configurable Workflow equivalent of legacy workflow submissions.
    Share the hub with every workflow administrator and participant who needs access.
  4. Using your inventory of details of every active legacy process or workflow, rebuild each legacy process or workflow as a workflow definition. Enter a name and description that ties back to the legacy process or workflow it replaces.
    For each to-do task, set the task destination to the sheet or dashboard you staged in the hub and select assignees matching the legacy process.
    For each hierarchy submit task, define the sheet scope using the sheets or dashboards you staged in the hub and select participating levels using associations.
    For the sheet scope of hierarchy submit tasks, you can either:
    • Include a sheet scope to automatically lock the scoped sheets on submission.
    • Not include a sheet scope to automatically lock all level data on submission, similar to legacy workflow functionality.
    For the participating levels of hierarchy submit tasks, if your existing level ownership association already reflects the order and participants you want for this workflow, you can use that association as is. If you want to deviate from your existing level ownership association, you can either:
    • Create a new association that reflects the participants that you want. See Import Associations.
    • Keep the existing association and select only the levels you want when you launch a workflow using this workflow definition.
  5. For hierarchy submit tasks, confirm or adjust participating levels in the multiselect enterprise tree before you launch.
    Workday recommends that you limit each workflow to 2,000 or fewer participating levels for performance.
Workday distributes
My Tasks
 items to the assignees of the first workflow task and notifies them to take action.
Administrators with
Manage Workflows
 can monitor progress from the hub monitoring view and can edit, pause, or resume individual workflows from the actions menu.