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Administrator Guide
Last Updated: 2023-06-23
Concept: Academic Appointment Routing

Concept: Academic Appointment Routing

Standalone Appointment Business Process Routing

Academic appointment business process definitions are configured on academic units and academic unit hierarchies. You define them on:
  • The topmost superior academic unit in your academic structure. You can modify business processes for subordinate units that operate differently.
  • The main academic unit hierarchy that has roles for business process actions, not a hierarchy that is purely for reporting.
If an appointment business process definition exists on both an academic unit and an academic unit hierarchy, Workday uses the business process definition in this order:
  1. Academic unit.
  2. Superior academic unit.
  3. Academic unit hierarchy.
  4. Default definition.

Staffing Event Appointment Subprocess Routing

When you create an academic unit, you associate it with a supervisory organization specifically to guide the routing of academic appointment steps when they are subprocesses of staffing events. Staffing events use supervisory organization for routing and appointment events use academic unit for routing. When an appointment business process is a subprocess of a staffing event, Workday uses the relationship between supervisory organization and academic unit to switch the workflow from the staffing supervisory organization to academic unit roles.
Add Academic Appointment
  • In staffing events, Workday routes steps in the
    Add Academic Appointment
     subprocess to roles on the academic unit associated with the supervisory organization in the parent event.
  • If a related academic unit doesn’t exist, Workday finds the first supervisory organization in the organization hierarchy that has a related academic unit.
  • If none of the supervisory organizations in the hierarchy have related academic units, the appointment subprocess doesn't run.
Update and End Academic Appointment
  • Workday only initiates the
    Update Academic Appointment
     and
    End Academic Appointment
     subprocesses when the position in the parent staffing event has one or more active appointments with the same
    Employment Position
    .
  • Steps are routed to roles on the academic units associated with the appointments.
  • If any academic appointment assigned to the position is already in progress for an appointment business process, the subprocess doesn't run.
To ensure that the
Employment Position
 field isn't left blank in the
Add Academic Appointment
 business process, add a condition rule using 1 of these report fields:
  • Appointment has associated Position - Current
    .
  • Appointment has associated Position - Proposed
    .
Consolidated Approvals
If you include an appointment subprocess in a consolidated approval step on your staffing business process definition, you must configure supervisory organization roles as approvers on the appointment business process security policy. This will enable supervisory organization role holders to approve the entire staffing event, including the appointment subprocess.
Audit - Supervisory Organization and Related Academic Unit
Use the
Audit - Supervisory Organization and Related Academic Unit
 report to see relationships between academic units and supervisory organizations.