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Administrator Guide
Last Updated: 2026-06-12
Steps: Create Collection Letter Templates

Steps: Create Collection Letter Templates

You might need to take additional steps to enable this feature based on your organization's subscription service agreement. Your organization is either on the Main Service Agreement (MSA) or the Universal Main Service Agreement (UMSA). To determine your organization's subscription service agreement:
  1. Select your profile avatar on Workday Community.
  2. Select
    Profile
    .
  3. On your profile page, select your organization's name, which is beneath your name and next to your job title.
  4. View your
    Subscription Service Agreement
     value.
If the value is:
  • UMSA
    , the feature is automatically available. You can skip the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
     step. For more information on Machine Learning data contributions, see Concept: Workday AI for Universal Main Subscription Agreement Customers.
  • MSA
    , you must enable this feature through Innovation Services using the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
    step.
Note: UMSA customers don't have Innovation Services tasks and reports in their tenants as these are for MSA customers only. UMSA customers can ignore all information regarding Innovation Services.
In Workday, you can create, activate, and publish collection letter templates to streamline communication about past-due invoices. Use Workday Notification Designer and Message Builder to configure the templates, and define the structure, content, and formatting of the letter.
Example: You create collection letter templates that include your company logo, a personalized message to the customer, and a table listing the details of past-due invoices.
You can also opt in to using Generative AI (GenAI) to proofread, summarize, or change the tone of the Message Builder templates for collection letters.
    • On the
      Innovation Services Opt-In
       task, select these services on the
      Available Services
       tab:
      • Notification Designer
        , in the
        Cross Application Services
         category.
      • Financial Management Generally Available Machine Learning Features and Third Party Services
        , in the
        Financials
         category.
      • (Optional)
        Globalization Services
        , in the
        Cross Application Services
         category to automatically translate notification template content into multiple languages using generative AI.
      • (Optional)
        Globalization Machine Translation (MT) Services
         in the
        Cross Application Services
         category to enable AI-generated translations in Message Builder templates.
    You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
    Security:
    Manage: Innovation Services
     domain in the Innovation Services functional area.
  2. Access the
    Edit Tenant Setup - Machine Learning
     task.
    Select the region in which Workday hosts data used for improvement and personalization of machine learning and analytics functionality.
    Security:
    Set Up: Tenant Setup - Machine Learning
     in the System functional area.
  3. (Optional) Access the
    Edit Tenant Setup – Financials
     task.
    In the
    Customer Account Options
     section, select the
    Enable GenAI for Collection Message Templates
     check box.
    Security:
    Set Up: Tenant Setup - Financials
     in the System functional area.
  4. Access the
    Edit Tenant Setup - Notifications
     task.
    On the
    Financials
     tab in the
    Notification Delivery Settings
     section, configure a routing rule for collection letters that has a delivery channel of
    Email
    .
    Security:
    Set Up: Tenant Setup - BP and Notifications
     in the System functional area.
  5. (Optional) Access the
    Edit Tenant Setup - System
     task.
    In the
    Communication Tools Settings
     section, select these check boxes:
    • Enable Machine Translations for Message Builder
    • Enable Machine Translations for Notification Designer
    Security:
    Set Up: Tenant Setup - System
     domain in the System functional area.
  6. Set up Message Builder for collection letters.
    1. On the
      Access to Segments
       prompt, select
      Security Segments (Workday Owned)
      Notification Type Security Segment
      Collection Letter Security Segment
      .
    2. Edit Domain Security Policies.
      Grant View and Modify permissions for your segmented security group.
    3. Activate Pending Security Policy Changes.
  7. Create and activate a notification template for collection letters.
    • (Optional) To show recipients up to 15 customer invoices in the collection email, insert 1 of these data rows:
      • Invoice Details
      • Invoice Details with Purchase Order
    • Once you publish the notification template, select the
      Collection Letter
       notification category on the
      Template Details
       panel.
  8. Access the
    Create Message Builder Template
     task.
    Refrain from using the
    Create Message Template
     task when creating Message Builder templates for collection letters.
    1. On the
      Notification Category
       prompt, select
      Collection Letter
    2. Complete the message builder template:
      Option
      Description
      Channel(s)
      Email
      Notification Template
      Select the collection letter notification template that you've created.
    3. Complete the collection letter message template:
      Option
      Description
      From Display Name
      Example:
      Collections Department
      .
      Reply To
      The reply-to email address. You can enter an email address different from
      Sent From
      .
      Insert Data Field
      A data field in the subject or body of the message template. Example: Select
      Company Remit-To Payee Name
       to display the remit-to company name on the message template subject line.
      Workday displays either your legal name or preferred name as
      Sender Full Name
       based on your name selection on the
      Edit Tenant Setup - System
       task.
      Generate with AI
      Workday only displays this prompt when you opt in to the
      Enable GenAI for Collection Message Templates
       option on the
      Edit Tenant Setup – Financials
       task.
      Workday uses GenAI to proofread, summarize, or suggest tonality of your message template. You can generate content as many times as you need.
      Select these options:
      • Insert
        : Replaces the existing message body with a GenAI suggestion.
      • View Another
        : Displays new content. You can't revert to the previous version when you select this option.
      • Discard
        : Discards the changes and returns to the editor.
      AI-generated content is experimental. Review before use. Your results may vary based on the message body. For more accurate results, revise your message and try again.
      Translations
      Workday automatically populates the base language based on the preferred locale.
      On the
      Languages
       prompt, you can select:
      • A different base language.
      • Additional languages.
    Security:
    • Message Builder
       in the System functional area.
    • Reports: Customer
       in the Customers functional area.