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Administrator Guide
Last Updated: 2023-06-23
Schedule Passive Events

Schedule Passive Events

Security:
Set Up: Benefits
 in the Benefits functional area.
Schedule passive events to:
  • Identify and process employees who meet passive event rule conditions on demand or at regular intervals.
  • Generate preview alerts.
  1. Access the
    Schedule Passive Events
     task.
  2. As you complete the task, consider:
    Option Description
    Passive Event Rule
    Select the
    Passive Event Rule
     to include in the process schedule.
    You can process passive event rules on demand or at regularly scheduled intervals. Workday searches for employees meeting passive event rule criteria according to the schedule and automatically creates an enrollment event for employees with benefit gains or losses.
    Create passive event rules using the
    Create Passive Event Rule
     or
    Edit Passive Event Rule
     tasks.
    Generate Passive Events
    Creates enrollment events for employees who:
    • Meet conditions of the rule identified in the
      Passive Event Rules
       field.
    • Have benefit gains or losses resulting from the passive event.
    You can generate passive events and preview alerts at the same time, or separately.
    Generate Passive Alerts
    Generates preview alerts for employees who satisfy the conditions of the
    Passive Event Rule
     on or after the preview interval. Specify the interval using the
    Create Passive Event Rule
     task.
    Example: You configure Workday to send a preview alert 1 week before a retirement event. Workday sends the alert if you schedule the alert and Workday processes it a week or less before an employee turns 65.
    Workday sends only 1 instance of a preview alert to an employee for a given event. Workday follows this rule even if you schedule and generate passive alerts multiple times leading up the event.
  3. If the
    Run Frequency
     selected is
    Run Now
    , Workday processes the passive event rule and generates alerts and enrollment events when you save your work. If you selected any other
    Run Frequency
    , complete the frequency fields on the
    Schedule
     tab:
    Run Frequency
    Frequency Fields
    Run Once in the Future
    Specify a
    Start Date
    ,
    Start Time
    , and a
    Time Zone
     for processing the passive event rule.
    Daily Recurrence
    • Select how often to process the event rule:
      Recurs Every Weekday
       or
      Recurs Every x Day(s),
       where
      x
       is any positive integer.
    • Select a
      Start Time
       and a
      Time Zone
       for processing the passive event rule.
    • Specify a
      Start Date
       and an
      End Date
       for processing the passive event according to the schedule you’ve created.
    Weekly Recurrence
    • Enter a processing frequency in the
      Recurs Every x Weeks
       field, where x can be any positive integer.
    • Select the
      Day(s) of the Week
      on which to process the passive event rule.
    • Select a
      Start Time
       and a
      Time Zone
       for processing the passive event rule.
    • Specify a
      Start Date
       and an
      End Date
       for processing the passive event according to the schedule you’ve created.
    Monthly Recurrence
    • Select the
      Month(s)
       on which to process the passive event rule.
    • Select the
      Day(s) of the Month
       or the
      Day of the Week
       on which to process the passive event rule.
    • Select a
      Start Time
       and a
      Time Zone
       for processing the passive event rule.
    • Specify a
      Start Date
       and an
      End Date
       for processing the passive event according to the schedule you’ve created.
    When scheduling passive events on a recurring basis, Workday doesn't permit you to add an
    End Date
     beyond December 31 of the next calendar year.
  4. Review the information on each tab of the
    Scheduled Process
    :
    Tab
    Purpose
    Passive Event Rules
    • View workers who meet passive event rule conditions when you process a passive event.
    • View and manage enrollment events created for a passive event rule.
    Process Info
    View the status of the passive event process.
    Messages
    View error messages or warnings related to the passive event process.
  • Access the
    Process Monitor
     to view the status of the passive event process run.
  • Access the
    Benefits
    View Passive Alerts
     from the worker's related action menu.