Concept: Knowledge Management

You can write and share articles to capture, maintain, and communicate your HR knowledge. Workday enables you to collaborate on drafting and review, and to manage article publishing and archiving.

You can use standard rich text formatting, font styles, and paragraph formatting in your articles. You can also include:

Attachments

External links

Headings

Images

Links to internal tasks, reports, and articles

Links to external URLs

Tables

Videos

Article authors need security permissions for the tasks and reports that they want to link in the article.

Article Link Sharing

When you view an article, you can copy the article URL to share inside and outside of Workday. Example: You can link to an article in help text within a business process.

The security permissions that you configure still apply when sharing articles. Example: If you share an article URL with someone, who isn't an audience member of the article, Workday displays an error to that person instead of the article content.

Copying the URL also enables you to access the latest version of the article. When you copy the link directly from the web browser, the link doesn't work as the browser links change.

Article Collaboration

Article authors can share article drafts by adding other authors as article collaborators. When viewing a shared article draft, collaborators can also add comments on the draft.

Collaborators receive notifications in Workday when:

An author adds them as a collaborator to an article draft.

Other collaborators leave comments on shared drafts.

Article Feedback

Readers can comment on articles to provide their feedback. When a reader comments on an article, Workday sends a notification with the comment to the most recent author of that article version. Workday doesn't notify the original author or any other authors who might have edited the article.

Article Metrics and Reporting

You can view article usage details from the last 30 days, like:

How helpful employees find an article.

Feedback from employees.

How many views an article receives.

Median time employees spend reading an article.

You can also access article metrics by selecting the:

button when you view a published article as an editor.

View Article Metrics
option from the ellipsis icon on each published article in the Help Article Workspace.

You can access these Workday-delivered reports:

Report Name	Description
Article Version Comments	Displays the comments for each article version.
Help Article Performance	Displays article metrics for each individual published version of an article. The Article Version Feedback fields in the report only display metrics for negative feedback responses. Workday refreshes these fields daily: Total Views Helpfulness (%) Date Provider Text

You can use the

Knowledge Base Article Versions

report data source to create custom reports to aggregate and view article metrics.

To create and share a visual analysis of your knowledge base, you can make a copy of the

Help Article

discovery board. You can create and share custom discovery boards by using the

Knowledge Base Article Versions

report data source.

From the

Help Article Workspace

task, you can view the total number of views and helpfulness for all published versions of an article.

Article Summarization with AI

You can use generative AI in the article editor to summarize new or existing article content into:

A general summary article with

Overview

Key Takeaways

, and

Call to Action

sections.

A talking points for managers article with

Summary

Key Talking Points for Managers

, and

Call to Action

sections.

You can click:

Restructure with AI

to summarize your existing article content.

Generate Content

to select a DOCX or PDF file from your desktop or Drive and create a new summary of the content in the file. Workday automatically attaches the source document and displays it in an additional Source Document section.

Article Translation with AI

You can use generative AI in the article editor to translate your article content into a different language.

From an initial base article, you can click

Add Translation

to create and publish translated versions of the article. For each article translation, Workday automatically creates a new version of the base article.

When you view a published base article, Workday displays each corresponding translated article version in the

Translations

section. You can apply and translate content changes from a published base article to a translated article version.

Workday supports these language for translation:

Bulgarian

Czech

Danish

Dutch

English

Estonian

Finnish

French (Canada)

French (France)

German

Greek

Hungarian

Indonesian

Italian

Japanese

Korean

Latvian

Norwegian

Polish

Portuguese (Brazil)

Romanian

Russian

Simplified Chinese

Spanish (Neutral)

Swedish

Turkish

Ukrainian

Article Lifecycle Management

You can configure settings for knowledge management to manage the article lifecycle functionality.

On the

Knowledge Management

tab:

Select

Show Publication and Expiration Dates on View

to display publication and expiration dates.

Enter the number of days to notify the author before an article expires in the

Days to Notify Before Expiration

field.

Select

Auto-Archive on Expiration Date

to archive articles automatically on their expiration date.

Media in Articles

You can add these types of media to an article:

Media	Description
File	Displays as an attachment that viewers must download to view. You can attach these file types: .bmp .csv .doc .gif .jpeg .pdf .png .ppt .pptx .xlsx
Image	Displays in the article using the sizing settings you configure.
Video	Displays as an embedded video.

Workday uses the content of an article to search for and associate other related articles. Based on those associations, Workday displays up to 3 related articles at the bottom of an article.

You can't manually designate which articles relate to each other, but you can link to articles within an article body to promote visibility.

24R1 What's New: Help Article Commenting