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Administrator Guide
Last Updated: 2023-06-23
Example: Assign Multiple Personas to External Learning Users

Example: Assign Multiple Personas to External Learning Users

This example illustrates how to activate multiple personas on a single external learning user account. A person can have multiple personas in your organization at the same time, while maintaining 1 Workday account and 1 set of sign-in credentials.
You're a learning administrator at Global Modern Services (GMS), a company that manufactures electric vehicles. You want to give subcontractor Erin Park access to compliance training. Erin is also a subject matter expert on the batteries that GMS uses in their new line of electric vehicles. You want her to teach an 8-month-long course on battery installation.
When Erin completes the compliance training, she no longer requires access to learning content. Erin needs to remain an external learning instructor for the duration of the battery installation course.
You need to:
  • Create an external learning user account for Erin.
  • Activate the extended enterprise learner persona on the account.
  • Activate the external learning instructor persona on the account and set an expiration date of 8 months from now.
  • Inactivate the extended enterprise learner persona on the account when Erin completes the compliance training.
  • Set up Extended Enterprise Learning.
  1. Access the
    Create External Learning User
     task.
  2. Enter these values in the
    Account Information
     section:
    Field
    Values
    User Name
    erinpark
    Email Address
    erin.park@atp.ca
  3. Enter these values in the
    Personal Information
     section:
    Field
    Values
    Country
    Canada
    First Name
    Erin
    Last Name
    Park
    Preferred Time Zone
    GMT-06:00 Central Standard Time (Regina)
    Preferred Locale
    English (Canada) - en_CA
    Preferred Display Language
    English
  4. Click
    Submit
    .
  5. Access the
    Create Extended Enterprise Learner
     task.
  6. Select
    Erin Park
     from the
    External Learning User
     prompt.
  7. Click
    OK
    .
  8. Set the
    Persona Status
     to
    Active
    .
  9. Select an affiliation from the
    Extended Enterprise Affiliation
     prompt.
  10. Click
    Submit
    .
    Workday sends Erin notification emails with a username and temporary password.
  11. Access the
    Create External Learning Instructor
     task.
  12. Select
    Erin Park
     from the
    External Learning User
     prompt.
  13. Click
    OK
    .
  14. In the
    Persona Status
     section, set an expiration date for 8 months from now.
  15. Click
    Submit
    .
    Erin can use her existing credentials to sign in as the external learning instructor until the persona status expires.
  16. When Erin completes the compliance training, access the
    Edit Extended Enterprise Learner
     task.
  17. Select
    Erin Park
     from the
    Extended Enterprise Learner
     prompt.
  18. Click
    OK
    .
  19. Change the
    Persona Status
     to
    Inactive
    .
  20. Click
    Submit
    .
When the external learning instructor persona expires, Workday disables Erin's external learning user account. The disabled account continues to exist in Workday and you can enable it again by activating a persona on the account.