Setup Considerations: Managed Self-Registration for Extended Enterprise
You can use this topic to help make decisions when planning your configuration and use of Managed Self-Registration for Extended Enterprise. It explains:
- Why to set it up.
- How it fits into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
Managed Self-Registration for Extended Enterprise enables people outside of your organization to register for their own extended enterprise learning account.
You can create affiliation-specific self-registration URLs and distribute them to prospective extended enterprise learners so that they register for an account. After account approval, they can sign in to Workday Learning as extended enterprise learners. Workday automatically adds them to the affiliation associated with the URL.
Business Benefits
With Managed Self-Registration, organizations can:
- Save time and resources by enabling prospective extended enterprise learners to register for their own accounts.
- Streamline a portion of the onboarding process for extended enterprise learners.
Use Cases
Onboarding large volumes of extended enterprise learners from third party contractors or vendors.
Questions to Consider
Questions | Considerations |
|---|---|
How do you restrict who can register for an account? | Anyone who accesses your self-registration URL can register for an account. To restrict registrations, configure the Request Extended Enterprise Learner business process with an administrator approval step so that administrators can approve or deny new account registrations.
To avoid charges for added extended enterprise learning accounts, Workday recommends that you restrict registration. |
Can you restrict the number of users who can self-register? | Workday automatically limits the number of self-registrations per hour based on the number of extended enterprise learners in your tenant. Workday enables up to 500 self-registrations per hour when you have 5999 or fewer active or inactive extended enterprise learners. The hourly limit increases by 100 self-registrations per hour for every additional 1000 extended enterprise learners. The maximum hourly limit is 1000 self-registrations.
Example:
You can enter a custom hourly limit in the Edit Tenant Setup - HCM task.
For security, Workday recommends using the default value or entering a custom limit that's less than the default value. |
How can you manage self-registration URLs? | You can create 1 self-registration URL per extended enterprise affiliation. You can inactivate URLs or schedule activation and expiration dates. You can view and report on inactive self-registration URLs in Workday. |
Can external learning instructors register for their own accounts? | Only extended enterprise learners can self-register. However, you can activate the external learning instructor persona on external learning users created through self-registration. |
What will the activation date be for extended enterprise learners created through self-registration? | Workday sets the activation date to the date that the extended enterprise learner submitted their account registration. Workday uses your tenant time zone for the activation date time zone. When you don't have a tenant time zone, Workday uses Pacific Standard Time. |
What happens when there are duplicate self-registrations? | If a prospective extended enterprise learner has a pending self-registration and they attempt to submit another self-registration, Workday displays an error that tells the them to contact their administrator. If an existing extended enterprise learner submits a self-registration and you have the Request Extended Enterprise Learner business process configured to enable administrators to review duplicate requests, administrators receive a task enabling them to compare the requested and existing user information and either deny or submit the request. When they submit the request, Workday overrides the existing user information with the requested information. |
How do you configure the language and name format for the self-registration page that extended enterprise learners see when they access a self-registration URL? | Workday translates the self-registration page into a Workday-supported language based on the user's browser language. Upon account approval, the extended enterprise learner receives their username and temporary password emails in the same language.
They also select a country when they register, which determines the formatting for their name. |
Recommendations
To avoid unknown users creating accounts, Workday recommends adding administrator approval steps to the
Request Extended Enterprise Learner
business process. Workday also recommends using the default value or less for the hourly limit on self-registrations.Requirements
Configure the
Manage: Self-Registration
domain and set up the Request Extended Enterprise Learner
business process. See:
Limitations
- When an existing user registers for an account, Workday doesn't notify them that the email that they registered with is already in use. To avoid this, Workday recommends only distributing the self-registration URL to new users.
- Managed Self-Registration only supports First Name and Primary name components. It doesn't support additional required name components that you configure.
Tenant Setup
You can optionally use the
Edit Tenant Setup - HCM
task to:
- Configure the privacy policy for prospect extended enterprise learners who are registering for an account. The privacy policy is set toNoneby default.
- View or customize your hourly limit on self-registrations.
Security
In the Extended Enterprise for Learning functional area:
Domains | Considerations |
|---|---|
Manage: Self-Registration
| Enables users to create, edit, view, and report on self-registration URLs. |
Business Processes
Business Processes | Considerations |
|---|---|
Request Extended Enterprise Learner
| Managed Self-Registration uses the Request Extended Enterprise Learner business process to create new or edit existing extended enterprise learners.
Configure this business process before distributing self-registration URLs. |
Reporting
You can create custom reports using these report data sources:
- Extended Enterprise Learners
- External Learning Users
- Self-Registration URLs
Integrations
Web Services | Considerations |
|---|---|
Get Self Registration URLs
| Use this web service to retrieve self-registration URLs. |
Put Self Registration URL
| Use this web service to create or update self-registration URLs. |
Connections and Touchpoints
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.