Setup Considerations: Extended Enterprise Learning

What It Is

With Extended Enterprise Learning, you can provide learning content to users outside of your company, such as vendors, contractors, and partners, without modifying your security configurations. Extended enterprise learners can access your learning catalog and take courses.

Business Benefits

With Extended Enterprise Learning, you can:

Save time and resources by using the same reporting, content, and learning management system for internal and external users.

Provide knowledge sharing, compliance training, and certifications to nonemployees who do business with you, while maintaining your security configurations and data privacy.

Strategically price learning content according to contracts with your third-party affiliates. Review the setup considerations for pricing enablement for details.

Use Cases

Training vendors who need to review human resources policies before teaching courses to your employees.

Manufacturing subcontractors who need to complete safety and compliance training.

Seasonal workers in retail who need to learn about store systems and processes.

Traveling nurses in healthcare who need to learn hospital-specific policies.

Questions to Consider

Questions	Considerations
How are extended enterprise learners different from contract contingent workers?	Contract contingent workers can access Workday and are part of your internal workforce. They typically receive some kind of benefit from you, such as onboarding, benefits, payroll, performance reviews, or time tracking. Extended enterprise learners are external to your company and can only access Workday Learning.
Who uses Extended Enterprise Learning?	Extended Enterprise Learning enables you to provide learning content to users outside of your company. Each member of your extended workforce has an external learning user account, which is their unified system account. The external learning user can have multiple active personas at the same time: Extended enterprise learners can consume learning content. External learning assessors can assess training activity lesson content for course offerings. External learning instructors can teach courses or lessons. You can grant workers or members of your extended workforce additional responsibilities to help you manage your extended workforce: Affiliation managers can manage an organization of extended enterprise learners. Affiliation managers are a role-based constrained group with access to their organization only. Extended enterprise administrators are responsible for creating and maintaining extended enterprise learner accounts. Administrators have unconstrained access to administer learning to your extended workforce.
Do you need an Extended Enterprise Learning subscription to create external learning instructors and external learning assessors?	No, you don't need an Extended Enterprise Learning (EEL) subscription to create external learning instructors or external learning assessors. Creating profiles for external instructors and assessors is a core feature of Workday Learning and is available to all Workday Learning customers, regardless of whether you have an EEL subscription. The EEL subscription is specifically required for external learners to consume learning content in Workday Learning. The scope of the EEL subscription is focused on external end-users, not on other external personas such as instructors or assessors.
How can you restrict the learning content that extended enterprise learners can view?	You can create learning topics and topic security segments to restrict content. You can use these report fields on the Learning Content Subscription business object to report on the dates through which extended enterprise learners should have access to learning content: Inactive Learning Content Subscriber Learning Content Subscription Record Learning Topic Subscription Expiration Date
How can you track additional information about extended enterprise learners for compliance or reporting reasons when there’s no Workday-delivered field?	You can create custom fields to track information such as partial training completion or the time it took to complete training. You can create custom fields on the Extended Enterprise Learner and Extended Enterprise Affiliation business objects. You can't use the Manage Extended Enterprise Learner business process to edit custom objects. You can edit custom fields: By accessing the related actions menu on an extended enterprise learner or an affiliation. Through web services using the Workday REST API. You can also create EIBs for non-effective dated custom objects.
How do you want to configure sign-in for external learning users?	External learning users can sign in to Workday on mobile or desktop. When your workers use Single Sign-On (SSO), but you don't intend to set up SSO for external learning users, you can configure an authentication selector. This enables external learning users to sign into Workday using a username and password. You can configure multifactor authentication for external learning users for more secure access.
Can extended enterprise learners receive campaigns?	You can create campaigns for extended enterprise learners using the Extended Enterprise Campaign. This is different from the Learning Campaign used for employees. Extended Enterprise Campaigns enable separate security and campaign configuration for extended enterprise learners. Workday doesn't enable you to send surveys to extended enterprise learners with campaigns.
How can extended enterprise learners modify certifications on other extended enterprise learners' profiles?	To enable an extended enterprise learner to modify certifications for other extended enterprise learners, make them the affiliation manager for the intended extended enterprise learners' affiliation. To enable an extended enterprise learner to modify certifications for all extended enterprise learners, make them the affiliation manager for all of your existing affiliations, instead of granting them administrator permissions. Assign the extended enterprise learner constrained access to the Person Data: Certifications domain and the Manage Certifications business process in the Worker Profile and Skills functional area. When you grant an extended enterprise learner unconstrained access to the Manage Certifications business process, they can view and modify certifications on worker profiles.
How can your extended enterprise learners become workers in your organization?	Extended enterprise learners can view and apply for jobs for nonworkers within your organization through their Workday account. When you hire an extended enterprise learner, their learning transcripts and talent certifications transition with them to their new role. Workday archives their external learning user account and personas and clears their extended enterprise learner activation date. Set up Workday Recruiting to use this feature.
How do you determine the time zone for extended enterprise learner activation dates?	Workday uses these time zone rules: The activation date time zone is based on the preferred time zone on the external learning user account. Otherwise, Workday uses the first available of these time zones in this order: The override extended enterprise affiliation location for the extended enterprise learner when the location is configured with a time zone. The extended enterprise affiliation location for the extended enterprise learner when the location is configured with a time zone. Your tenant time zone. Pacific Standard Time. Workday determines the expiration date time zone based on the processing user's time zone, so you may notice different expiration and activation date time zones for extended enterprise learners. When you want Workday to determine time zones for activation dates based on your affiliation locations, ensure that: You configure time zones for your locations. Example: Add Business Site as a Location Usage on an Extended Enterprise Affiliation location. External learning user accounts don't have preferred time zones.
How can extended enterprise learners create their own accounts?	Set up the Managed Self-Registration feature to enable prospective extended enterprise learners to register for their own accounts. Account approvals are based on your configuration of the Request Extended Enterprise Learner business process.
How can you deactivate multiple extended enterprise learner accounts at once?	Workday enables you to use a mass operation to deactivate up to 50,000 extended enterprise learners accounts at once. The mass operation deactivates accounts based on criteria specified in a custom report.

Recommendations

No impact.

Requirements

Set up Workday Learning.

To create external learning users, configure the View External Learning User
domain and the Manage External Learning User
business process and security policy.

Limitations

External learning instructors and external learning assessors can’t create their own accounts as a self-service option.

You can't merge person records for external learning users who become workers using the duplicate management framework.

You can't configure and send different email templates for new accounts for external learning users and workers. Workday sends the same email to both person types. The email content is customizable.

Workday doesn't support constrained access to the Manage Certifications
business process for external learning instructors who are also administrators.

Extended enterprise learners with future-hire dates are sometime unable to access their Worker profile.

Tasks on the the Request Extended Enterprise Learner
business process don't include the Activation Date field, so you can't schedule a future activation date. When you create a new or activate an existing extended enterprise learner using this business process, Workday automatically sets the activation date to the date that the request was initiated. To determine the time zone, Workday uses the activation date time zone rules. When you edit an extended enterprise learner, Workday retains their existing activation date.

Tenant Setup

Use the

Edit Tenant Setup - HCM

task to configure these tenant-wide options for your external workforce:

Option	Description
Enable Self-Service Time Zone Management for Extended Enterprise check box	Select to enable learners to set their own time zone for course enrollment expiration rules.
Enable Pricing Configuration for Person Types prompt	Select person types that you want to configure pricing for, including extended enterprise learners.

Security

In the Extended Enterprise for Learning or Learning Core functional areas:

Domains	Considerations
Learning Access	Enables extended enterprise learners access to search the learning catalog and view course information.
Maintain Archived External Learning User	Enables users to unarchive external learning users who aren't active workers.
Manage: Extended Enterprise	Enables extended enterprise learning administrators to manage affiliations, job profiles, and dashboard access.
Manage: Extended Enterprise Affiliation Learners	Enables affiliation managers to view extended enterprise learners in their affiliation.
Manage: Extended Enterprise Learner Type	Enables users to create and manage extended enterprise learner types. Users with View access on the Manage: Extended Enterprise domain can view the learner type you assign to an extended enterprise learner.
Manage: Learning Content	Enables users to access administrative tasks and reports to manage learning content, including creating course expiration rules.
Self-Service: On the Job Training	Enables external learning assessors to access the Learning Trainer worklet and manage grading and attendance for course offerings.
Manage: Self-Registration	Enables administrators to create and manage self-registration URLs.
Person Data: Learning	Enables administrators to view learning transcripts for extended enterprise learners, including on user profiles.
Reports: Archived External Learning Users	Enables users to report on archived external learning users.
Reports: Extended Enterprise Affiliations	Enables constrained and unconstrained security groups to access reports related to extended enterprise affiliations.
Reports: Extended Enterprise Affiliation Learners	Enables affiliation managers to access reports on learners in their affiliation.
Reports: Extended Enterprise Usage Metrics	Enables users to track the number of active extended enterprise learners in your tenant. You can use this information to measure your product usage over time.
Self-Service: Extended Enterprise Learning	Enables extended enterprise learners to view their own profile and information.
Self Service: Learning	Grants users self-service capabilities, such as viewing transcript details on their profile.
Self-Service: Learning Assessor	Enables external learning assessors to view their own profile.
View External Learning User	Enables administrators to view external learning user information, including external learning user profiles.

In other functional areas:

Domains	Considerations
Internal Careers in the Recruiting functional area.	Enables extended enterprise learners to view and apply for jobs for nonworkers within your organization through their existing Workday account.
Mass Operation Management in the System functional area.	Enables users to manage mass operations, including setting up and running the Deactivate Extended Enterprise Learner Accounts mass operation type.
Person Data: Certifications in the Worker Profile and Skills functional area.	Enables administrators to view certifications for extended enterprise learners and external learning instructors, including on user profiles.
Person Data: Personal Photo in the Personal Data functional area.	Enables users to view and edit photos for users that they have access to.
Self-Service: Certifications in the Worker Profile and Skills functional area.	Enables users to view their own certifications on their profile.
Self-Service: My Applications in the Recruiting functional area.	Enables extended enterprise learners to review or withdraw their applications.
Self-Service: Personal Photo in the Personal Data functional area.	Enables users to view and edit their own photo.

Business Processes

Business Processes	Considerations
Request Extended Enterprise Learner	Enables affiliation managers to request learning access for new or existing users for their affiliations. Workday recommends first configuring these business processes, which are subprocesses on the Request Extended Enterprise Learner business process: Manage External Learning User Manage Extended Enterprise Learner Managed Self-Registration uses the Request Extended Enterprise Learner business process to create new or editing existing users. Ensure that you have allowed actions, security groups, and approvals properly configured before distributing self-registration URLs.
Mass Enroll	To enable affiliation managers to enroll extended enterprise learners that belong in their assigned affiliations in learning courses, grant them permission on the initiating action.
Manage External Learning Assessor	Enables you to create and edit external learning assessors.
Manage External Learning User	Enables you to create external learning user accounts. To enable external learning users to edit their own personal information, grant them permissions on the Edit My Personal Information initiating action.
Manage Extended Enterprise Learner	Enables you to create and edit extended enterprise learners.
Manage External Learning Instructor	Enables you to create and edit external learning instructors.
Enroll in Content , Drop Learning Enrollment , and Mass Enroll	You can enable extended enterprise learners to enroll, and external learning instructors and affiliation managers to enroll and approve enrollments.
Manage Certifications	To enable extended enterprise learners, external learning instructors, and administrators to open certification attachments, you must grant them View Completed Events permissions on this business process.
Job Application	To enable extended enterprise learners to view and apply for jobs for nonworkers within your organization, grant them permission on the Apply to Job for Non-Workers initiating action.

Reporting

Reports or Dashboards	Considerations
Extended Enterprise Admin dashboard	Enables extended enterprise administrators to manage extended enterprise learners and affiliations.
Find Extended Enterprise Learners report	Enables affiliation managers and administrators to search for active extended enterprise learners.
Learning dashboard	Modify this dashboard so extended enterprise learners can easily access announcements and learning content.
Daily Maximum Count of Active Extended Enterprise Learners Monthly Maximum Count of Active Extended Enterprise Learners Yearly Maximum Count of Active Extended Enterprise Learners	View and monitor the number of extended enterprise learners in your tenant. When you retroactively enter an expiration date for an extended enterprise learner using the Edit Extended Enterprise Learner task, the reports reflect the account as inactive as of the day you enter the expiration date. These reports only display current data in Production environments: Monthly Maximum Count of Active Extended Enterprise Learners Yearly Maximum Count of Active Extended Enterprise Learners
View Extended Enterprise Affiliation report	View details on an extended enterprise affiliation.
View Extended Enterprise Learner report	View an extended enterprise learner's profile.
View External Learning User report	View an external learning user's profile.

You can create custom reports with these report data sources:

Indexed Learning Campaign Records

Extended Enterprise Affiliations

Extended Enterprise Job Profiles

Extended Enterprise Learners

External Learning Users

Learning Assignments by Learning Organization

Learning Assignment Records

Learning Enrollments

Learning Instructors

To display first and last names in separate columns on custom reports, use report fields on the

Global Person Names

business object instead of the

Extended Enterprise Learner

business object.

Integrations

Web Services	Consideration
Maintain Archived External Learning User	Use to manage external learning user archiving in your organization. For EIBs based on the Maintain Archived External Learning User web service, Workday recommends that you create these condition rules: Is Archived on the External Learning User business object is true. Is Active Worker on the External Learning User business object is false.
Manage Extended Enterprise Learner	Use to create extended enterprise learners from existing external learning users. You can optionally disable the username and password notifications Workday sends to learners upon account creation. When you want to update existing inactive extended enterprise learners, Workday recommends that you disable username and password emails. For EIBs based on the Manage Extended Enterprise Learner web service, Workday recommends that you: Select Extended Enterprise Learner ID for Reference ID Type for Condition Rule. Use this rule condition, Is Archived on the Extended Enterprise Persona business object is false. You can use this web service to set extended enterprise learner activation dates that are in the past. When you specify all the same values as an existing extended enterprise learner in your request, the web service doesn't create any new business process events. It also doesn't send username and temporary password emails, even when you specify sending these emails.
Manage External Learning Assessor	Use to create external learning assessors. You can optionally disable the username and password notifications Workday sends to assessors upon account creation.
Manage External Learning Instructor	Use to create external learning instructors. You can optionally disable the username and password notifications Workday sends to external instructors upon account creation. For EIBs based on the Manage External Learning Instructor web service, Workday recommends that you: Select External Learning Instructor ID for Reference ID Type for Condition Rule, and Use 1 of these rule conditions: Is Archived on the Extended Enterprise Persona business object is false. Is Archived on the External Learning Instructor business object is false.
Manage External Learning User	Use to create external learning user accounts. For EIBs based on the Manage External Learning User web service, Workday recommends that you create this condition rule: Is Archived on the External Learning User business object is false.

Connections and Touchpoints

Extended Enterprise Learning interacts with Workday Recruiting. You can enable extended enterprise learners to view and apply for jobs for nonworkers within your organization. When you hire an extended enterprise learner, their learning transcripts and talent certifications transition with them into their new role and Workday archives their external learning user account and personas.

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.