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Administrator Guide
Last Updated: 2023-06-23
Steps: Configure Conditional Initiation of Request Extended Enterprise Learner

Steps: Configure Conditional Initiation of Request Extended Enterprise Learner

Configure these business processes and security policies in the Extended Enterprise for Learning functional area:
  • Manage Extended Enterprise Learner
  • Manage External Learning User
You can enable affiliation managers to request learning access for new or existing users by configuring the
Request Extended Enterprise Learner
 business process. The business process uses these business processes as subprocesses for creating new or editing existing users:
  • Manage External Learning User
  • Manage Extended Enterprise Learner
You can configure the
Request Extended Enterprise Learner
 business process so that when the initiator requests an existing user, Workday follows 1 of these workflows, depending on your custom condition rules:
  • Sends security group members on the subprocesses 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. Only 1 person from the security group needs to complete the task.
  • Automatically initiates the request and overrides the existing user information with the requested information.
You can apply different configuration options to the different steps on the
Request Extended Enterprise Learner
 business process.
When you create the default definition for the
Request Extended Enterprise Learner
 business process, the definition that Workday populates isn't usable. Reconfigure it to avoid inconsistent data results.
  1. Add appropriate security groups to the:
    • Create External Learning User from Request
       initiating action on the
      Manage External Learning User
       business process.
    • Edit Extended Enterprise Learner From Request
       initiating action on the
      Manage Extended Enterprise Learner
       business process.
    Workday recommends that you add unconstrained security groups. This ensures that when Workday sends security group members the task to deny or submit a request, they can view all requested and existing user information. Example: Extended Enterprise Admin or External Learning User Admin.
    Add these security groups when you create the default definition for the
    Request Extended Enterprise Learner
     business process.
  2. Activate Pending Security Policy Changes.
  3. Access the
    Create Business Process Definition (Default Definition)
     task.
    Create the default definition for the
    Request Extended Enterprise Learner
     business process in the Extended Enterprise for Learning functional area.
    1. On the
      Create External Learning User from Request
       step, select the same security group as on the
      Create External Learning User from Request
       action on the
      Manage External Learning User
       business process.
    2. On the
      Edit Extended Enterprise Learner from Request
       step, select the same security group that you selected for the
      Edit Extended Enterprise Learner from Request
       action on the
      Manage Extended Enterprise Learner
       business process.
    3. Reorder the steps in the definition.
      Ensure that:
      • The steps to create external learning users come before the step to edit external learning users.
      • All steps involving external learning users come before any steps involving extended enterprise learners.
      • The step to create extended enterprise learners comes before the steps to edit extended enterprise learners.
      Example:
      • Create External Learning User from Request (Auto-Initiate)
      • Create External Learning User from Request
      • Edit External Learning User from Request
      • Create Extended Enterprise Learner from Request
      • Edit Extended Enterprise Learner from Request (Auto-Initiate)
      • Edit Extended Enterprise Learner from Request
    Security: These domains in the System functional area:
    • Business Process Administration
    • Manage: Business Process Definitions
  4. Access the
    Request Extended Enterprise Learner
     business process definition.
    From the related actions menu of the appropriate step, select
    Business Process
    Create Condition Rule
    .
    1. Create mutually exclusive condition rules that determine if Workday executes the
      Create External Learning User from Request (Auto-Initiate)
       step or the
      Create External Learning User from Request
       step.
    2. Create mutually exclusive condition rules that determine if Workday executes the
      Edit Extended Enterprise Learner from Request (Auto-Initiate)
       step or the
      Edit Extended Enterprise Learner from Request
       step.
Affiliation managers with permissions on the
Request Extended Enterprise Learner
 business process can access these tasks to request learning access for new or existing users:
  • Request Edit Extended Enterprise Learner
  • Request Extended Enterprise Learner
This example illustrates how to add condition rules to the
Request Extended Enterprise Learner
 business process definition that ensure that when the initiating affiliation manager is:
  • A worker, Workday automatically initiates requests for existing users.
  • External to your organization, Workday sends the security groups on the
    Manage External Learning User
     and
    Manage Extended Enterprise Learner
     subprocesses a task for requests for existing users, prompting them to submit or deny the request.
  1. Access the
    Request Extended Enterprise Learner
     business process definition.
  2. From the related actions menu of the
    Create External Learning User from Request (Auto-Initiate)
     step, select
    Business Process
    Create Condition Rule
    . Create a condition rule with these values:
    Field
    Value
    Description
    Initiating Worker is Not Empty
    And/Or
    And
    Source External Field or Condition Rule
    Initiating Worker
    Relational Operator
    is not empty
    Comparison Type
    Value specified in this filter
  3. Add the
    Initiating Worker is Not Empty
     condition rule to these steps:
    • Create External Learning User from Request (Auto-Initiate)
    • Edit Extended Enterprise Learner from Request (Auto-Initiate)
  4. From the related actions menu of the
    Create External Learning User from Request
     step, select
    Business Process
    Create Condition Rule
    . Create a condition rule with these values:
    Field
    Value
    Description
    Initiating Worker is Empty
    And/Or
    And
    Source External Field or Condition Rule
    Initiating Worker
    Relational Operator
    is empty
    Comparison Type
    Value specified in this filter
  5. Add the
    Initiating Worker is Empty
     condition rule to these steps:
    • Create External Learning User from Request
    • Edit Extended Enterprise Learner from Request