Setup Considerations: Learning Campaigns

We plan to migrate Campaign functionality to Engagement Builder in a future release. Workday recommends that you start using Engagement Builder for greater efficiency and visibility into your engagements. See: Setup Considerations: Engagement Builder.

You can use this topic to help make decisions when planning your configuration and use of Learning Campaigns functionality. 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

Leaning campaigns enable you to engage target audiences by promoting learning content and automatically sending notifications to learners.

Business Benefits

You can use learning campaigns to:

Assign required content to help meet your organization's compliance needs.

Improve efficiency by dynamically identifying specific groups of learners based on learner data.

Ensure consistency in the delivery of learning content by defining schedules.

Prominently display required learning content on the Learning dashboard.

Use Cases

Assign a course about workplace safety to your entire department.

Assign content to new hires.

Assign a required leadership program to all the managers in your organization.

Promote annual security policy training to your entire organization.

Questions to Consider

Question	Consideration
What content do you want to promote?	You can include 1 or more of these learning content items in your campaigns: Courses Lessons Notifications Programs Surveys
How do you want to notify learners of content?	You can promote content to learners using: Notifications. The Required for You worklet. Custom sliders on the Learning Dashboard. You can configure up to 3 reminders per campaign item. Workday removes campaign content from the Required For You slider after the campaign's end date, even if the learner hasn't completed the content. Workday doesn't send campaign content to learners that have previously completed the content, even if they completed the content outside of the campaign. Workday sends campaign reminders based on the recipient's timezone.
Which learners do you want to send your learning campaigns to?	You can create campaign audiences to assign and track learning content for specific audiences. You can configure dynamic updates to enable Workday to automatically: Remove learners when they no longer meet the audience criteria. Send the campaign to learners again if they dropped out of the audience prior to completion and rejoin. You can run campaigns based on your audience. When you have a set audience, you can select Run Now to run your campaign. When you have a dynamic audience that changes daily or weekly, you can select a daily or weekly recurrence. Example: New learners join or existing learners are removed regularly and you want to avoid selecting Run Now every time a new learner joins or leaves. Workday updates the audience size count the next time the campaign is launched.
How do you want to manage large volumes of campaigns?	You can save time by creating message templates to automatically populate information into new campaigns that you create.
When setting an end date on a campaign and the end date is the same as the due date by default, will reminders go out if you confgiure them for the due date?	If your due date is the same as your end date, the campaign will end at 12am based on your tenant timezone. Reminders configured on the due date won't trigger as the campaign has already ended. Part of the reminder requirements is that the campaign needs to be valid. In this case, we recommend configuring the reminder 1 day before the due date instead.

Recommendations

To avoid delayed notifications and other system processes, Workday recommends that you contact the Workday Production Readiness team to help you test and prepare for running large volume campaigns in Production. Examples of large volume campaigns include those with:

Audience sizes of over 100,000 workers.

Frequent dynamic audience additions of over 100,000 workers.

Over 100 daily scheduled campaigns.

For an audience size of 100,000, Workday recommends a minimum campaign duration of 30 days.

If you have a campaign audience that exceeds 50,000 learners, use a saved search instead of a custom report to create your campaign audience. Results for custom reports are limited to 50,000.

If your campaign audience exceeds 100,000, break the audience into multiple campaigns.

Test your campaign configuration in your sandbox tenant. We recommend that you:

Test different users to ensure that they receive the campaign.

Run reports to ensure results are accurate.

Ensure results are correct when identifying your target audience. Example: If there are 50 managers included in your custom report for the campaign audience, the campaign should be sent to 50 managers.

Requirements

You must use the

Worker

data source when creating custom reports for learning campaigns.

To use the

Campaign Email Analytics by Item

report, you must set up email analytics. See: Steps: Set Up Email Analytics.

Limitations

You can’t rescind a campaign from individual learners; you have to rescind the entire campaign.

If a learner completes a campaign and the campaign is relaunched, the learner will not receive the campaign again.

You can't use copied custom versions of the

Find Workers

report to create saved searches for campaign audiences.

You can't configure campaigns to automatically enroll a learner. Learners must manually enroll or begin the content when they receive a campaign item.

Tenant Setup

You can access the

Notification Delivery Settings

section of the

Edit Tenant Setup - Notifications

task to configure settings for learning notifications.

If you disable reminders on

Edit Tenant Setup-Notifications

, Workday queues the reminders and then sends queued reminders when they're enabled.

Security

Security	Description
Administer Campaigns in the System functional area.	Enables you to create, edit, and view campaigns.
Security segments: Extended Enterprise Campaigns Learning Campaign	Enables you to configure delivery settings for the Extended Enterpirse Campaigns or Learning Campaigns notification types for your security groups.

Business Processes

Configure the Campaign Event
business process to perform these actions on campaigns:

Approve

Copy

Create

Edit

Rescind

Submit

View

Reporting

Reports or Dashboards	Description
Business Process and Integration Notifications report	View the status of all notifications that are sent to learners.
Campaign Email Analytics by Item report	Identifies the campaign: Click rate Content type Item delivered Marked as spam rate Name Open rate Received rate Unsubscribe rate See: Steps: Set Up Email Analytics.
Campaign Status by Category report	Identifies the campaign category and status of the campaign. You can drill down to view learners and their status.Example: You can see that a learner's campaign category is Required and the status is In Progress .
Learning Campaign report	View learning campaigns from the previous 12 months on the Learning Admin dashboard.
Learning dashboard	Display learning campaign content prominently to learners.
View Campaign report	View a list of campaigns in the tenants.

Integrations

You can use these web services with campaigns:

Get Campaign Categories

Get Connect Campaigns

Put Campaign Category

Submit Connect Campaign

Connections and Touchpoints

Features	Considerations
Learning Assignments	Enables you to track campaigns and email analytics.
Recruiting Campaigns	You can create campaigns that enable recruiters to send branded marketing communications to pools of prospects or candidates.
Student Recruiting Campaigns	You can create a campaign for a student recruiting cycle.
Surveys	You can create campaigns that deliver surveys to target audiences.

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.