Setup Considerations: Segmented Security for Learning
You can use this topic to help make decisions when planning your configuration and use of segmented security in Learning. 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
Workday segmented security enables you to provide specific users permission to create and access learning content.
Business Benefits
- Increase the effectiveness of learning in your organization as you can adopt a more targeted approach.
- Helps ensure confidentiality of sensitive learning content.
- Improves the user experience as they only access content that is relevant to them.
- Reduces administrative overhead as you assign content to the correct audience.
- Help keep your learning catalog up to date by enabling subject matter experts to create their own content.
Use Cases
- Provide access to learning content for different types of workers.
- Restrict access based on a worker’s location, role, organization, or job.
- Provide different training course selections for sales and marketing as well as product development.
- Create different learning administrator groups to ensure that only subject matter experts can maintain subject matter courses.
Questions to Consider
Question | Considerations |
|---|---|
What content do you want to secure? | You can secure:
Access to a security category on a program or course takes precedence over access to a topic. If you want to enable learners to select from the complete list of topic preferences, don't restrict access on a topic-by-topic basis. |
Which content do you want to provide to different learning administrators and learners? | When configuring segmented security, consider which level of granularity administrators will need to maintain the learning catalog.
You can create multiple copies of the Learning Administrator security group to achieve this level of granularity. You can then select the relevant Learning Administrator group when creating or editing a segment-based security group. |
Do you want workers on leave of absence to be able to access Learning? | You can restrict access to entire programs, courses, or specific topics for workers who are on leave. |
Do you have external content from third-party providers that you want to include in your learning catalog? | You can apply topic-based segmented security to external content. When you configure external content, you map it to topics in your learning content. Any topic-based segment that applies to those topics also applies to the external content. |
Do you need to provide access to learning content to people outside of your company? | The Extended Enterprise Learning product enables you to give external users limited access. You can configure segmented security to restrict access to learning content for extended enterprise learners. |
Recommendations
When you create or edit programs, Workday recommends that you associate the same:
- Security categories with programs and the courses that they contain so that learners have access to all course content items.
- Topics with programs and the courses and stand-alone lessons that they contain so that learners have access to all content items.
You can create topic security segments associated with 1 or more topics. When learning content has multiple topics, learners can access the content if they have access to any of the topics. When you use topic-based segments to secure content, Workday recommends that you select only 1 topic on each program, course, or stand-alone lesson.
If you find that learners can access content that's restricted by a segment-based security group on the
Learning Access
domain, and they’re not members of the segment-based security group, ensure that they’re not members of an unconstrained security group on this domain. Unconstrained security groups on the Learning Access
domain override all segment-based security access.In Production tenants, a search indexing job runs every 12 hours. In non-Production tenants, this job runs every 24 hours. Depending on the size of your learning catalog, the job itself can take a few hours to complete. Ensure the appropriate amount of time passes in your tenant before testing changes to:
- Topic-based segmented security.
- Security categories.
- Segment-based security groups and domains.
Requirements
When you configure worklets on the
Maintain Dashboards
report for the Learning dashboard, ensure that the segment-based security groups on the Required for Groups
prompt match the groups on the Learning Access
domain.Limitations
Learners can still view, but can't access, completed programs and courses in their enrollment history after you change the segmented security configuration to remove their access.
You can't create a proxy access policy for administrators that provides segmented security access to learning content. You can only use unconstrained security groups on proxy policies.
Tenant Setup
You can select the
Enable Security Categories
check box in the Learning
section on the Edit Tenant Setup - HCM
task to display a Security Category
prompt when creating courses and programs.Security
Domain | Considerations |
|---|---|
Learning Access domain in the Learning Core functional area. | Provides access to the learning catalog for both self-service and administrative reports and tasks.
When you add segment-based security groups to this domain, Workday restricts access to all content by security category or topic segment. Before you add any segment-based group to the domain, ensure that you consider all users. If you have any segment-based security groups on this domain when you create a new topic, you must add the topic to a topic segment on the domain. |
Manage: Learning Content in the Learning Core functional area. | Provides access to learning content management tasks and reports. |
Manage: Learning Course Enrollments in the Learning Core functional area. | Provides access to administrative-based enrollment tasks. You can configure unconstrained access for users or restrict access using security category or topic segments. |
Set Up: Learning Catalog in the Learning Core functional area. | Provides access to the learning catalog for administrative reports and tasks. |
Manage: Media Import in the Backpack Hub Service functional area. | Allows users to import large volumes of video and packaged content media files. This domain is only available when you enable Media Cloud in your tenant. |
Business Processes
You can add segment-based security groups associated with topic and security category segments to the security policies on the
Manage Lesson
business process to enable them to create and edit stand-alone lessons.Reporting
Segmented security in Learning primarily applies to the
Learning Content
report data source, which you can use to create or edit custom reports relating to your learning catalog. Workday also delivers these reports that use this data source:Reports | Considerations |
|---|---|
Browse Learning Content
| Enables security groups with access to a particular security category segment to find the restricted content. |
Courses and Lessons Created (Last 12 months)
| Enables you to monitor the rate at which users create learning content. |
Learning Content by Rating
| Identifies the learning courses and stand-alone lessons that are performing poorly in terms of rating, as well as the highest performing content in your tenant. |
Manage Learning Security Segments
| Use this report to view your Learning security set up. You can also configure:
|
Manage Learning Content
| Enables learning administrators to view and edit learning content. |
My Team’s Peer Learning Content
| Enables managers to view a summary of learning progress for all direct reports and pre-hires. You can configure the report to display on the My Team Management dashboard. |
Integrations
You can use these web services to create and update segmented security for Learning:
- Get Learning Security Categories
- Get Learning Topic Security Segments
- Put Learning Security Category
- Put Learning Topic
- Put Learning Topic Security Segment
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.