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Administrator Guide
Last Updated: 2026-10-16
Steps: Set Up Machine Translations for Onboarding

Steps: Set Up Machine Translations for Onboarding

These domains in the System functional area:
  • Set Up: Tenant Setup - Global
  • Data Translation
  • Set Up: Onboarding
     domain in the Onboarding functional area.
You can use Machine Translations to automatically translate onboarding components into any Workday-delivered language. This simplifies the localization process and significantly reduces the manual effort needed to adapt materials for a global workforce.
You can use machine translations for:
  • Onboarding Plans
  • Stages
  • Bulletins
  • Announcements
You can also automatically translate subclasses of onboarding content, such as the Day 1 Overview Card and Card sections.
Globalization Machine Translation (MT) Services are currently supported for tenants regionally located in the United States and the European Union.
  1. Enable
    Globalization Services
     innovation service agreements through the
    Innovation Services And Data Selection Opt-In
     task.
  2. Access the
    Edit Tenant Setup - Global
     task.
  3. In the
    Language
    section, select the
    Enable Machine Translation
     check box.
  4. In the
    Available Languages
     grid, for each preferred
    Language
    , select both the
    Enabled
     and
    Machine Translation Enabled
     check boxes.
  5. Click
    OK
    and
    Done
    .
  6. (Optional) Create a user-based security group to identify the individuals responsible for reviewing and approving translations. Example:
    Suggested Translations Approvers - Spanish
  7. Create a segment-based security group for translation approvers to ensure they only receive notifications for the specific languages they are authorized to approve. See: Create Segment-Based Security Groups
    • Access the
      Create Security Group
       task.
    Complete the task:
    Field
    Description
    Type of Tenanted Security Group
    Segment-Based Security Group
    Name
    Enter a name that includes the language segment. Example:
    Suggested Translations Approvers-Spanish segment.
    This differentiates it from other segment groups.
    Security Groups
    Select the security group you created in the previous optional step.
    Access to Segments
    Security Segment (Workday Owned) > Machine Translations Language Segment,
     and then select the languages you want this group to review.
    You can create 1 group to receive notifications for all languages, or create separate groups for approvers of separate languages.
    Security:
    Security Configuration
    n domain in the System functional area.
  8. Configure the
    Machine Translation Event Business Process Definition
    .
    1. Navigate to the
      Machine Translation Event Business Process Definition
      .
    2. Access Related Actions > Edit Business Process Definition
      .
    3. Add the review step if it isn't already present. You only need 1 review step.
    4. Add each new translation segment to the
      Group
       field.
      Complete the task:
      Field
      Description
      Type
      Action
      Specify
      Review Machine Translations
      Groups
      Select the segmented security group you created earlier. Example:
      Suggested Translations Approvers- Italian
       segment.
    5. Select
      OK
      and
      Done
      .
    Workday recommends configuring an approval step for the
    Machine Translation Event
     business process. Configuring this step:
    • Ensures administrators or reviewers are notified if translated text exceeds the character limits for certain onboarding attributes.
    • Allows for a human in the loop review of machine translated content.
  9. Add the segment-based security group you created to the
    Who Can Do Actions on Entire Business Process
    section of the
    Machine Translation Event
     business process security policy. This enables reviewers to access and act on translation review notifications.
  10. In the
    Who Can Do Actions on Entire Business Process
     section, assign the appropriate security groups to
    Approve
    or
    Deny
    .
Administrators or translators with the required domain access can automatically translate onboarding components. If you have configured an approval step, reviewers with access to the
Machine Translation Event
 business process can access the translations when they are notified in
My Tasks
. They can modify the translations in
My Tasks
 before approving them.