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Administrator Guide
Last Updated: 2026-06-12
Set Up Change Job Templates

Set Up Change Job Templates

This topic is relevant to the legacy change job experience. We plan to retire this topic in a future release.
Configure the
Change Job
 business process.
Set up consolidated templates for the
Change Job
 business process.
Security:
Set Up: Staffing
 domain in the Staffing functional area.
Set up simplified job change templates that users such as managers can access through these initiating actions:
  • Change Contingent Worker Details
  • Change Job
  • Change Location
  • Request Transfer
  • Start Job Change
You can specify the sections of the
Change Job
 business process that certain security groups can view and edit when initiating through a Change Job template.
  1. Access the
    Change Job
     business process security policy to assign security groups to the initiating actions.
    You can remove security groups from some
    Change Job
     initiating actions to ensure that people in those groups can only initiate the simplified job changes.
    Example: You create a Change Location template. When you add managers to the
    Start Job Change
     initiating action, you also remove them from the initiating action for
    Change Location
    . This security change ensures that managers can only access the simplified version of location changes.
  2. (Optional) Access the
    Maintain Custom Labels
     task to customize the
    Start Job Change
     task and report labels.
  3. Access the
    Maintain Change Job Templates
     task.
  4. As you complete this task, consider:
    Option Description
    Template Name
    You'll see this name in the
    What do you want to do?
     prompt when you initiate the job change.
    Only active templates display to initiators.
    You can inactivate any template, but you can't remove a template that's
    In Use
    .
    The template name determines what displays when you configure the
    Start Job Change
     report on the
    Worker Profile
    . There's a text limit of 30 characters for what displays on the button. Once you exceed 30 characters, Workday cuts the text off. You can also search for the template name directly through global search.
    Template Order
    Configure the order of the change job templates based on how relevant they are for your organization. Users will see these templates in the order you configure when they launch a job change.
    The order determines which templates display when you configure the
    Start Job Change
     report on the
    Worker Profile
    . Workday displays the first 5 change job templates as buttons.
    Select Reason for Template
    For templates without the
    Enable Enhanced UI for this Template
     check box selected, the user can see the reason that you select in the
    Why are you making this change?
     field, but can't edit. For templates with the
    Enable Enhanced UI for this Template
     check box selected, you can configure multiple reasons. Users can select one of those reasons from the
    Why are you making this change?
    field.
    When you configure the event categories and reasons for
    Change Job
    , ensure that the changes you make don't affect the Change Job templates.
    Select reasons that apply to your intended initiators. Example: You want to use this template for both Employees and Contingent Workers. You select the Data Change reason because you configured it on the
    Maintain Event Categories and Reasons
     task for both employees and contingent workers.
    Template Help Text
    This text displays beneath the
    What do you want to do?
     prompt when a user selects a template. You can translate as needed.
    Enable Enhanced UI for this Template
    Select to display an enhanced interface for a template. This selection will change the layout of Change Job fields and present a simplified user experience.
    The enhanced user interface doesn't support:
    • Templates with
      Location after Change
      configured in
      Select Editable Fields for Start Page
      .
    • Evaluating security configurations for Staffing Actions security domains besides
      Staffing Actions: Change Job Date and Reason
      .
    Workday automatically selects the
    Enable Enhanced UI for this Template
     check box for any templates that include these initiating actions:
    Change Contingent Worker Details
    ,
    Change Job
    ,
    Change Location
    , and
    Request Transfer
    . For those initiating actions:
    • Inactivate or delete the template to no longer use the enhanced user experience.
    • Your existing security and condition rule configurations on the
      Change Job
       business process will apply to any templates you configure. Workday recommends that you review that configuration on the
      Change Job
       business process using the
      Edit Business Process Security Policy
       task.
    You can initiate a
    Change Job
     or
    Request Transfer
     from multiple places, such as the
    Hire
     business process from Recruiting, or a
    Job Change
     initiated from Org Studio. Any templates you configure for
    Change Job
     and
    Request Transfer
     will apply across Workday.
    Apply this Template to Review and Approve Steps
    Select to apply your template configuration to display on review and approval steps. This selection enables reviewers and approvers to see the same simplified template view as initiators.
    When selected, your configuration in the
    Fields to Display
     field will also apply to review and approval steps.
    This feature isn't available on Android.
    Make this Template Inactive
    Select to inactivate the template. You can't inactivate a template that's part of any in-progress change job events. You need to complete or cancel those events to inactivate the template.
    Select Initiating Actions
    You can specify where initiators can access specific templates, such as when:
    • Completing mass actions.
    • Using the
      Start Job Change
       task.
    • Using the Workday Assistant chat box.
    • Using a REST API.
    You can create templates for these initiating actions:
    Change Contingent Worker Details
    ,
    Change Job
    ,
    Change Location
    , and
    Request Transfer
    . For those initiating actions, Workday automatically selects the
    Enable Enhanced UI for this Template
     check box. Inactivate or delete the template to no longer use the enhanced user experience.
    Select Condition Rules
    Create or add existing condition rules to a Change Job template. The condition rules are based on the current position of the worker. The template displays when that current position meets all the condition rules.
    Select Security Groups
    Select security groups to initiate job changes through a Change Job template. The template displays for initiators with access to at least 1 security group.
    Select Editable Fields for Start Page
    Available on templates without the
    Enable Enhanced UI for this Template
     check box selected.
    Select the information that you want initiators to edit in the
    Start
     section of the template. Example: When you include
    Location after Change
    , initiators can edit the
    Where will this person be located after this change?
     field.
    When you leave this section blank, the initiator still sees these fields:
    • When do you want this change to take effect?
    • Why are you making this change?
    The enhanced user interface doesn't support the
    Location after Change
     field. To select the
    Enable Enhanced UI for this Template
     check box, you must deselect the
    Location after Change
     field.
    Select Sections for Template
    Select the sections of the
    Change Job
     business process that you want the user to see. Workday hides all other sections from the user. Subsequent steps in the business process definition will display normally and respect rules.
    When selecting these sections, consider how populating values might affect your job changes. Reviewers and approvers will see additional sections when information has changed. Example: You select
    Location After Change
     in the
    Select Editable Fields for Start Page
     prompt, but don't select
    Location Details
     in
    Select Sections for Template
    . The initiator doesn't see the
    Location Details
     section, but the
    Scheduled Weekly Hours
     still populates automatically based on the
    Time Profile
     of the proposed location. The reviewers and approvers see the
    Location Details
     section.
    Ensure that the sections and subprocesses that you select match the associated consolidated template. Example: You select
    Cost Center
     to display in the Change Job Template. You ensure that the
    Change Organization Assignments for Worker
     subprocess is on the associated consolidated template.
    Fields to Display
    You can configure different fields for different sections based on whether you have the
    Enable Enhanced UI for this Template
     check box selected. Select the fields that you want to display.
    These fields display even when you don't configure them in the
    Fields to Display
     column:
    • End Employment Date
      , when it's empty for a fixed term employee.
    • Work Shift
      , when it's empty and you've configured it as required on the job profile.
    This feature doesn't apply to templates with
    Mass Actions
     configured in the
    Select Initiating Actions
     column.
    Select Subprocesses for Template
    Select the subprocesses that you want the user to be able to view.
    Reviewers and approvers only see changed subprocess information when you configure the subprocesses on the template.
    When you configure multiple subprocesses using the enhanced user interface, Workday doesn't use the subprocess order that you configure on the
    Configure Consolidated Template
     task, which you can access when you select
    Business Process > Configure Consolidated Template
     from the related actions menu on the Change Job business process type. Instead, we display each subprocess in this order when configured:
    • Change Job
    • Change Organization Assignment
    • Propose Compensation Change
    When you exclude the
    Propose Compensation
     subprocess from a template, ensure you include a review step for
    Propose Compensation
     in the business process definition. This step prevents unreviewed compensation changes.
  5. (Optional) Access the
    Configure Profile Summary
     task to enable users to initiate a job change directly from a worker profile.
    Configure the
    Start Job Change
     report on
    Worker Profile
    .
    Security:
    Staffing Actions: Change Job Date and Reason
     domain in the Staffing functional area.
    Workday displays the first 30 characters of the first 5 templates you configured on the
    Maintain Change Job Templates
     task as buttons on the worker profile.
  6. (Optional) Access the
    Configure Optional Field
     task to configure fields as hidden, view-only, or required.
    The Change Job business process is available for these functional areas:
    • Change Job
    • Change Organization Assignments for Worker (Enhanced User Interface Subprocesses only)
    Workday only requires or hides the field if your template configuration includes the field. Example: You require the
    Employee Type
     field. Your change job template configuration hides the
    Administrative Details
     section. The initiator doesn’t see the
    Employee Type
     field, because that section is hidden.
    If you hide the
    Close the Current Position?
     field using the
    Configure Optional Fields
     task, it will still display in the enhanced user interface. To hide this field, you must remove the
    Opening
     section from the
    Sections to Display
     field on the
    Maintain Change Job Templates
     task.
After you submit your changes on the
Maintain Change Job Templates
 task, Workday displays a
View Change Job Templates
 report that you can use to view templates, and download them to PDF.
For templates that select the
Enable Enhanced UI for this Template
 check box, users will see the:
  • Change Job
     fields display in the new format and some field label changes.
  • Enhanced user interface on Change Job workflow steps, including:
    • Initiation
      ,
      Save for Later
      ,
      Send Back
      .
    • Review steps (including
      Review Change Job
      ,
      Review: Receiving Manager
      ,
      Review: Current Manager
      ).
    • Approve steps.
  • Worker's current information displayed on the side panel on editable workflow steps. When they select an effective date, the side panel displays the worker's information as of that effective date.
  • Enhanced user interface displayed on mobile devices.
  • Make Changes
    button on editable review steps that leads to a change job workflow. When there is missing or invalid information, Workday displays an error message and
    Make Changes
     is the only option. When no changes or corrections are required on editable review steps, users can select
    Make Changes
    ,
    Approve
    , or
    Send Back
    .
Users can delegate the
Start Job Change
 initiating action. They can also access the initiating action on the
My Team Management
 dashboard.
You can create reports and condition rules based on Change Job templates.