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Administrator Guide
Last Updated: 2026-04-03
Steps: Set Up Job Changes

Steps: Set Up Job Changes

This topic is relevant to the legacy change job experience. We plan to retire this topic in a future release.
Review setup considerations for the
Change Job
 business process.
Set up the
Change Job
 business process to make staffing changes for employees and contingent workers, including:
  • Contract changes.
  • Demotions.
  • Lateral job changes.
  • Location changes.
  • Promotions.
  • Transfers.
  3. (Optional) Access the
    Edit Tenant Setup - HCM
     task to configure these
    Staffing
     options:
    • Change Job Default Headcount Option
    • Change Job Use Default Organizations for Job Management
    • Change Job Default for Move Team with Manager
    • Enable Job Overlap for Vacating Positions
    • Automatically Select Is This Position Available for Overlap on Vacating Events
    • Enable Job Overlap on Position Restrictions
    • Allow Override of Restrictions on Staffing Events
  4. Configure the
    Change Job
     business process in the Staffing functional area.
    For a list of allowed actions and approval options in
    Change Job
    , access the
    Business Process Configuration Options
     report.
    To ensure correct routing for the
    Request Transfer
     initiating action, include review steps for both the current and receiving manager.
    Assign a review step to an HR Partner or other role that has security access to all sections in the
    Change Job
     business process. This step ensures that someone reviews all job changes, including details which managers might not be able to view.
  5. (Optional) Access the
    View Business Process Template
     report.
    From the related actions of the Change Job business process type, select
    Business Process
    Configure Consolidated Template
     to start tasks from configured subprocesses at the same time. Ensure that:
    • Change Job
       is first in the process order.
    • Each consolidated subprocess is an action step on the
      Change Job
       business process definition. Workday recommends you add these steps before the completion step.
    • Propose Compensation Change
       is last in the process order.
    • There's a review step for
      Propose Compensation Change
       in the
      Change Job
       business process definition to prevent unreviewed compensation changes.
    The approval step for the
    Change Job
     event includes all consolidated subprocesses. You receive all events on the template as 1 task in
    My Tasks
    . Consolidated templates might enable workers to see events that:
    • Aren’t relevant to them.
    • Are only relevant for workers based in other locations.
    You can set up an additional
    Consolidated Approval
     step, for subprocesses not part of the consolidated template.
    Some action steps have Workday delivered condition rules. Example: You create an action step for
    Change Superior Organization
    . Workday applies the following condition rule:
    Is Move Manager's Team selected or if it is a web service request, and if there are subordinate organizations to be moved.
    Security: These domains in the System functional area:
    • Business Process Administration
    • Manage: Business Process Definitions
  10. (Optional) Enable autocomplete on the
    Change Job
     business process definition.
  11. (Optional) Set up Workday Assistant for Staffing.
    You can initiate job changes through the Workday Assistant chatbot in:
    • Your Workday tenant.
    • Workday for Microsoft Teams.
    • Workday for Slack.
  12. These functional areas are available for the
    Change Job
     business process:
    • 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 the field, you must remove the
    Opening
     section from the
    Sections to Display
     field on the
    Maintain Change Job Templates
     task.
  13. Set up email notifications to personal or work email addresses.
    You can override the email template. If you use Notification Designer, you can create a template and enable it for the
    Custom Business Process
     notification category. You can use the notification template to send notifications when using the
    Change Job
     business process.
  14. These fields use the proposed location instead of the current location for any staffing transaction:
    • Additional Job Classifications
    • Work Shift
    • Work Space
  16. (Optional) Set up countries tracking working time.
  17. Configure embedded worklets to display when users complete a
    Change Job
     business process, including on subprocess steps.
  18. When a user triggers a custom validation or alert on a Change Job template with the
    Enable Enhanced UI for this Template
     check box selected, Workday jumps to the first page of the template so that the user can address the issue.
  19. (Optional) Edit the
    Supervisory Organization
     field on these tasks so that you can select the correct supervisory organization when transferring workers to a new manager:
    • Review Change Job
    • Review: Receiving Manager
    Workday limits the permissions of this field when the review step is routed to the current manager. Supervisory organization options are restricted to those that the manager has access to, but are not limited to subordinates. This restriction doesn't apply to the
    Review: Current Manager
     task, as doing so would disrupt the request transfer flow and make the supervisory organization non-editable.
View job changes on worker profiles and in Workday standard reports.
  • Job changes display the reason type in a worker's history.
  • Staffing reports filter
    Change Job
     events by the reason type.
You can cancel, rescind, or correct
Change Job
 events. To make out-of-order corrections, use the
Edit Position
 business process.
The access that the initiator has to a Supervisory Organization determines the visibility of many
Change Job
 fields. As a result, Workday might dynamically hide fields and sections from the initiator.
Managers can initiate job changes across Workday. They can track the progress of job changes using the
My Team Management
 dashboard.