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Administrator Guide
Last Updated: 2025-07-25
Steps: Set Up Swap Positions

Steps: Set Up Swap Positions

This topic is relevant to the legacy change job experience. We plan to retire this topic in a future release.
You can set up a single business process to swap workers between positions, ensuring that job and organization assignment changes occur simultaneously and without error. This business process enables you to swap multiple workers at once for mass reorganizations or worker rotation.
  1. Create reasons on the
    Maintain Event Categories and Reasons
     task.
    1. Select
      Change Job
       in the
      Event
       field.
    2. Create reasons with
      Swap Positions
       selected in the
      Change Job Type
       column.
    To use the
    Swap Positions
     task, you must configure at least 1 reason with the
    Swap Positions
    Change Job Type
    .
  2. Configure these business processes and security policies in the Staffing functional area:
    • Change Job
    • Change Organization Assignments for Worker
    • Swap Positions
    When the
    Change Organization Assignments
     task is on the
    Change Job
     consolidated template, it must be the
    Complete
     step on the
    Change Job
     business process definition.
    When these events are on the
    Change Job
     consolidated template, they must be after the
    Complete
     step on the
    Change Job
     business process definition:
    • Employee Collective Agreement
    • Propose Compensation
    When you include the
    Review: Receiving Manager
     step on the
    Change Job
     business process definition, it must:
    • Be before the
      Complete
       step.
    • Have this Workday-owned
      If
       condition:
      Initiating User isn’t the same as the Processing User or Initiated by Request Transfer Task or Swap Positions?
    The
    Change Organization Assignments for Worker
     business process definition must have the
    Initiation
     step as the
    Complete
     step.
    Don't place exit validations on the
    Change Job
     or
    Change Organization Assignments
     business processes, as they can prevent the position swaps from completing simultaneously.
  3. Configure the
    Swap Positions
     business process definition to include only an initiation step and review steps. Include the optional
    Review Swap Positions
     step to route to an approver before the swap completes. If you specify a role-based security group on the
    Review Swap Positions
     step, select the
    All
     check box, ensuring that all swaps within a list are approved simultaneously.
    You can enable managers to request position swaps for their workers with the
    Request Swap
     initiating action. Configure the
    Swap Positions
     business process definition to include the
    Review Swap Positions: Current Manager
     step and select the
    Current
     option in the
    Routing Modifier
     column. This setting ensures that the managers of both employees can approve the swap before it occurs.
    To ensure that swap requests, ignore the
    Review Swap Positions
     step, create an entry condition rule using the
    Initiated from Request Swap
     report field.
    We recommend that you create only 1
    Swap Positions
     business process definition per tenant. This practice ensures that position swaps can complete across all organizations.
  4. (Optional) Embed a worklet on the initiating action of the
    Swap Positions
     business process to include position data from custom reports in position swap events.
    Configure the worklet prompt to include the
    Position
     field on the
    Swap Positions Task
     business object. This configuration enables the worklet to display the positions included during initiation of the swap, as well as information related to those positions. The worklet displays on the second page of the
    Swap Positions
     task.
  5. Edit Domain Security Policies.
    The
    Staffing Actions: Swap Positions - View Events
     domain controls access to the
    View Swap Positions Events
     report.
    The
    Swap Positions - List
     domain controls access to these tasks and reports:
    • Create Swap Positions List
       task.
    • Edit Swap Positions List
       task.
    • Find Workers for Swap Positions
       report.
    • View Swap Positions List
       report.
Access the
Create Swap Positions List
 task to select workers and add them to lists for future position swaps. Use these lists to prepare for mass position swaps ahead of time. Anyone with access to a list can swap the workers in that list, including workers that they don't otherwise have permission to view.
Access the
Swap Positions
 task to perform position swaps. Each time you initiate a position swap, you can either select a previously created list or select workers individually within the task.