Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2026-06-26
Steps: Set Up Job Changes

Steps: Set Up Job Changes

This topic is relevant to the enhanced change job experience. The new change job experience is available to all customers at this time.
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. You can configure compensation templates that map to a Change Job reason. Workday uses that template on the Change Job template.
  4. (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
  5. 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. Your business process steps must follow a specific order to avoid errors. Ensure that:
    • Change Job
       is first in the process order.
    • Each consolidated subprocess is an action step on the
      Change Job
       business process definition, including the
      Change Organization Assignment
       step. You must 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.
    • 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.
    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.
  6. (Optional) Set up consolidated templates if you want to initiate the configured subprocesses as part of the Change Job workflow.
    • From the related actions of the Change Job business process type, select Business Process> Configure Consolidated Template. You can configure Assign Employee Collective Agreement, Change Job, Change Organization Assignments for Worker, and Propose Compensation Change. Ensure that:
      • Change Job is first in the process order.
      • If you configure Propose Compensation Change, ensure that it's last in the process order.
    • On the
      Change Job
       business process definition, ensure that:
      • Each consolidated subprocess is an action step on the
        Change Job
         business process definition. You must add these steps before the completion step.
      • There's a review step for
        Propose Compensation Change
         in the
        Change Job
         business process definition to prevent unreviewed compensation changes.
      • You use the
        Business Process
        Configure Consolidated Approval
         related action from the step to create a single approval step. The Consolidated Approval step comes after the last subprocess that's included in the consolidated approval.
    Security: These domains in the System functional area:
    • Business Process Administration
    • Manage: Business Process Definitions
    You can initiate the configured subprocess as part of the Change Job workflow. 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.
  7. You can create multiple consolidated templates with condition rules for the
    Change Job
     business process.
  8. You can enable attachments on the
    Change Job
     business process so that you can attach documents to Initiation and Action steps.
  11. (Optional) Enable autocomplete for subprocesses for the
    Change Job
     business process definition.
    Workday recommends that you don’t enable autocomplete on the default definition for the
    Change Job
     business process. Example: The
    Change Job
     is coming through a Recruiting event.
  12. (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.
  13. (Optional) Set optional fields as hidden, required, or not enterable on the Change Job template.
    These functional areas are available for the
    Change Job
     business process:
    • Change Job
    • Change Organization Assignments for Worker
    Workday applies your configuration in these fields in this order:
    Hidden For
    ,
    Required For
    , and
    Not Enterable For
    . However, the
    Business Title
     field is always required, so your configuration in the
    Required For
     field won't apply. We recommend that you don't configure anything in the
    Required For
     field for
    Business Title
    .
    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
    What Do You Want To Do With This Person's Current Position?
     field from the
    Position Fields to Display
     field on the
    Maintain Change Job Templates
     task.
    If you hide the
    Do you want to use the next pay period?
     using the
    Configure Optional Fields
     task, Workday still defaults the next pay period into the Effective Date field if the worker has an applicable pay period.
  14. 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.
  15. These fields use the proposed location instead of the current location for any staffing transaction:
    • Additional Job Classifications
    • Work Shift
    • Work Space
  16. (Optional) Configure help text for change job.
    You can create:
    • Field-level support text in the UI using QuickTips. SeeSteps: Configure QuickTips using Guidance Workspace.
    • Help text for specific steps. As a related action on a Change Job business process step, select
      Business Process
      Maintain Step Help-Text
      . When a user accesses a Change Job, they’ll see this text at the top of the page for the applicable step. Select a condition rule to display different help text to different audiences.
  17. (Optional) Set up countries tracking working time.
  18. Configure embedded worklets to display when users complete a
    Change Job
     business process, including on subprocess steps.
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. You can use the
Correct Change Job
 web service to make make high volume corrections to Change Job business process events. You can use
correctChangeJob
 mutation (secured to the
Staffing Actions: Correct Change Job (GraphQL)
 domain) in version v4 of Workday Graph API, enabling Extend apps to correct change job data. If you correct either the supervisory organization or the position, your changes might impact the worker's organization assignments. After submitting the correction, review the worker's organization assignments. If needed, process a new
Change Organization Assignment
 event or a correction to modify them.
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.
Set up out of order insertions for the
Change Job
 business process.