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Administrator Guide
Last Updated: 2025-07-25
Set Up Change Job Templates

Set Up Change Job Templates

This topic is relevant to the enhanced change job experience. The new change job experience is available to all customers at this time.
  • 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.
    • Start Job Change
      : Enables users to initiate a change job for a worker. You can create multiple Change Job templates for this initiating action.
    • Change Job
      : Enables users to initiate a change job for a worker. You can create one Change Job template for this initiating action. This template is used when Change Job is initiated as a subprocess from other staffing transactions, such as Recruiting, and there’s no organization change.
    • Change Contingent Worker Details
      : Enables users to change contract details for a contingent worker, such as editing their contract end date.
    • Change Location
      : Enables users to initiate a location change for a worker. To change a work space location without initiating any other staffing transactions, use the standalone
      Change Work Space
       business process instead.
    • Request Transfer
      : Enables users to initiate a transfer for a worker, such as when a manager is initiating a transfer for a worker in a different supervisory organization. Workday uses this template when Change Job is initiated as a subprocess from other staffing transactions, such as Recruiting, and there’s an organization change.
      Example: The proposed manager can’t initiate a Change Job for a worker outside of their organization, so instead they initiate Request Transfer. The request routes to the worker's current manager first, then comes back to the proposed manager to complete it.
  2. Access the
    Maintain Change Job Templates
     task.
  3. 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.
    • The
      Start Job Change
       report on the Worker Profile. Global search.
    .
    In Use
    You can inactivate any template, but you can't remove a template that's
    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. Workday displays the first 5 change job templates as buttons on the
    Start Job Change
     report on the worker profile.
    Select Reason for Template
    You can configure one or more reasons for a template. When you configure multiple reasons, users can select one from the Why are you making this change? field.
    Based on your configuration, initiators might not see all the reasons.
    Example: You configured the Data Change reason on the
    Maintain Event Categories and Reasons
     task for Managers. You haven’t configured the Demotion reason for Managers. You add both the Data Change and Demotion reasons on the template. When a manager accesses the template, they can only use the Data Change reason.
    Template Help Text
    This text displays beneath the
    What do you want to do?
     prompt when a user selects a template.
    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 any fields that:
    • You’ve configured to display on the template.
    • Have changed in the background, even if they’re not configured to display on the template. Example: You select
      Work Location
       in the
      Select Sections for Template
       prompt, and display the
      Location
       field. You don’t select the
      Worker Time
       section (which contains the
      Scheduled Weekly Hours
       field). The initiator selects a Location with a different default Scheduled Weekly Hours. The
      Scheduled Weekly Hours
       field is updated in the background, and the reviewers and approvers see the updated field.
    If it’s not selected, they’ll see all Change Job fields.
    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:
    • Start Job Change
    • Change Contingent Worker Details
    • Change Job
    • Change Location
    • Mass Actions
    • Request Transfer
    • Workday Assistant / REST API
    Select Condition Rules
    Create or add existing condition rules to a Change Job template. The template displays if all condition rules are met when validated against the worker's current position.
    Select Security Groups
    Select the security groups that can initiate job changes through this template. The template displays for initiators with access to at least 1 security group.
    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.
    Workday recommends if you select the
    Position
     section, you also select one of these fields from the
    Fields to Display
     section:
    Create Position
    ,
    Position
    , or
    Select a Job Requisition for this change
     fields.
    Fields to Display
    Select the fields that you want to display. 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 access
    Reviewers and approvers only see changed subprocess information when you configure the subprocesses on the template.
    When you configure multiple subprocesses, Workday doesn't use the subprocess order that you configure on the
    Configure Consolidated Template
     task. Instead, we display each subprocess in this order when configured:
    • Assign Collective Agreement
    • 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.
  4. (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.
  5. (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
    If you hide the
    Close the Current Position?
     field using the
    Configure Optional Fields
     task, it will still display. To hide this field, you must remove the
    Opening
     section from the
    Sections to Display
     field on the
    Maintain Change Job Templates
     task.
  6. (Optional) Access the
    Maintain Custom Labels
     task to customize the
    Start Job Change
     task and report labels.
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.
Users will see the
Make Changes
 button on review steps that lead to a change job workflow. Users can select
Make Changes
,
Approve
, or
Send Back
 if there are no errors. If there are errors,
Make Changes
 is the only option.
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.