Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Security for Electronic Form I-9

Steps: Set Up Security for Electronic Form I-9

Security:
Security Configuration
 domain in the System functional area.
Set up security for the electronic Form I-9 so that employees can complete the form and support partners can review and verify the data.
Workday enables you to create a legal Form I-9, but doesn't assume responsibility for compliance.
  1. Configure these Form I-9 business processes in the Onboarding and Personal Data functional areas and assign security groups to actions. As you complete this task, consider:
    Business Process
    Suggested Security Groups
    Complete Form I-9
    Grant permission on the
    Complete Form I-9
     initiating action to the
    Employee as Self
     security group.
    If you have pre-hire workers, add the
    Pre-Employee as Self
     security group on the initiating action so that they can complete the Form I-9 before their start date.
    Workday recommends that you grant
    View All
     permission to the security groups that have permission on the initiating action.
    Amend Form I-9
    Grant permission on the
    Form I-9 Section 1 - Amend
     action to the
    Employee as Self
     security group.
    Grant
    View All
     permission to the
    Employee as Self
     security group in addition to the security groups that have permission on the initiating actions.
    Manage Form I-9 Assignment
    Assign the relevant security groups to actions on the business process, such as
    HR Administrator
    ,
    HR Partner
    , or other relevant roles.
    Internal Audit Form I-9
    Assign the relevant security groups to actions on the business process, such as
    HR Administrator
    ,
    HR Auditor
    , or other relevant roles.
    Complete Form I-9 Section 3
    Assign the relevant security groups to actions on the business process, such as
    HR Administrator
    ,
    HR Auditor
    , or other relevant roles.
  2. Edit Domain Security Policies.
    Configure these domains in the Onboarding functional area. Grant domain security permissions for viewing Forms I-9, worker IDs, and Form I-9 attachments, as well as for E-Verify resubmission.
    Domain
    Suggested Security Groups
    Permission
    Process: I-9 Forms
    HR Administrator
    HR Partner
    View
    Process: Resubmit: Form I-9
    HR Administrator
    HR Partner
    View and Modify
    Self-Service: Form I-9 Attachments in View
    Employee as Self
    Pre-Employee as Self
    View
    Self-Service: I-9 Forms
    Employee as Self
    Pre-Employee as Self
    View
    Worker Data: Form I-9: Additional Information
    HR Administrator
    HR Partner
    View and Modify
    Worker Data: Form I-9 Attachments
    HR Administrator
    HR Partner
    View
    Worker Data: I-9 Forms
    HR Administrator
    HR Partner
    View and Modify
    The
    Worker Data: I-9 Forms
     domain secures the
    Form I-9 Process Status
     report. The
    Process: I-9 Forms
     domain secures additional Form I-9 reports and
    E-Verify
     integration details.
    Workday doesn't recommend configuring the
    Self-Service: Form I-9 Attachments in Events
     domain. You can potentially expose a worker's personal data if you attach the wrong document to another worker’s Form I-9. Even when you delete the wrong attachment, it's still included and displayed in event views.
  3. Activate Pending Security Policy Changes.