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Administrator Guide
Last Updated: 2024-01-12
Steps: Set Up Onboarding Business Process

Steps: Set Up Onboarding Business Process

  • Configure the
    Onboarding Setup
     business process in the Onboarding functional area.
  • Security:
    Business Process Administration
     or
    Manage: Business Process Definitions
     domain in the System functional area.
You can initiate
Onboarding
 for new hires and contingent workers and existing workers using the
Launch Onboarding
 task. You can also initiate the
Launch Onboarding
 task as a subprocess of these business processes:
  • Add Additional Job
  • Change Job
  • Contract Contingent Worker
  • Hire
  • Start International Assignment
You can configure the
Onboarding
 dashboard with worklets. These worklets communicate important information to new workers and prompt them to complete tasks related to their Onboarding. The
Onboarding
 business process uses the worklet configuration from the
Onboarding Setup
 business process step when both steps are subprocesses of a staffing event. However, when you launch
Onboarding
 as a standalone business process, Workday uses the setup information from the last completed
Onboarding Setup
 event.
  1. Edit Business Processes.
    Configure the
    Onboarding
     business process. You can define the order that parallel steps display in
    My Tasks
    .
  2. Add
    Tasks
     steps.
    Add 1 or more
    Tasks
     steps to enable workers to update their personal and contact information. You can combine
    Contact Change
    ,
    Name Change
    ,
    Preferred Name Change
    , and
    Personal Information Change
     into 1 step or split the tasks into separate, parallel steps.
    You can identify a task in the worker's
    My Tasks
     by entering a label in the
    Checklist Label
     field (Example:
    Enter Personal Information
    ).
  3. (Optional) Configure condition rules to skip approvals when a worker submits personal and contact information updates without making changes.
  4. (Optional) Configure employment eligibility compliance with Form I-9.
    1. Add the
      Manage Form I-9 Assignment
       step before the
      Complete Form I-9 Assignment
       step.
    2. Add the
      Complete Form I-9
       step after the
      Onboarding
      Completion
       step.
    Workday doesn't initiate the
    Complete Form I-9
     step when
    Onboarding
     is a subprocess of the
    Start International Assignment
     business process.
  5. Add the
    Change Benefit Elections
     step after the
    Onboarding
    Completion
     step.
  6. Add
    To Do
     steps for other tasks you want new hires to complete.
  7. (Optional) Add the
    Edit Licenses
     subprocess as an action to enable all
    Edit IDs
     business processes to be available as a part of the
    Onboarding
     business process. Update the security policy for the
    Edit Licenses
    subprocess before adding it.
  8. (Optional) Add the
    Review Documents
     step.
    Enable workers to acknowledge, electronically sign, or upload documents. You can include multiple documents in a single step or add separate steps for more granular tracking. You can control access to documents by creating security segments that limit the document categories that are visible to a role.
  9. (Optional) Select
    Business Process
    Maintain Step Delay
     from the related actions menu of the business process step.
    When you enable pre-hire workers to complete Onboarding steps before their start date, add a step delay to the steps that workers complete after their start date.
    Security: These domains in the System functional area:
    • Business Process Administration
    • Manage: Business Process Definitions
  10. Set up Onboarding 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
    Onboarding
     business process.
  11. Add the
    Onboarding Setup
     and
    Onboarding
     actions to your existing
    Hire
    ,
    Contract Contingent Worker
    ,
    Add Additional Job
    ,
    Change Job
    , or
    Start International Assignment
     business processes.
    When adding the
    Onboarding Setup
     and
    Onboarding
     actions to your existing business processes, consider:
    • The
      Onboarding Setup
       step must be 1 step before the
      Onboarding
       step.
    • The
      Onboarding
       action must come after both the completion step and the
      Create Workday Account
       step.
    • Don't assign security groups to the
      Onboarding
       action. Workday secures each step in the
      Onboarding
       business process separately.
    • If
      Change Benefit Elections
       is part of the
      Onboarding
       business process, remove it from the
      Hire
       and
      Contract Contingent Worker
       business processes.
    • If
      Personal Information Change
       and
      Onboarding
       are both part of the
      Hire
       or
      Contract Contingent Worker
       business processes, don't run them as parallel steps.
  12. You can configure different
    Onboarding
     business process definitions for:
    Add Additional Job
    ,
    Contract Contingent Worker
    ,
    Change Job
    ,
    Hire
    , and standalone
    Onboarding
    .
If you include a
Tasks
 step in the
Onboarding
 business process, provide custom instructions for workers to update their name, personal, and contact information. Use the
View Business Process Template
 report to override the default help text for each section. You can view the
Task Security
 tab in this report to ensure that you’ve synchronized your business process and domain security policies.