Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2024-12-13
Mass Auto-Fill from Schedule

Mass Auto-Fill from Schedule

  • Enable the workers' time entry templates for mass autofill from schedule.
  • Ensure that the workers have schedule blocks to autofill, typically through:
    • Work schedule calendars for which they're eligible or to which they're assigned.
    • Changes that workers make to their work schedules.
    • Ad hoc schedule changes that aren't reflected on work schedule calendars.
    • The
      Import Ad Hoc Schedules
       web service.
  • Security:
    Process: Mass Auto-Fill from Schedule
     domain in the Time Tracking functional area.
Use the Mass Autofill from Schedule process to populate time blocks for multiple workers at once based on their work schedules. Workday uses data from Workday Scheduling when Workday Scheduling is enabled on workers' time entry templates. Workday populates time blocks with scheduled start and end times, but doesn’t populate worktag values. Workers must manually enter worktag values on time blocks before they submit time. This feature saves time for workers who only report schedule exceptions.
This process doesn't autofill time blocks for dates that:
  • Fall into a period locked for Payroll.
  • Fall into a period unlocked for adjustments.
  • Are after a worker's termination date.
  • Have any time off entries.
  • Are holidays.
Period schedules always open, lock, unlock, and close in Pacific time.
  1. Access the
    Mass Auto-fill from Schedule
     task.
  2. As you complete the task, consider:
    Option Description
    Request Name
    The request name identifies this job in reports.
    Run Frequency
    If your run frequency isn't
    Run Now
    , configure scheduling details on the
    Schedule
     tab.
    Select a
    Start Date
     that is no more than 7 days in the future.
    Time Entry Templates
    Select the time entry templates that are assigned to the workers for whom you wish to autofill time.
    Only the time entry templates that you enabled for mass autofill from schedule are available for selection.
    Exclude Workers on Leave
    When selected:
    • Prevents Workday from filling time blocks for workers who have approved leave of absence events during the period you're autofilling time for.
    • Doesn't delete time blocks that workers have on their calendar when you run the autofill process.
    Once a worker returns from a leave of absence, mass autofill resumes populating time blocks that occur after the
    Actual Last Date
     of leave entered on the
    Return From Leave
     business process.
    OK to Proceed
    Select the check box to confirm the criteria and scheduling details.
When the process completes, workers receive the autofilled time blocks and can view and edit them before submitting them. Workday generates time blocks for all workers who are eligible for the time entry templates you selected.
Once you mass autofill time blocks from a work schedule, you're no longer able to edit the work schedule for those dates.
The process autofills time blocks in either the current week or the upcoming week, depending on the worker's start day of the week.
Example: For a worker whose work week starts on Sunday:
  • If the process runs on Sunday, it autofills time blocks in the current week.
  • If the process runs on any other day of the week, Monday - Saturday, it autofills time blocks for the upcoming week.
The Mass Autofill from Schedule process also clears existing time blocks in the week being filled that:
  • Track in and out times.
  • Share the same time entry code as the time blocks being autofilled.
Processes scheduled for the future display in the
Scheduled Future Processes
 report. You can view the status of in-progress and recently completed processes on the
Process Monitor
 report.
If you've set up a weekly recurrence, add the
Auto-fill time by schedule
 service step to the
Hire
 business process to automatically populate the time blocks of new hires if they begin after the Mass Autofill from Schedule process runs for a week. See: Concept: Auto-Fill Time by Schedule Service Step.