Concept: Mass Edit Shifts

You can configure the

Mass Change Shifts Event

business process (secured to the Workday Scheduling functional area) so that managers can mass edit, copy, or delete shifts in a series directly from a single shift in the schedule.

When a manager edits a shift that shares the same shift details as future shifts, you can view and edit those future shifts (up to 6 months from the current shift) at once. In order to edit the future shifts, the shifts must have these details in common:

Day of the week.
Start time.
End time.
Subgroup organization.
Schedule tags.

You can choose whether to apply edits to all future shifts, or you can select individual shifts where you'd like to apply changes.

If there's a schedule that is in In Review status, shifts on that schedule can't be mass edited or mass copied. Those shifts on the In Review schedule will also not be returned as shifts that a mass edit from a different week can be applied to.

If there is a shift in Pending status, it can't be mass edited or mass copied, and also won't be returned as a shift that a mass edit from a different week can be applied to.

The mass edit and mass copy functionality currently doesn't respect predictive scheduling rules that you configure.

If you configure business process approvals on the

Change Published Schedule

business process, each mass edit triggers a single approval event, even when you edit multiple shifts. The

Change Published Schedule

business process only applies to changes you make to the original shift (the shift in the current week). To trigger business process approvals for edits to shifts in future weeks, configure an approval step on the

Mass Change Shifts Event

business process. If you configure both, there will be 2 separate approval events in the Inbox–-one to approve the current shift (

Change Published Schedule

business process) and another to approve the future shifts (

Mass Change Shifts Event

business process).

You can configure these allowed actions so that workers are required to either approve or deny shift changes:

Acknowledge Mass Change Shifts
on the
Mass Change Shifts Event
business process.
Acknowledge Change Published Schedule
on the
Change After Publish
business process.

When you configure these steps, workers can accept the shift change when they can work the shift, or deny the shift change if they can't work the shift. If you configure both allowed actions, workers will receive 2 separate notifications.

If the original shift is in Draft status, Workday automatically updates it without processing it through a business process.

If the original shift is in Published status, it will go through the

Change Published Schedule

business process. If a step condition exists on the

Change Published Schedule

business process and the current shift you’re editing violates the step condition, Workday will not allow you to update the current shift or future shifts that are part of the mass edit.

Workday puts the current shift that you attempted to edit or copy into a Changes Needed status to indicate that you need to fix the shifts so that the shifts meet the step condition requirements before edits can be applied.

If you were attempting a mass delete, Workday puts the current shift into a Pending Delete status. Future shifts that you attempted to delete will not have a status change, though. Managers won’t be able to edit a shift in the Pending Delete status.

Workday then processes future shifts (those you edited or copied) through the

Mass Change Shifts Event

business process.