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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Active Consent Preferences for Personal Information

Steps: Set Up Active Consent Preferences for Personal Information

Review setup considerations for active consent preferences for personal information.
Review settings you have enabled in the
Maintain Localization Settings
task.
You can collect consent preferences from workers for how their personal data can be processed. The consent preferences that you configure appear on the
Active Consent Preferences
page. This provides a safe and transparent experience for workers.
  1. Enable the Active Consent functional area, and configure these domains:
    • Active Consent
    • Self-Service: Active Consent
    • Set Up: Active Consent
    See: Steps: Enable Functional Areas and Security Policies.
  2. Access the
    Maintain Active Consent Processing Purposes
     task.
    Security: Set Up: Active Consent
     domain.
    Define and configure processing purposes. Example: Workforce composition analytics, third-party integrations, and annual reporting. You can also configure processing types, either Consent or Acknowledgment, and you have the option to make them required.
  3. Access the
    Maintain Active Consent by Country
    task.
    Security: Set Up: Active Consent
     domain.
    As you complete the task, consider:
    Option
    Description
    Add
    Click to create a new configuration.
    When you create a new configuration, workers must give their consent again as of the effective date. Workers don't have to give their consent again when you modify an existing configuration.
    Copy current configuration
    Select when you want to create a new configuration with the same options, but a new effective date.
    Effective Date
    Select the effective date for the configuration.
    Do you want to stop collecting consent for this country?
    Select when you create a new configuration and want to stop collecting consent for a country on an effective date.
    Custom Consent Statement
    Enter a statement to inform your workers about how your organization will process their personal information. Example: You want to provide information about the purpose of active consent. For your statement enter: We will collect, store, and use these categories of personal information about you.
    Personal Information Data To Be Processed
    From the
    Personal Information Attributes
     menu, select the fields that the consent statement applies to.
    For consistency, ensure that you select the same attributes that you enabled on the
    Maintain Localization Settings
     task.
    Active Consent Processing Purposes
    From the
    Processing Purposes
     menu, select the processing purposes that you configured. You can select multiple processing purposes. A single consent applies to all personal information fields you've selected for active consent.
    (Optional) Select the Required check box to require a Consent or an Acknowledgement for any processing purpose.
    In the
    Override Processing Purpose Label
     field, enter custom text that requests consent for the processing purpose.
    In the
    Custom Consent Preferences
     section, define the preferences for consent processing types and map them to the consent values. Example: For Consent, enter text that says: Yes, I’ll like that. For Do Not Consent, enter: No thank you.
    You can also add an Acknowledgment check box in this section.
    The
    Custom Consent Preferences
    option is required to enable report fields and purgeable data types.
  4. Create Custom Reports.
    Create custom reports using report fields to view consent preferences or filter personal data.
  5. (Optional) Access these tasks:
    • Maintain Custom Labels
    • Maintain Non-English Custom Labels
    Change the
    Active Consent
     term to a term that is appropriate for your organization.
  6. (Optional) Access the
    Maintain Active Consent by Country
    task.
    To enable translation of the
    Custom Consent Statement
    in context:
    1. Click the magnifying glass icon next to
      Active Consent Configuration.
    2. Click the globe icon that appears with the
      Custom Consent Statement
      to open the
      In-Context Translation
        widget.
    Select a language in the translation grid to add translations.
  7. (Optional) Access the
    Translate Business Object
    task.
    Select business objects to translate and the target language. Workday displays the consent preferences values, label overrides, and processing purpose options in the target language.
Once you configure consent preferences, a person can give consent using these tasks:
  • Change Active Consent Preferences.
  • Change Personal Information
     as a subprocess of the
    Onboarding
     business process.
  • Change Personal Information
     from their profile.
Consent preferences that you configure as required, display with a red asterisk in these tasks.
You can use the
PUT Active Consent Preference by Country for Role
 web service to create or update active consents.
When needed, active consent preferences can be purged using the
Person's Active Consent Preferences
Purgeable Data Type (PDT).
Use these PDTs to purge personal data when consent isn't given:
  • Person's Gender Identity without Active Consent
  • Person's Pronoun without Active Consent
  • Person's Sexual Orientation without Active Consent