Setup Considerations: Configurable Fields for Personal Information
You can use this topic to help make decisions when planning your configuration and use of configurable fields for personal information. It explains:
- Why to set them up.
- How it fits into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
For full configuration details, see task instructions.
What They Are
You can define and configure the personal information data fields that you want to collect and manage for your users. You can collect both country-specific and non-country-specific data.
Business Benefits
- You can tailor personal data collection more precisely to meet your needs and provide a better user experience for your workers.
- You aren't limited to collecting personal information for Workday-delivered fields. You can configure personal information fields specific to your organization.
Use Cases
Configure:
- Country-specific fields to provide prompt options by country, similar to delivered fields like Marital Status and Race/Ethnicity.
- Non-country-specific fields that enable you to have global prompt options, similar to delivered fields like Pronoun, Gender, and Sexual Orientation.
- Frequently requested types of personal information. Example: A person's status in these areas:
- Caregiver
- Immigration
- Neurodiversity
- Socioeconomic
- Transgender
Questions to Consider
Question
| Consideration
|
|---|---|
How can you make configurable fields for personal information translatable? | You can translate:
|
How can you use configured fields for personal information in a payroll integration? | You can use field overrides in these integrations to retrieve your configurable field values:
|
Recommendations
When you configure domains for their corresponding sections, add a Note in Workday that describes what the domain secures, because custom labels don't display in domain names. Example: This domain secures Caregiver Status information.
Requirements
No impact.
Limitations
You can only use this feature to collect personal data for a worker. You can't configure personal information for candidates.
You can't configure personal information as free-form text, only as prompt options.
Tenant Setup
To enable multi-select for configurable fields, access the
Edit Tenant Setup - Global
task.Security
Domain
| Description
|
|---|---|
Set Up: Contact Info, IDs, and Personal Data in the Contact Information functional area. | Enable this domain to provide access to the Configure Personal Information Sections task. |
These domains in the Personal Data functional area:
| Enable the domain that corresponds to the section you've enabled. These domains provide access to security groups to view personal information data on the worker. Example: When you set up values for Country Specific Section 1 , you need to enable the Person Data: Country Specific Section 1 domain. |
| Enable the domain that corresponds to the field you've enabled. These domains provide access to self-service security groups to view their own personal information data. Example: When you set up values for Country Specific Section 1 - Field 1 , you need to enable the Self-Service: Country Specific Section 1 domain. |
Business Processes
You can use the
Change Personal Information
business process to update a worker's personal information.Reporting
Workday-delivered report fields enable you to report on personal information on these business objects:
- Personal Information Change Event
- Personal Information for Country (for country-specific sections)
- Worker
You can add new report fields to existing reports or build new custom reports to report on new configurable fields.
Integrations
You can use field overrides in these integrations to retrieve configurable field values:
- Payroll Effective Change Interface (PECI)
- Payroll Interface Common Output File (PICOF)
Connections and Touchpoints
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.