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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Worker Names

Steps: Set Up Worker Names

Workday enables you to track both legal and preferred names for people. You enter the legal name when you create a pre-hire, dependent, or beneficiary. When you convert a pre-hire to a worker, you can also enter a preferred name. By default, Workday uses the legal name for the preferred name unless you specify a different preferred name. In that case, Workday tracks the names separately.
Local script name components are available for countries that use a non-Western script. If you enter any name component in local or Western script, you must complete all required fields in that script.
  1. Access the
    Edit Tenant Setup - System
     task.
    Decide if you want a worker's legal name, preferred name, or both their legal and preferred name to display throughout Workday and on reports. Select the format:
    • Long:
       Full name format. Example: David Alan Smith.
    • Reporting:
       Last-name-first format. Example: Smith, David Alan.
    • Short:
      Short name format (recommended). Example: David Smith.
    You can only select the
    Legal and Preferred
     option on the
    General Name Display Type
     prompt. You can use the
    Name Formats for Country
     report to view the display formats for a specific country.
    Security:
    Set Up: Tenant Setup - System
     domain in the System functional area.
  2. Access the
    Maintain Name Components by Country
     task.
    Select the country where you want to configure names.
    On the
    Name Components
    tab, select the options you want for name components.
    If you’re setting up names for a country with local script name components, there are additional options to select.
    Security:
    Set Up: Contact Info, IDs, and Personal Data
     domain in the Contact Information functional area.
  3. Access the
    Maintain Name Types
     task.
    Define additional name types, which enables you to search for workers by other names or aliases. To view your additional name types, use the
    Name Types
     report.
    Security:
    Set Up: Contact Info, IDs, and Personal Data
     domain in the Contact Information functional area.
  4. Access the
    Maintain Predefined Name Component Values
     task.
    Define the name prefix or suffix values for a specific country. Example: Dr., Ms., Jr., Sr., III, or PhD.
    The country associated with a person's name determines which components display, their order, and whether they’re required. You must set up predefined name component values for the country for the field to be available. You must do this before you can set it to required.
    Security:
    Set Up: Contact Info, IDs, and Personal Data
     domain in the Contact Information functional area.
  • To edit a worker's legal or preferred name, select
    Personal Data
    Maintain Names
     from the worker's related actions menu.
    Employees can update their own names using the
    Change My Legal Name
     or
    Change My Preferred Name
     tasks.
  • To view a worker's
    Name Change History
    :
    • In a worker profile, click the
      Names
       tab in the
      Personal
       profile group.
    • Select
      Personal Data
      Maintain Names
       from the worker's related actions menu.
  • To see a list of name changes for workers in 1 or more organizations, access the
    Name Change Report
    .