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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Personal Information for Multiple Person Types

Steps: Set Up Personal Information for Multiple Person Types

A company or institution can have several different person types, such as candidates, students, and workers. In addition, individuals within an organization can be more than 1 of these person types at once:
  • Academic affiliate.
  • External committee member.
  • External student.
  • Student.
  • Student prospect.
  • Worker.
When your organization uses multiple person types, you must configure personal information business processes and security policies to ensure that personal data for all person types is secure.
  1. Set up all of these business processes that apply to your organization:
    • Edit Government IDs
    • Edit ID Information
    • Edit Licenses
    • Edit Other IDs
    • Legal Name Change
    • Passports and Visa Change
    • Preferred Name Change
    • Personal Information Change
  2. In a company or institution with multiple person types, you must define an organization type precedence to enable Workday to know which business process to launch first. Example: For a person who is both a student and a worker, the precedence definition for the
    Legal Name Change
     business process is the Supervisory organization.
  3. Configure condition rules to route business processes for a supervisory organization or academic unit using these fields as conditions:
    • Active worker.
    • Is Affiliate.
    • Is Student.
    • Is Student Prospect.
    Example: A university administrator can set up condition rules so that student approval steps route to a student administrator and worker approval steps route to an HR administrator.
    Condition rules take priority over organization precedence.
    If your business processes use unconstrained security groups, those groups automatically have access to the personal information of person types other than workers. If that is acceptable, the setup is complete. If you don't want the unconstrained security groups to have that type of access, continue with steps 4 - 6.
  4. Create segment-based security groups so that unconstrained security groups in your business process don't have access to certain information. Example: If a university administrator doesn't want workers to access personal information of academic affiliates, they can replace the unconstrained HR Administrator security group for both person types. A new segment-based security group called HR Administrator for Worker can control access to the personal information.
  5. Set up the business process security policy using the security groups you set up. If you assign a segment-based security group to actions on a business process, you must also assign the group to the subprocess actions so they initiate successfully.
  6. (Optional) Edit Domain Security Policies.
    Set up the domain security policy using the security groups you set up. If you assign segment-based security groups to these domains, you must do the same for any custom objects on the domain. If you don't, the business processes that use these custom objects won't execute successfully.