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Administrator Guide
Last Updated: 2026-04-03
Steps: Manage Reference Letters

Steps: Manage Reference Letters

You can set up the
Request Reference Letter
 business process to create, review, and generate dynamic documents for reference letter requests from your workers. Examples: Work reference, salary certificate.
Either you or your workers can initiate the
Request Reference Letter
 business process, so you can create reference documents for your workers. These documents can provide your workers with information needed for local procedures such as:
  • Applying for a visa.
  • Renting a property.
  • Requesting a mortgage.
  • Setting up bank accounts.
You can complete reference letter requests for active, future, and terminated workers.
  1. Edit Domain Security Policies.
    Set up these domains in the Staffing functional area:
    • Set Up: Reference Letters
    • Worker Data: Reference Letters
  2. Access the
    Maintain Reference Letter Categories
     task.
    Create reference letter categories to organize reference letter templates.
  3. Access the
    Maintain Reference Letter Templates
     task.
    Create reference letter templates for the
    Reference Letter Category
     and select whether you want to secure them to a country.
    The countries you select control access through the location of the worker's primary position when:
    • You create a reference letter for a worker.
    • A worker requests a reference letter.
  4. Configure segment-based security groups to secure reference letter templates by security groups.
  5. Set up security for the
    Request Reference Letter
     business process policy.
  6. Set up the
    Request Reference Letter
     business process.
    You can either configure:
    • A single business process definition with condition rules for the different reference letter categories and templates.
    • Multiple business process definitions with a separate definition for each reference letter category or template.
  7. Set up the
    Request Reference Letter
     business process to generate dynamic documents using document templates associated with reference letter templates. See Steps: Generate Dynamic Documents.
    You can also create document templates for reference letters using Workday Docs. See Steps: Set Up Workday Docs.
    For information on how generated and uploaded reference letter documents display in the Worker Document File, see Concept: Review Documents Step.
  8. Set up security segments for the
    Reference Letter
     document category.
  9. Workday recommends that you hide the
    Document Language
     field on the
    Request Reference Letter
     business process. The
    Generate Document
     step sets the document language based on the locale and language settings of the requester. Hiding the
    Document Language
     field simplifies the user experience.
    We recommend that you hide the
    Document Language
     field for all security groups to provide consistency between the
    Create Reference Letter for Worker
     task and
    Request Reference Letter
     tasks.
  10. Activate Pending Security Policy Changes.
You can now create a reference letter when:
  • You select
    Worker Request
    >
    Create Reference Letter
     from a worker's related actions menu.
  • A worker requests a reference letter by selecting
    Worker Request
    >
    Request Reference Letter
     from their related actions menu.
Configure the
Create Reference Letter for Worker
 and
Request Reference Letter
 tasks as:
  • Bulletin worklets on the My Dashboard and Home dashboards.
  • Announcements on the My Dashboard and Home dashboards.
  • Actions on the
    Requests
     worklet.
Configure the
Create Reference Letter for Worker
 as a bulletin worklet and announcement on the My Team Management dashboard.