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Administrator Guide
Last Updated: 2025-03-14
Concept: View Business Process Details

Concept: View Business Process Details

There are several ways to view the details of business process instances that are currently under way. Workday uses the terms business process instance and business process event interchangeably.
  • View the
    Full Process Record
     for process details and information about the process-related instances.
  • View the
    business process transactions awaiting action
     reports.
When you have modify permissions on the
Business Process Administration
 domain, you can view all business process instances in Workday.

Full Process Record

The full business process record displays information about an instance of a business process. You can access it by selecting
Business Process
Full Process Record
 from the related actions menu for any business process instance.
Workday displays different data according to the business process and the default definitions. Many of the data points provide related action menus that enable you to get more information or perform related actions.
Tab
Description
Details
Provides information about this instance of the business process and varies for every business process. Depending on the process, some information might not display until certain steps finish.
Process
Lists each step in the process, when it’s due, when it was completed, and by whom. You can click
Remaining Process
 or select
Business Process
View Remaining Process
 from the related actions menu of the business process event to view all remaining business process steps for that event.
The
Process
 tab displays a
For
 column when a person takes action on a business process event that isn’t assigned to them.
Example: If a second recruiter moves a candidate forward to another recruiting stage on behalf of the original recruiter, Workday displays
Reassigned
 in the
Status
 column and the name of the original recruiter in the
For
 column of the tab. Similarly, if an administrator reassigns a candidate from one recruiter to another, Workday displays
Reassigned
 in the
Status
 column and the name of the original recruiter in the
For
 column of the tab.
The
Person (Up to 5)
 column displays up to 5 awaiting persons. Workday lists the names alphabetically along with their role.
The
All Persons
 column displays the total number of awaiting persons. You can click the number to view a list of all awaiting persons and their roles. When a step:
  • Completes, we display a 1 in the
    All Persons
     column.
  • Is unassigned, we display a zero in the
    All Persons
     column.
If a step in a business process is completed by a service center representative, the name of the service center is displayed in the
Person (Up to 5)
 column. If you’re secured to the
Manage: Service Center
 domain (Example: If you’re a security administrator or a service center administrator), the name of the service center representative is displayed in the
Service Center Representative
 column.
The
Process
 tab displays all comments, if any. Workday hides comments and details from only the person an event is for when you select these check boxes on the business process security policy:
  • Hide Comments from Person
  • Hide Details from Person
  • Hide Process History from Person
This occurs when the person is a worker or a non-worker (such as an integration user or implementer).
When there's no worker associated with the event target and you select the check boxes, Workday won't hide comments and business process details from non-workers who have access to the event.
When a worker initiates an event and a step is sent back to the worker, the worker can view the send back comment. The worker won't see comments on approvals or denials.
The
Hide Details from Person
 check box overrides the
Hide Comments from Person
 check box. Meaning, if you only select the
Hide Details from Person
 check box, Workday hides both comments and details of the event.
Comments
Displays any comments added to the process, who added them, and when.
All Events
Displays all the events that occurred in connection with this instance of this business process. An event is anything that happens within your company that Workday manages or records. Example: You hire someone, create an account, or change payroll data. When you enable notifications for a business process, Workday displays all notifications that Workday sent for this business process instance in the
All Notifications
 grid.
When you configure a custom notification with a notification delay, we display all pending notifications in a
Pending Notifications
 grid. In the grid, we display information such as:
  • Delayed Until
    . When the notification is scheduled to be sent.
  • The
    Recipient
    .
  • Trigger on Workflow Step
    . We display the delayed business process step in the
    Trigger on Workflow Step
     column when you select these notification triggers:
    On Entry
    ,
    On Exit
    ,
    On Ad Hoc Approve
    , and
    On Shared Participation Step
    .
  • Trigger on Status
    .
In the
All Notifications
 grid, the:
  • SMS Message
     column enables you to view details of custom business process notifications sent through the SMS messaging channel. Workday doesn't create a notification event if the recipient didn't opt in to SMS with their mobile phone number. When there's an email and SMS message on the same notification, Workday creates the notification event with the
    Email Body
     column populated but the
    SMS Message
     column is empty.
  • Channel Sent On
     column enables you to audit all of the notification delivery channels that sent out custom and system business process notifications that are triggered by the business process. We don't display My Tasks as a notification delivery channel in the column. Example: We don't enable you to view non-informational notifications that display under the My Tasks icon.
  • Workflow Notification Disposition Reason
     column enables you to view the disposition reason configured on the recruiting business process. You can only configure a custom notification to trigger on a disposition reason for recruiting business processes.
All Actions
Displays the actions that ran as part of this business process. If any of these actions triggered another business process, Workday displays any actions that ran as part of those business processes. The tab includes the results, dates, and related information.
The
By
 column displays either:
  • Who completed the step. Example: A
    To Do
     step was completed by a manager.
  • Who is supposed to act on the step. Example: An
    Approval
     step is awaiting action from/by HR Partner.
When you reassign a step, we display the latest date and time when the reassignment successfully completes in the
Event Record Moment
 column.
When you reassign an unassigned task and the business process administrator approves the reassignment, we update the
Event Record Moment
 to reflect when the awaiting person is assigned to take action on the task.
Workday doesn’t update the
Event Record Moment
 if the reassignment is:
  • Canceled
    .
  • Denied
    .
  • Pending
    .
Example: Your company uses a third-party system to track when a business process task is reassigned in Workday. You want to know:
  • When the reassignment occurred with the latest timestamp (date and time).
  • Who is now assigned to the task to take action.
In order for your third-party system to capture real-time reassignment changes that occurred in Workday, the third-party system pulls the latest timestamp of the reassignment change from the
Event Record Moment
 on the
Full Process Record
 in Workday.
For audit reporting, you can tag instances of business processes. When a business process definition goes in error status, an audit trail entry isn't created. However, if the business process definition is in error and an event is created, Workday creates an audit trail entry.
Documents
Displays all uploaded documents, whether or not the documents have been signed, and if the document was redirected. If a document is redirected, Workday displays this information in the
Reviewed Documents
 grid:
  • Declined
  • Date Declined
  • Declined by
Workday displays the
Documents
 tab when:
  • The business process definition contains a
    Review Documents
     step.
  • There's a distribution event.

Delegation and Exclude Business Process Steps

You can view the
Full Process Record
 for process details and information about the process-related instances when you delegate a task that's configured to exclude business process steps.
When you delegate a task from the related action:
  • The
    Process
     tab displays the delegate in the
    Person
     column.
  • The
    All Actions
     tab displays the delegate in the
    Awaiting
     and
    Event
     columns.
  • The
    All Actions
     tab doesn't display the
    Excluded from My Tasks
     column.
When you delegate a task using the
Manage Delegation Settings
 task, and the
Retain Access to Delegated Tasks within My Tasks
 check box is selected:
  • The
    Process
     tab doesn't display the delegator in the
    Person
     column.
  • The
    All Actions
     tab displays the delegate in the
    Awaiting
     column.
  • The
    All Actions
     tab displays both the delegate and delegator in the
    Event
     column.
  • The
    All Actions
     tab doesn't display the delegator in the
    Excluded from My Tasks
     column.
When you delegate a task using the
Manage Delegation Settings
 task, and the
Retain Access to Delegated Tasks within My Tasks
 check box isn't selected:
  • The
    Process
     tab displays the delegate in the
    Person
     column.
  • The
    All Actions
     tab displays the delegate in the
    Awaiting
     and
    Event
     columns.
  • The
    All Actions
     tab doesn't display the
    Excluded from My Tasks
     column.

Business Processes Awaiting Action

These reports display business process instances that are awaiting action:
  • Business Process Transactions Awaiting Action
     - Displays all instances that are awaiting action.
  • Business Process Transactions Awaiting Action for X Days
     - You can specify how long they have been waiting.
  • Business Process Transactions of Type Awaiting Action
     - You can specify which business processes to display.