Concept: Review Documents Step

Use the

Create Document

task to add documents to Workday. The task enables you to:

Upload a document directly as an attachment.
Create a template for a dynamically generated document.
Link to a document on an external site.
Verify that the content and URL on the external site are current.

Workday recommends that you avoid using attachments to process Personally Identifiable Information (PII). You can't purge attachments.

Each

Review Documents

step enables you to distribute multiple static documents and 1 generated document.

When you configure a

Review Documents

step on a business process definition and enable the

Attachment Required

option, a document is required for the step. After a document is added during the

Review Documents

step and the event is completed, canceled or rescinded, the business process administrator can select

Business Process

Manage Attachments

from the related actions menu of the event to manage attachments. The business process administrator can remove the document. However, when a document is required the business process administrator must add another document to replace it.

Workday enables you to:

Obtain acknowledgments or electronic signatures from workers for documents.
Enable or require a worker to upload a document to Workday.
Add conditions to determine when a document is available for review.
Report on the status of documents in a business process.
View all uploaded documents on the
Documents
tab of the Full Process Record of the business process.

Documents workers upload are only available in the Worker Document File when the worker has electronically signed them and the distributing business process is worker-related. Example:

Hire

,

Onboarding

, and

Request Leave of Absence

.

Workday captures this information when you electronically sign a document without using an eSignature Integration Type:

The worker who submitted the
Review Documents
step.
The date and time when you submitted the My Tasks task.

Workday logs this information in the Full Process Record of the business process step and also in the Worker Document File for worker-related business processes. Workday doesn't store the IP addresses of users submitting My Tasks tasks.

For verification reasons, email addresses ending in .edu and other school-issued domains can cause problems when attempting to sign documents through Adobe on the

Review Documents

step. If a signer is unable to access or sign a document, Workday recommends they provide a different account email address, or sign the document outside Workday and process the document manually.

You can include report output as part of a

Review Documents

step by selecting a custom or standard report from the

Document

prompt.

You can only select 1 report output type document per

Review Documents

step. When you select a report output type document, you can select the Report Criteria, Output Type, and Report Output Sharing options. You can also select Report Tags and specify a system user with access to the report to generate the report output.

Specify a system user on the

Run As User

tab to provide the correct access for report generation when you configure the

Review Documents

step with a report and either:

Route the step to the Candidate as Self security group.
Use an eSignature integration type.

You can share the report output with other users in constrained security groups. When the business process reaches the

Review Documents

step, the report runs using the permission of the recipient on the

Review Documents

step. Workday stores the resulting document in the Worker Document File for the recipient.

Authorized users belonging to a security group you configure on the

Review Documents

step can access the report output in the recipient's Worker Document File when the recipient:

Acknowledges or signs the report output.
Is the subject of the business process event.

If you sign in to Workday as a proxy, you can't access the report output in the Worker Document File of the recipient. Only authorized users can access the

Documents

tab of the Full Process Record of the parent business process event.

Workday enables you to redirect a

Review Documents

step only from certain business processes. For these business processes, you can enable users to decline a

Review Documents

step. When users decline, Workday redirects the documents to a configured security group for review. The reviewer selects whether to move the documents forward to the next step or send them back to a previous step for revision. Example: Changes to an offer letter or employment agreement.

Use the

Business Process Configuration Options

report to verify that a business process enables redirect for

Review Documents

steps.

You can configure documents for Adobe Sign in the

Review Documents

step by selecting

E-sign by Adobe Sign

as the

eSignature Integration Type

. The data retention period for Adobe is independent of Workday. Workday recommends that you set the retention period to at least 6 weeks. Otherwise, when the retention period expires, the documents will be purged from Adobe storage cloud and will no longer be retrievable by Workday.

You can't add condition rules to a document that you configure for Adobe Sign.

You can't delegate, but you can reassign

Review Documents

steps configured to use Adobe Sign. You can view these steps in the

Business Process Tasks not Delegated

report.

When you reassign a

Review Documents

step that's configured to use Adobe Sign:

Workday removes the My Tasks task from the My Tasks of the initial assignee, and disables their signing URL.
Adobe generates a signing URL for the new assignee.
Workday adds the My Tasks item with the newly generated signing URL to the new assignee's My Tasks.
Workday updates the Full Process Record and the Worker Document File to reflect the new assignee as the signer of the document if they sign the document.
Workday replaces the initial assignee with the new assignee on the
Check eSignature Status
task.

You can't reassign a task when all the roles in a signature group are unassigned. Assign the role, and then access the

Relaunch Review Documents

task to restart the process. Reassignment isn't retained after you run

Relaunch Review Documents

. Workday returns the task to the initial assignee's My Tasks.

Any user to whom you reassign the task must have an email address in Workday. More than 1 signer on the step can't use this email address. You can't reassign a task:

More than once.
To a user who is already part of a signature group for that step.
From a user who is part of a prior signature group for that step.
In which a user has signed but not yet submitted a document.

When you manually advance a

Review Documents

step configured for Adobe Sign, Workday disables the signing URL and cancels the document with Adobe.

If you select the

Remove Documents Awaiting eSignature When Document is Canceled

option on the

Edit Tenant Setup - Business Processes

task, Workday removes the document from the Adobe server.

When you manually advance a business process to completion past a

Review Documents

step configured for Adobe Sign, Workday doesn’t send the document to the Adobe server, and Adobe doesn’t generate a signing URL.

When you electronically sign a document using Adobe Sign, Adobe stores your IP address in its signature log.

If there are multiple documents on a single Review Documents step, you can't electronically sign each document using Adobe Sign.

When your administrator uploads multiple files to send in one distribution, merging of files can occur depending on your Adobe Sign configuration. This means that, when you configure multiple documents on a single

Review Documents

step, Workday appends the eSignatures only to the last document of the series as it is displayed at the time of signing. If you want a signature on each page, Workday recommends that you add Adobe signature tags to every document on the step to ensure that every document that requires a signature has one (See Adobe Sign's documentation regarding text tags for more information). Adobe Sign offers various configuration options regarding signing multiple documents in one transaction. Please refer directly to Adobe's documentation for more information about this functionality.

When you merge a candidate with a worker and the candidate has a pending

Review Documents

task, Workday removes the pending

Review Documents

task if you’re using

E-sign by Adobe Sign

as the

eSignature Integration Type

. Workday recommends that after a merge, you use the 

Review Documents

task to add the step again.

You can configure DocuSign on the

Review Documents

step by selecting

E-sign by DocuSign

as the

eSignature Integration Type

.

You can't add condition rules to a document that you configure for E-sign by DocuSign.

You can delegate a business process that has

Review Document

steps with E-Sign by DocuSign configured. The delegated user receives a My Tasks notification and can switch accounts, but they cannot sign the documents.

Example: In their My Tasks, a manager can switch accounts to a worker who has a

Review Documents

step that has E-Sign by DocuSign configured and is awaiting action. The manager can view the My Tasks item, but they cannot sign the document.

When you manually advance a business process to completion past a

Review Documents

step configured for DocuSign, Workday doesn’t send the document to the DocuSign server, and DocuSign doesn’t generate a signing URL.