Concept: Rule-Based Business Process Definitions

Workday enables business process administrators to create business process definitions that:

Are based on condition rules.
Aren't constrained solely by organizations.

Workday selects the appropriate business process definition based on the configuration set by the business process administrator. Use rule-based business process definitions to configure business process definitions to:

Follow a different path depending upon the role of the initiator.
Support different process flows for different functional situations.

Examples:

If the user is an HR administrator, configure the business process to skip the
Approval
step and go directly to the completion step of the business process.
If a worker is located in Europe, configure the business process event to be approved by personnel in the locale that supports the target worker.

Rule-based business process definitions enable business process administrators to:

Easily update a specific business process definition without affecting any of the other definitions for that business process.
Optimize business process definitions to meet specific business requirements.

When you initiate a business process but you save it for later instead of submitting it, the business process definition that Workday uses is set at the time you click the

Save for Later

button. Also, Workday uses the information that's available upon saving the event. When there are fields tied to conditions that are on a rule-based business process definition and the fields don't contain data that satisfy any of the conditions when you save the event for later, Workday bypasses the rule-based business process definitions and uses the default business process definition.

As a related action from a business process definition, select

Business Process

Copy or Link Business Process Definition

. Select the

Rule Based Workflow Definition Name

option, and enter a name for the rule-based business process definition. This name must be unique.

Workday displays this name in parentheses in the business process definition name. When you view the business process definition, Workday indicates that it's a rule-based definition.

To inactivate a rule-based business process definition, select

Business Process

Inactivate Business Process Definition

as a related action from the rule-based business process definition. You can't inactivate a rule-based business process definition that is associated with a rule-based business process configuration. Inactivated rule-based business process definitions no longer appear in search results. To find an inactivated definition, access the

View User or Task or Object Trail

report and select

Inactivate Business Process Definition

in the

Task

prompt.

You can rename a rule-based business process definition when you're editing the definition. However, the name of a rule-based business process definition must be unique for the business process type.