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Administrator Guide
Last Updated: 2024-06-14
Create Business Process Condition Rules

Create Business Process Condition Rules

Security: These domains in the System functional area:
  • Business Process Administration
  • Manage: Business Process Definitions
Workday enables you to control they way business processes run by providing the ability to configure condition rules. Condition rules consist of 1 or more conditions that Workday examines when you initiate a business process in the order you specify until it finds a match. You can set up condition rules to check for values that you specify and values with relational operators. Example:
  • When you use
    And
     in a condition rule, Workday stops checking the remaining conditions as soon as 1 condition is false, or not passed.
  • When you use
    Or
     in a condition rule, Workday stops checking the remaining conditions as soon as 1 condition returns true, or passed.
You can optimize performance by putting the conditions you think will most likely trigger a response at the top of the list.
There are several types of condition rules, including alerts and delegations. To set up condition rules for:
  • Alerts, use the
    Create Alert Rule
     task. Example: For business process or task alert notifications.
  • Delegations, use the
    Create Delegation Rule
     task. Example: To delegate responsibility for starting business processes or completing My Tasks items.
  1. From the related actions menu of a business process, select
    Business Process
    View Definition
    .
  2. From the related actions menu of a step on the
    Business Process Steps
     tab, select
    Business Process
    Create Condition Rule
    .
  3. As you complete the
    Rule Conditions
     grid, consider:
    Option Description
    ( )
    Use parentheses to indicate precedence when your statement includes a combination of
    And
     and
    Or
     conditions.
    Example:
    (A and B) or C
    .
    Source External Field or Condition Rule
    Displays rules for which all fields used in the condition is relevant to the business process.
    When you apply a condition rule to the
    Initiation
     step of a business process, Workday recommends that you select a value other than
    Initiator
     from this prompt. When you select
    Initiator
     before Workday initiates the business process, the field returns no results.
    When you use a report field in a condition rule, Workday doesn't check the domain security of the report field. However, Workday evaluates the security of the report field if the security logic is part of the report field itself. This ensures that the processing user (the person that processed the previous step) passes the security before returning the report field results.
    If the processing user doesn't have access to fields or values in the next step, the step is skipped.
    Comparison Value
    To compare to the source, enter a value or select a
    Comparison Value
     check box. Example:
    • equal to
      : Field value is equal to the comparison value. For True, select the check box.
    • not equal to
      : Field value isn't equal to the comparison value. For True, clear the check box.
Access the:
  • Rule Tester
     report to view a full execution flow of the condition rule to help you understand and troubleshoot condition rule results. The report is:
    • Available from the related actions menu of business process events.
    • Not available for Workday-owned condition rules.
  • Edit Condition Rule
     task to edit or delete condition rules, but consider that:
    • When you edit an alert rule, the changes affect processes that already started.
    • You can’t edit or delete delegation rules in use (referenced in any delegation).
    • You can’t delete rules that:
      • Workday references in an alert notification.
      • Only ran once.
      • Have expired schedules.
  • Object Transporter to migrate condition rules from 1 tenant to another. Example: Test alert rules in your Sandbox tenant, then migrate them to your Production tenant.
  • Manage Delegation Settings
     report to identify which delegation rule your users should select when you set up their delegation.