Setup Considerations: Hide Business Process History Details from Person

You can use this topic to help make decisions when planning your configuration and use of the Hide Business Process History Details functionality. It explains:

Why to set it up.

How it fits into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

What It Is

Workday enables you to hide business process history details from the person associated with the business process, such as an internal employee. Other users, such as their manager, can still view the business process history as long as they aren't the person associated with the business process.

When the

Hide Process History from Person

check box on the business process security policy is checked, Workday doesn't display the business process history to the person associated with the business process on the:

My Tasks

item that the person receives.

Process history that's embedded in documents, such as an expense report.

Process

tab on the

View Event

page.

View Remaining Process

page. (We won’t display

Business Process

View Remaining Process

from the related actions menu of the event.)

Workday hides the process history for business processes that are:

Completed.

In progress.

When you select the

Hide Process History from Person

check box on the business process security of a:

Parent business process, we only hide the process history of the parent business process. We continue to display the process history of subprocesses. If you access the process history of the parent business process, in some cases we hide the process history of subprocesses. Example: You enable the functionality on the Start Performance Review
business process but not on its subprocesses. The person associated with the performance review can view the process history on the Complete Manager Evaluation for Performance Review
subprocess but not the details of the Start Performance Review
business process.

Subprocess, we only hide the process history of the subprocess. We continue to display the process history of the parent business process. Example: On the Start Performance Review
business process, you enable the functionality on subprocesses such as the
Complete Self Evaluation for Performance Review
. But you don’t enable the functionality on the parent Start Performance Review
business process. The person that’s associated with the performance review can’t view the Complete Self Evaluation for Performance Review
subprocess history but can still view the Start Performance Review
business process details.

Business Benefits

The Hide Business Process History functionality helps prevent:

The person that's associated with the business process from viewing sensitive information and details that might be captured in the business process history.

Potential legal issues in your organization when users view sensitive information in their

My Tasks

item or in the event details.

Use Cases

An HR partner doesn’t want internal employees viewing information related to their performance review and the action managers might have taken on the business process.

Internal audit might need to review expense reports for potential fraud or other non-compliance reasons. For expense reports that are under investigation, you don't want the expense payee (the person associated with the business process) to see who is reviewing their expense report.

Your organization doesn’t want candidates viewing information in the Offer business process.

Questions to Consider

Do you want to prevent users associated with a business process from viewing sensitive information in their

My Tasks

item or in the event details? On the associated business process security policy, consider selecting the

Hide Process History from Person

check box. By default, the

Hide Process History from Person

check box is unchecked.

Recommendations

When you enable the

Hide Process History from Person

check box on business process security policies, make sure you activate the security policy changes immediately. Otherwise, Workday displays a

Hide Process History from Person

entry on the

Pending Changes for Business Process Security Policy

report until you access the

Activate Pending Security Policy Changes

task to activate the changes.

To hide business process history details from the person associated with subprocesses in a parent business process, make sure you select the check box on the subprocess security policy.

Requirements

To enable this functionality for a business process, you must:

Select the

Hide Process History from Person

check box on the business process security policy.

Access the

Activate Pending Security Policy Changes

task to activate the change.

Limitations

The hide business process history functionality doesn't work with model component business processes that you create in Workday Extend.

When the event isn't about a person and the

Hide Process History from Person

check box is checked on the business process security policy, we won't hide the business process history. Example: You select the check box on the Job Application
business process security policy. Since the Job Application
business process is about the application and not a person, Workday displays the business process history.

For some business processes, we might not hide the business process history from the person that the business process is about even when you select the check box.

If you enable this functionality on a business process and the person associated with the business process can still view the process history, contact Workday Support.

Tenant Setup

No impact.

Security

To hide business process history details from the person associated with the business process, you must select the

Hide Process History from Person

check box on the business process security policy and then activate the pending security policy changes.

Business Processes

To use the functionality, select the

Hide Process History from Person

check box on the business process security policy. By default, the check box isn’t checked

Reporting

You can use these report fields in custom reports:

Hide Process History from Person Enabled

: To report on business process security policies that have the check box enabled.

Person Related to Event

: To report on the person associated with the business process and the process history is hidden from.

Integrations

No impact.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.