FAQ: Business Processes

Use the

Business Process Exception Audit

report to find all

business process definitions

with critical errors. When you run this report you have the option of showing warnings. Warnings might not be a problem, depending on what you want the business process to do, but Workday recognizes the potential for unexpected results and gives you an opportunity to check.

The related actions menu in the

Business Process

column is the same as the related actions menu for a business process's definition.

The related actions menu in the

A Problem Exists With

column is the same as the related actions menu on an individual step on the business process's

View Definition

page.

If a business process is broken, Workday automatically sends a

Fix Business Process

task to Business Process Administrators and provides a link to correct the business process definition.

When a business process contains actions that are no longer available on the business process security policy and these actions are still associated with inactive security groups, audit reports might flag the business process for you to take action. Example: The

Security Exception Audit

report. To resolve the issue, consider running the

Remove Inactive Security Groups from Unavailable Actions

task. This task helps you identify and remove inactive security groups associated with allowed actions that are no longer available. To access the task, you must have permission on these domains:

Business Process Administration
Security Activation
Security Configuration

Before you proceed to run the

Remove Inactive Security Groups from Unavailable Actions

task, determine if you need to remove inactive security groups in your tenant. You won't be able to undo this process.

Follow the steps below:

Access the
Activate Pending Security Policy Changes
task to confirm and activate existing security changes. Workday strongly recommends that you run this task first.
Access the
Remove Inactive Security Groups from Unavailable Actions
task. Select
Confirm
and click
OK
. A background process runs and removes the inactive security groups.
Access the
Activate Pending Security Policy Changes
task again to complete the process of removing inactive security groups. If you don't see the business process type on the
Activate Pending Security Policy Changes
task, continue to confirm the pending security policy changes.

Once you remove the security group and access the

Security Exception Audit

report, Workday won't display the security group on the

Business Process Security Policy Exceptions

tab. The

Remove Inactive Security Groups from Unavailable Actions

task doesn't address audit items that might display on these

Security Exception Audit

report tabs:

Domain Security Policy Exceptions
Security Group Exceptions

There are several possible reasons why a business process might have stalled and several ways to look for them. Looking at the

Business Process Transactions Awaiting Action

,

Business Process Transactions Awaiting Action for X Days

, and

Business Process Transactions of Type Awaiting Action

reports does not necessarily identify problems, since every step normally waits for a day or more for the responsible person to complete it.

Stalled business processes fall into two main categories, business processes awaiting action and business processes with critical errors.

A task becomes an unassigned task when the specified security group doesn’t contain a user, or contains only users with disabled Workday accounts. Example: If a step is secured by the

Employee as Self

security group but the assigned user has a future hire date, the task is unassigned. A task can also be unassigned if the assigned user's Workday Account is disabled, expired, or locked, or if the assigned user has no user ID and password and cannot access Workday to see their notification or complete their assigned step. The

Unassigned Tasks

report displays steps where this is the problem.

Business Process Administrators can reassign unassigned tasks to workers or to Affiliate role holders in the required security group. Workday sends a notification email to members of all security groups with View and Modify permissions to the

Business Process Administration

domain when a task becomes unassigned.

This is not the same problem as when users going on vacation need to temporarily reassign their tasks to other users. See Delegate My Tasks.

Follow the steps below:

Use these questions to determine if you have access to a business process event. If the answer to all of these questions is No, then you do not have access to the event.

If you currently have a related To Do item in your My Tasks, you might have access to the business process event, but not to the

Details

tab.

You can also use the

Business Process Policy View Audit

report to solve a number of security-related issues. It shows security groups that can perform

Action

steps, make approval decisions, and receive notifications, but do not have

View All

or

View Completed Only

access in the business process security policy.

In these cases, you can only view the event when the task is in your My Tasks. Once the task is no longer in your My Tasks, you lose access to the event. As a result, you might receive an email notification containing a link to the event that returns an error when you click the link. This error occurs because you do not belong to a security group with

View All

or

View Completed Only

access to the event. Running the

Business Process Policy View Audit

report can help you clean up security settings and avoid these types of errors.

Ensure that a security group to which you belong has

View All

or

View Completed Only

access in the business process security policy for each event you want to see. In addition, you need to have access to the appropriate security domain to see the Worker History.

Often, the logic Workday uses to determine which business process definition to use may be unclear.

You can determine the business process definition Workday used by selecting

Business Process

View Definition

from the related actions menu of a business process event. There are multiple reasons why Workday may select a specific business process definition.

In some cases, when you hire a position, the position may reside in two organizations. Example: The default definition of the

Hire

business process allows the business process to be associated with both types of organizations. Workday uses organization type precedence to determine where to look first for the business process definition to use. If Workday does not find a custom business process defined in the organization with the highest priority, it looks in the organization defined next in the precedence list. If there is no custom business process defined in any organization in the precedence list, Workday uses the default business process definition for the organization with the highest priority. For more information, see Maintain Organization Type Precedence.

In addition, Workday uses the default business process definition if the organization's business process definition is in any of these states on the date the event started:

To view the business process definition as of the date the event started, view the business process definition and enter the event start date in the

Effective Date

field.

Test the condition rule as follows:

If the step has multiple conditions, test each condition 1 at a time to ensure they each work as expected.
If the condition has multiple rules, test each rule 1 at a time.
Make sure that the data values included in the condition rule match the data on the event itself. Example:
If the condition rule checks to see if the country equals Japan, then make sure the event is using a supervisory organization that has a location where the country is Japan.
If you create condition rules on Worker-based fields in the
Hire
business process, but the
Hire
event is not yet complete, the pre-hire is not yet an employee, so the condition rules may not be valid.
To determine the values of each field at the time the step was executed, select
Reporting
Report Fields and Values
from the related actions menu of the business process step. Look at the values of each field used in the condition rule to determine why the rule does not work as expected.

You can also create a custom report directly from the business process event and place the fields in the condition rules (especially calculated fields) to see what values they have. This can help you determine where the condition rule is breaking.

For more information on how condition rules work, see Concept: Step Conditions.

For more information on creating a contextual report, see Create Reports from Business Object Instances.

Review the data associated with the event to find the objects on which the security group is assigned. Because role-based security groups can be assigned to multiple objects, you should look at:

Supervisory organizations
Location hierarchies
Pay group
Any other custom organizations assigned to the worker or supervisory organization.

Look at the membership of each type of security group. For intersection and aggregation security groups, you should review the members of both security groups to find common members.

Business Process Administrators can remove 1 or more comments from a business process, either before or after the business process is completed.

From the related actions menu of the overall business process (not from a business process step), select

Business Process

Remove Comments

. Select the check box next to each comment that you want to remove, and then click

OK

.

Similarly, if a comment has been made on a subprocess, you can remove the comment as a related action on the subprocess, not from an individual step within the subprocess.

If a field you need is not available when you create a condition rule, you can use the

Workday Data Dictionary

report to determine what fields are available for each

business object

. You can also create a calculated field and bring it up to the Action Event level.

For supported report types, you can define prompt values to filter the data Workday displays. For composite reports, you must define these prompt values to ensure the data remains contextual to the business process assignee. Use the

Business Process

Configure Report Step

related action on the

Report

step to define and map the values.