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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Auto-Manage Business Processes Service Step

Steps: Set Up Auto-Manage Business Processes Service Step

Security: These domains in the System functional area:
  • Business Process Administration
  • Manage: Business Process Definitions
You can configure the
Auto-Manage Business Processes
 service step on a business process definition. The configuration enables Workday to take action on business processes automatically, based on the rules you define for the step. This service step can help reduce manual effort and maintenance of external systems. You can't configure this service step in parallel with another step. You can add the step multiple times on these business processes:
  • Change Job
  • End Contingent Worker Contract
  • Request Leave of Absence
  • Termination
  1. Access the
    Edit Tenant Setup - Business Processes
     task.
    Configure a user on the
    User to Perform Automated Business Process Actions
     prompt. You can't remove the user later, but you can replace them with another user. Workday recommends that you select a user that's unlikely to change.
    Security:
    Set Up: Tenant Setup - BP and Notifications
     domain in the System functional area.
  2. On the business process definition, add:
    • The
      Auto-Manage Business Processes
       service step.
    • An
      Action
       step after the
      Auto-Manage Business Processes
       service step, and select
      Manage Business Processes for Worker
       in the
      Specify
       column. When you add the
      Manage Business Processes for Worker
       as an
      Action
       step, Workday catches business processes that the
      Auto-Manage Business Processes
       configuration rules might not handle.
  3. Configure the
    Auto-Manage Business Processes
     service step.
    As you complete the task, consider:
    Option Description
    Business Processes About the Person
    Configure rules to take action automatically on business processes that are about the worker and still have remaining steps. Example: A worker is supposed to update their personal information, such as their contact information.
    You can:
    • Cancel the business process.
    • Advance the business process to the end.
    To configure these actions, the worker must have the worker role assigned to them for the service step to manage their business processes.
    Clear the
    Suppress Notifications
     check box if you want Workday to send system and custom notifications when running the automation rule action.
    Business Process Steps Assigned to the Person
    Configure rules to take action automatically on business process steps that await the worker's actions. Example: A manager is supposed to give feedback to one of their workers.
    You can:
    • Reassign the steps to someone else. When you select the
      Reassign to Security Groups
       action, you can select what security groups to reassign the step to. You can only reassign the step to security groups that are valid for that step type on the business process security policy. To reassign the step to a group that's not in the security policy for that step type, you must add the group to the business process security policy.
    • Remove the person as an assignee only if there are other assignees.
    You can't specify more than 50 automation rules in either grid.
Workday evaluates the rules for business processes about the person and then rules for business process steps assigned to the person. For each business process or business process step, we evaluate the automation rules in order until an automation rule is valid. An automation rule is valid if the criteria is met and the action can be taken on the business processes. When criteria is met but the action can't be taken, we move to the next rule.
When the
Auto-Manage Business Processes
 service step takes action on a business process event or step, we display on the process history for that process or event:
  • The comment you configure for the automation rule.
  • The person you configure to perform automated business process actions.
The
Auto-Manage Business Processes
 service step runs a scheduled job in the background every 15 minutes. There might be a 5-30 minute delay before the
Auto-Manage Business Processes
 service step completes processing and moves to the next step. When there's a large amount of data to process, the delay can be more than 1 hour.