Maintain Advanced Routing

Security: These domains in the System functional area:

Business Process Administration

Manage: Business Process Definitions

You can define routing restrictions, alternate routings, and organization role-based routing for certain business process step types. You can't reroute Initiation
and Checklist
business process steps.

Routing restrictions enable you to configure business process steps so that Workday excludes selected individuals from the workflow routing based on your selections. When routing restrictions exclude all assignees, Workday skips the step as Not Required.

To prevent Workday from skipping the business process step due to routing restrictions, use alternate routings to identify alternate security groups for:

Routing the transaction.

Users specifically excluded from the transaction.

Organization role-based routing enables you to select which roles per organization returned by contextual security must take action before the business process can proceed to the next step. Organization role-based routing is only available on Approval
, Consolidated Approval
, and To Do
business process steps.

View the business process definition for which you want to define routing restrictions, alternate routings, or organization role-based routing.

Select

Business Process

Maintain Advanced Routing

from the related actions menu of the business process step.

Enter the

Effective Date

. The default effective date is the current date.

Enter the

Time Zone

. The default time zone is the user's current time zone.

When you select the

Business Process Configuration Time Zone

option on the

Edit Tenant Setup - System

task, you can enter a time zone. When you enter:

The current date, in the specified time zone, the changes take effect immediately. Users in other time zones see the changes immediately.

A future date, the changes take effect at midnight on that date in the specified time zone and at the corresponding date and time in other time zones.

A past date, the changes take effect at 23:59:59 on that date in the specified time zone and at the corresponding date and time in other time zones.

(Optional) Specify routing restrictions:

Option	Description
Exclude Initiator	Don’t route to the user who initiated the business process.
Exclude Latest Reviser	Don't route to the latest person who revised the event. Example: Betty submits a supplier invoice and it routes to Steve and Logan for approval. Steve revises the invoice. When you select the Exclude Latest Reviser check box and Steve updates the invoice, Workday excludes Steve from approving the supplier invoice that he revised. This functionality is only available on some business processes.
Exclude Prior Approvers	Don't route to users who have approved prior Approval steps in the business process. Workday identifies prior approvers as users who have completed Approval steps, not Action steps.
Exclude Event Subject	Don’t route to the user who is the subject of the business process.

(Optional) Specify an alternate routing:

To use an alternate routing rule, select a check box under the

Routing Restrictions

section.

Option	Description
Alternate Security Groups	Define security groups for alternate routing. The Alternate Security Groups prompt includes the security groups for the step (from the security policy for the business process definition), plus Manager . If Manager isn’t a valid security group for the step, you can't select Relative to the transaction .
Relative to the transaction	Determines contextual security groups for alternate routing based on the context of the transaction.
Relative to the excluded user(s)	Determines contextual security groups for alternate routing based on the context of each excluded user.

Workday uses alternate security groups only when routing restrictions have eliminated all potential recipients. When a step didn't route to anyone before considering routing restrictions, Workday creates an unassigned task without checking alternate security groups.

When a business process administrator reassigns a step through role reassignment on the

Unassigned Tasks

report, Workday considers routing restrictions and alternate security groups because we evaluate the security of the next possible person to reassign the step to. However, when the business process administrator manually selects a person to complete the step on the

Unassigned Tasks

report, Workday doesn't consider routing restrictions.

When Workday routes an Approval
or Approval Chain
business process event to an alternate security group based on routing restrictions for that business process step:

Approval by Alternate

Approval Chain by Alternate

displays beneath Next Steps on the confirmation page after you submit the step.

Approval by Alternate

Approval Chain by Alternate

displays for the step in the Process History of the business process.

(Optional) Under

One User Per Group Per Organization Required

, specify organization role-based routing. Add a row, and then select an organization role from the

Group

prompt. You can repeat this step to specify additional organization roles to which Workday can route a business process step according to the business process definition.

When you configure organization role-based routing on a business process step, Workday disregards any alternate routing you specified for that step. You can't select the

All

option for that step in the business process definition.

When you select an organization role from the

Group

prompt on a business process step that requires approval by multiple organizations, only 1 person assigned to that role for each organization must approve the business process step.

When you select an organization role that doesn't have anyone in a specific organization to route the Approval
step to, Workday skips that organization. Workday still routes the step to individuals who have the role in other organizations. Example: An Approval
step needs approval from an HR Partner. The step is routed to 2 supervisory organizations: A and B. There's a role assignee in organization A, but not in organization B. Workday routes the step to organization A and skips organization B. Workday doesn't unassign the step because it was routed to organization A.

When you select 1 or more organizations and there's no one in any of these organizations, Workday unassigns the step because there isn't anyone to route the Approval
step to. Example: An Approval
step needs approval from a Cost Center Manager. The step is routed to 3 Cost Center organizations: A, B, and C. None of these organizations has anyone assigned to them. Workday unassigns the step.

For each organization, Workday recommends that you review the business process domain security policy to make sure there's at least 1 role assignee in the security group.

Example: A custom definition of the Assign Costing Allocation
business process might contain an Approval
step that the Cost Center Manager or HR Partner groups must complete. When you select

Cost Center Manager

from the

Group

prompt, the business process step is routed to all Cost Center Managers for all of the Organizations that must approve the step. However, only 1 Cost Center Manager for each organization must approve the step before the business process can proceed to the next step.