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Administrator Guide
Last Updated: 2024-06-14
Setup Considerations: Auto-Manage Business Processes for Worker

Setup Considerations: Auto-Manage Business Processes for Worker

You can use this topic to help make decisions when planning your configuration and use of the
Auto-Manage Business Processes
 service step. 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.
Refer to detailed task instructions for full configuration details.

What It Is

When you enable the
Auto-Manage Business Processes
 service step, you can automate in-progress events and My Tasks items when a worker's employment status changes. When you configure rules, Workday automatically takes action on:
  • Business processes that are about the worker, which still have remaining steps. You can cancel the business process or advance the business process to the end. Example: Performance review.
  • Business process steps that await the worker’s action. You can reassign the steps to someone else or remove the person as an assignee if there are other assignees. Example: Approving expense reports for a direct report.
When you configure this service step on a business process definition, Workday automatically takes action on business processes based on the rules you define for the step.

Business Benefits

When you use the
Auto-Manage Business Processes
 service step, it:
  • Improves efficiency.
  • Reduces manual effort and maintenance of external systems.
  • Reduces organizational costs.
By using the
Auto-Manage Business Processes
 service step, you don't have to use the manual, time-consuming
Manage Business Processes for Worker
 task. When you use the
Manage Business Processes for Worker
 task, there might be situations where you don't know how to handle business process events about a worker or what to do with My Tasks items that are awaiting a worker. Also, it might not be manageable when you have a large number of events to update.

Use Cases

  • Cancel pending time off requests for a worker who is going on extended leave.
  • Reassign My Tasks items for a manager who is changing to a job in a different organization.
  • Update worker-related events or My Tasks items to reflect employee status changes and continue the workflow.
  • Automatically take action on business processes and My Tasks items for workers who are leaving their current jobs.
  • Cancel or reassign a terminated employee's My Tasks items that are in
    Save for Later
     status.

Questions to Consider

Questions
Considerations
Do you need to update worker-related business process events when workers leave your organization?
You can configure the
Auto-Manage Business Processes
 service step to cancel or advance the step to completion. Workday automatically takes action on business processes based on the rules you define for the step.
Do you need to manage incomplete business process steps that require worker action when a worker's employment status changes?
You can configure the
Auto-Manage Business Processes
 service step to reassign it to someone else or remove the worker as the assignee. Workday automatically takes action on business processes based on the rules you define for the step.
Do you have terminated employees that have
Save for Later
 My Tasks items?
You can configure the
Auto-Manage Business Processes
 service step to reassign or cancel the tasks. When you terminate an employee, the employee can still access their My Tasks items that are in
Save for Later
 status. When you configure the service step, Workday automatically takes action on the
Save for Later
 tasks.

Recommendations

Add the
Manage Business Processes for Worker
 as an
Action
 step after the
Auto-Manage Business Processes
 service step to ensure that all business processes are processed.
Limit the number of business processes you initiate with the
Auto-Manage Business Processes
 service step for optimal performance. When you consider how many business processes to initiate with the service step, Workday splits the processing into smaller batches. This is helpful when:
  • You have more than 200,000 events to advance or cancel.
  • You want to reassign or remove the assignee for more than 200,000 business process steps or My Tasks items.
The suggested threshold is to process 200,000 events or My Tasks items in 1 batch. Your tenant won't come down and processes won't become stuck when business processes with the
Auto-Manage Business Processes
 configuration aren't initiated in smaller batches. However, it will take a while for processing to complete.

Requirements

Select a user from the
User to Perform Automated Business Process Actions
 prompt on the
Edit Tenant Setup - Business Processes
 task. This is the user that the service step uses to perform automated actions. When you configure the
User to Perform Automated Business Process Actions
 prompt, you can't remove the user later. However, you can select another user. Select a user in your organization who is unlikely to change.

Limitations

You can only specify up to 50 automation rules in each grid on the
Configure Event Service
 task.
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.
The
Auto-Manage Business Processes
 service step configuration isn't effective dated. When you change the configuration, the changes update the next time the process runs.
For business process steps that are assigned to the person, you can't use the
Reassign to Security Groups
 action on a:
  • Shared participation step.
  • Adobe Integration step. To reassign an Adobe Integration step, use the
    Manage Business Processes for Worker
     task or the
    Reassign
     action from the gear icon in the My Tasks.
When a step is awaiting a delegate and you configure the
Auto-Manage Business Processes
 service step with the:
  • Reassign to Security Groups
     action, you can't reassign the step.
  • Remove Person as Assignee
     action, you can't remove the delegate from the step even when the step is awaiting multiple people.
You can't configure the
Auto-Manage Business Processes
 service step in parallel with another step.
On some Business Processes such as Termination and Change Job, the
Reassign
 and
Remove Person as Assignee
 Auto-Manage Business Processes service step actions won't work if the step meets the following conditions:
  • The step configuration references a security group (using
    Originally Routed To
     in the
    Business Process Steps Assigned to the Person
     section.
  • It's placed after the
    Completion
     step.
  • It's executed after the event effective date, such as the termination date or job change date.
We recommend that you add the
Manage Business Processes for Worker
 task as an
Action
 step after the
Auto-Manage Business Processes
 step to ensure that it processes all operations. If you need to place the
Auto-Manage Business Processes
 step after the
Completion
 step of the business process, it must be executed before the event effective date, such as termination date or job change date.

Tenant Setup

Configure the
User to Perform Automated Business Process Actions
 prompt on the
Edit Tenant Setup - Business Processes
 task.

Security

These domains in the System functional area:
  • Business Process Administration
  • Manage: Business Process Definitions
  • Set Up: Tenant Setup - BP and Notifications

Business Processes

You can add
Auto-Manage Business Processes
 as a service step multiple times on these business processes:
  • Change Job
  • End Contingent Worker Contract
  • Request Leave of Absence
  • Termination

Integrations

You can use these web services to migrate
Auto-Manage Business Processes
 service step configurations from 1 tenant to another:
  • Get Auto-Manage Business Processes Service Configuration
  • Put Auto-Manage Business Processes Service Configuration

Connections and Touchpoints

The
Auto-Manage Business Processes
 service step interacts with Staffing.
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.