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Last Updated: 2023-06-23
Example: Set Up Auto-Manage Business Processes Service Step

Example: Set Up Auto-Manage Business Processes Service Step

This example illustrates how to configure the
Auto-Manage Business Processes
 service step to take action on business processes.
Betty is a manager, and she's leaving the organization. As part of the termination process, you want Workday to handle business process automatically for:
  • Events about Betty that are in progress.
  • Steps assigned to Betty to take action.
You want Workday to check all business process steps that Betty needs to act on. For all:
  • Business process steps assigned to Betty, you want to remove her as an assignee if there are other people assigned to the same step. When Betty is the only assignee on the step, Workday won't remove her from the step.
  • Steps that are part of the
    Expense Report Event
     business process, you want to reassign steps to the
    Finance Administrator
     security group.
  • Business process types, you want to reassign
    Approval
     steps to the
    Manager's Manager
     security group.
You configure the
Auto-Manage Business Processes
 service step to:
  • Cancel events that are about Betty.
  • Reassign tasks that belong to Betty to someone else.
  • Remove Betty as an assignee on steps.
Security: These domains in the System functional area:
  • Business Process Administration
  • Manage: Business Process Definitions
In the
Who Can Do Action Steps in the Business Process
 section of the business process security policy, add appropriate security groups for action steps such as
Approve
,
Advance
, and
Reassign Tasks
.
  1. Access the
    Edit Tenant Setup - Business Processes
     task.
    Security:
    Set Up: Tenant Setup - BP and Notifications
     domain in the System functional area.
  2. From the
    User to Perform Automated Business Process Actions
     prompt, select
    Logan McNeil
    .
  3. Click
    OK
     and
    Done
    .
  4. From the related actions menu of the
    Termination
     business process, select
    Business Process
    Edit Definition
    .
  5. For the
    Effective Date
    , accept today's date.
  6. Click
    OK
    .
  7. On the business process definition, add these steps:
    Order
    Type
    Specify
    Group
    e1
    Service
    Auto-Manage Business Processes
    f
    Action
    Manage Business Processes for Worker
    HR Partner
  8. Click
    OK
    .
  9. Click
    Configure Auto-Manage Business Processes
     on the
    Service
     step to configure automation rules.
  10. For the
    Effective Date
    , accept today's date.
  11. Click
    OK
    .
  12. In the
    Business Processes About the Person
     grid, add this row:
    Business Process
    Action
    Comment
    Suppress Notifications
    For all Business Processes
    Cancel
    Cancel events that are about the person using Auto-Manage Business Processes service step.
    Select the check box.
    For all business process types, you want Workday to cancel all in-progress events that are about Betty.
  13. In the
    Business Process Steps Assigned to the Person
     grid, add these rows:
    Business Process
    Step Type
    Action
    Reassign To
    Comment
    For all Business Processes
    Remove Person as Assignee
    Remove terminated person as an assignee using Auto-Manage Business Processes service step.
    Select
    Include Business Processes
     and then
    Expense Report Event
    .
    Reassign to Security Groups
    Finance Administrator
    Reassign expense report from terminated person to Finance Administrator using Auto-Manage Business Processes service step.
    For all Business Processes
    Approval
    Reassign to Security Groups
    Manager's Manager
    Reassign step from terminated person to manager's manager using Auto-Manage Business Processes service step.
  14. Click
    OK
     and
    Done
    .
The
Auto-Manage Business Processes
 service step runs a scheduled job in the background every 15 minutes.
Workday evaluates the rules in order for:
  • Business processes about Betty.
  • Business process steps assigned to Betty.
For each business process or business process step, we evaluate the automation rules in order until a rule is valid. An automation rule is valid if the criteria is met and the action can be taken on the business processes. When the business process meets the criteria but Workday can't take the action, we move to the next rule.
When the termination occurs for Betty, Workday:
  • Cancels all of Betty's in-progress events, such as her absence request.
  • Reassigns an expense report that's awaiting action from Betty to the
    Finance Administrator
     security group.
  • Reassigns Betty's
    Approval
     steps to her manager, such as absence requests from her employees.
On the
Process History
 grid of the:
  • In-progress events, such as Betty's absence requests, the status is
    Canceled
    .
  • Expense report events, the status is
    Reassigned
    .
  • Approval steps, such as absence requests from Betty's employees, the status is
    Reassigned
    .
  • Auto-managed business processes, Workday displays the configuration comments.