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Administrator Guide
Last Updated: 2024-09-20
Set Up Request Types

Set Up Request Types

Security:
Set Up: Requests
 domain in the System functional area.
  1. Access the
    Create Request Type
     task.
  2. As you complete the task, consider:
    Option Description
    Workday Object
    Link a request to a Workday object enabling you to view the request history in the audit trail and specify the object instance (Example: a specific worker) when you close a request.
    Questionnaire
    Require users to complete a questionnaire when they initiate a request. When you create or edit a questionnaire, you must select
    Request Initiation
     on the
    Questionnaire Types
     prompt to be able to add the questionnaire to a request type. See Configure Questionnaires and Questions
    Restrict Questionnaire Responses
    Select when you want to restrict questionnaire responses to users in security groups on the
    Questionnaire Results
     domain only. When unchecked, questionnaire responses are visible to all users with access to view request details.
    Request Description Display
    Enables you to control the visibility of the
    Describe the Request
     field when you run the
    Request
     business process.
    Select 1 of these options:
    • Hide
      : Workday won't display the field on requests.
    • Optional
      : Workday displays the field on requests, but entering information is optional.
    • Require
      : Workday displays the field on requests and entering information is required. For existing requests, Workday requires the request description by default.
    This setting won't affect your reports, and the
    Describe the Request
     field will continue to display in your reports.
    Inactive
    Select to hide the request type when creating a new request. In the list of request types,
    Workday
     displays for creating a new request. Any currently running requests created with this request type aren't affected.
    Allow Request on Behalf of Person
    Select to enable users to initiate requests on behalf of another person with a worker or a non-worker role. Example: a student or extended enterprise learner. You can select or clear the
    Allow Request on Behalf of Person
     check box on the
    Edit Request Type
     task even after a request associated with this request type is initiated.
    When you select the check box, Workday displays the
    On Behalf of Person
     prompt on these tasks:
    • Create Request
    • Close Request
    • Revise Request
    You won't be able to change the
    On Behalf of Person
     prompt on the
    Close Request
     and
    Revise Request
     tasks.
    When you don't select an on-behalf-of person on the
    Create Request
     task, Workday doesn't display a value in My Tasks or on the
    Close Request
     and
    Revise Request
     tasks.
    ID Generator
    Select the ID generator format for this request type or create a new one using the
    Create ID Definition / Sequence Generator
     task. Workday generates an ID for each request based on the ID generator format and the time of request creation.
    Potential duplicate IDs generate warnings. We recommend that you use unique values for ease of reviewing your data.
    The request ID displays when you close and correct details of a request resolution, as well as on the
    Details
     tab when you view the event.
    When generating a request ID, Workday first checks if an ID generator is configured on the request type. If there isn't, Workday then checks the tenant setup and uses that ID generator configuration. If neither the request type nor the tenant setup has an ID generator configured, the request remains blank.
    Security Configuration
    Select the security groups that can initiate, view the details of, and correct the details of request resolutions. These security groups must be on the corresponding actions of the
    Request
     business process security policy.
    Close Step Configuration
    Select groups to enable users to further categorize the request or the resolution.
    From the
    Request Resolutions
     prompt, you can select from Workday-delivered resolutions or add custom request resolutions. Custom resolutions can be created using the
    Create Request Resolution
     task within the prompt.
    A request type must have at least one request resolution.
    You can maintain custom request resolutions for all request types with the
    Maintain Request Resolutions
     task.
    You cannot manually select
    Canceled
     as a resolution status. Workday automatically sets the status of a canceled request to
    Canceled
    .
When users access the
Create Request
 task, Workday displays only request types that users have permission to initiate.
When you select the
Allow Request on Behalf of Person
 check box and a user submits a request on behalf of another person, Workday:
  • Displays the on-behalf-of person on the request event. Example: If Logan McNeil submits a request on Betty Liu's behalf, Workday displays
    Betty Liu
     on the request event.
  • Makes the user that submits the request the initiator of the request.
  • Routes the request based on who the on-behalf-of person is.
  • Sends notifications for the Employee as Self security group to the person on whose behalf the user submits the request for.
Users can correct the
Request Subtype
,
Resolution
, and
Resolution Details
 fields only after a request successfully completes. They cannot correct other fields.
Optionally, users can select a request resolution when sending back a request. However, when users close a request, they must select a Workday-delivered or custom request resolution. They can also:
  • State which instance of the Workday object they changed. The prompt indicates which Workday object is linked to the request type.
  • Enter a
    Request Subtype
     if a
    Request Subtype Group
     is configured for the request type. Example:
    Work from Home
     is a main request type, and its subtypes can include
    WFH due to bad weather
     or
    WFH for childcare purposes
    .
  • Enter the
    Resolution Details
     if a
    Resolution Details Group
     is configured for the request type. Example: If the resolution is
    Done
    , the resolution details can include
    Approved WFH for one day
     or
    Granted permanent WFH
    .