Setup Considerations: Engagement Builder
You can use this topic to help make decisions when planning your configuration and use of Engagement Builder. 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
Engagements are collections of engagement items, including messages and learning content, that Workday delivers to target audiences based on a delivery schedule that you define. Engagement Builder is a redesigned version of Campaigns that enables greater control and visibility into your engagements and audience interactions.
Business Benefits
Engagements enable you to configure audience and delivery settings in advance so that Workday delivers your content automatically. You can configure each engagement item to send independently or relative to a previously delivered item.
Additionally, Engagement Builder provides:
- A centralized dashboard to create and manage engagements.
- Automatic scheduling for engagement items.
- The ability to run engagements using Integration System User (ISU) accounts. See Create an Integration System User (ISU) for Engagements.
Engagement Builder also uses Audience Builder, which provides greater flexibility in building complex audiences. See Create an Audience.
Use Cases
Engagement Builder enables you to use the
Learning
and Extended Enterprise Learning
engagement types to:
- Ensure regulatory compliance by assigning required learning content, such as annual certifications or safety training.
- Support professional development by assigning nonrequired learning content, such as supplemental courses or programs.
- Improve completion rates by configuring automated reminders for individuals who have not completed learning content by a specified date.
You can also use the
Worker Communications
engagement type to issue communications. For example:- HR Administrators can remind managers to complete performance reviews by the end of the day.
- IT can notify workers of system outages and provide status updates.
- Office Coordinators can alert workers to office closures due to building emergencies or severe weather.
Questions to Consider
Questions | Considerations |
|---|---|
How do you want to organize your engagements? | You can create custom categories to group your engagements. You can also use categories to restrict engagement management access to certain security groups. |
How much content do you want to send? | You can include an unlimited number of items in an engagement. |
How much flexibility do you have within an engagement? | You can combine required and nonrequired learning content in a single engagement. |
How long do you want your engagement to run? | If you don't select an end date for your engagement, it continues to run as long as it's scheduled. Engagements attempt to run 4 times each day. Workday sends engagement items after checking the recipient's local date to ensure the engagement arrives on the correct calendar date. You can view the last and next run times on the Engagement Builder report. |
How long should your audience have to complete the assignment? | You can:
|
Requirements
Access to 1 of these report data sources (RDS):
- All Workers for Pre-Hires
- Extended Enterprise Learners
- Indexed: All Workers
- Workers for HCM Reporting
Recommendations
- For best performance when using Audience Builder, use indexed data sources when creating audiences. Nonindexed data sources can lead to long report run times and may impact the performance of your frequently scheduled engagements.
- Contact the Workday Production Readiness team to help you test and prepare for running large volume engagements in Production. See Community: Services Performance Center. Examples of large volume engagements include:
- Over 1,000,000 members in a single audience.
- Over 1,000,000 items to be processed in Engagement Builder. For example, 6 new engagements with 50,000 audience members, 2 Learning assignments, and 2 reminders each would require Workday to process 1,200,000 items total.
Tenant Setup
No impact.
Security
Domain | Considerations |
|---|---|
Administer Audience domain in the Learning Core and System functional areas. | Enables you to create and manage audiences. |
Administer Campaigns domain in the Learning Core and System functional areas. | Enables you to create and manage engagements. |
Indexed Data Source: Workers domain in the Staffing functional area. | Enables you to access indexed report data for calculating audiences based on worker data. |
Manage: Extended Enterprise in the Extended Enterprise for Learning functional area. | Enables extended enterprise learning administrators to manage affiliations, job profiles, and dashboard access. |
Message Builder domain in the System functional area. | Enables you to create messages and message templates. See Steps: Set Up Message Builder and Create Engagement Message Templates. |
Worker Data: Contingent Worker Assignment Details in the Staffing functional area. | Enables you to access data required when including contingent workers in your audience definition. |
Worker Data: Current Job Profile Information in the Staffing functional area. | Enables you to access job profile data for audience filtering. |
Worker Data: Current Staffing Information domain in the Staffing functional area. | Enables you to view and modify workers' information for audience filtering. |
Business Process
Business Processes | Considerations |
|---|---|
Campaign Event
| You can use this business process to perform these actions on engagements:
You must add security groups to the Engagement Builder initiating action of this business process to grant them access to engagements. |
Reporting
Reports or Dashboards | Considerations |
|---|---|
All Workers for Pre-Hires Extended Enterprise Learners Indexed: All Workers Workers for HCM Reporting | You can use these RDSs to create audiences using the Audience Builder dashboard. |
Audience Builder
| You can use this dashboard to create and manage complex audiences. |
Engagement Builder
| You can use this report to create and manage engagements. |
Integrations
Integrations or Web Services | Considerations |
|---|---|
Get Audience Builder (Web Service) | Retrieves information for audiences specified in the Audience Builder dashboard. |
Put Audience Builder (Web Service) | Creates or updates an audience used in the Audience Builder dashboard. |
Get Engagement Builder (Web Service) | Retrieves information for engagements used in the Engagement Builder report. |
Submit Engagement Builder (Web Service) | Creates or updates an engagement used in the Engagement Builder report. See Concept: Submit Engagement Builder EIB. |
Connections and Touchpoints
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.