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Administrator Guide
Last Updated: 2023-10-06
Set Up Supervisory Organizations

Set Up Supervisory Organizations

Security:
Create: Supervisory Organization
 domain in the Organizations and Roles functional area.
You can use supervisory organizations to manage the reporting structure within your company. When you create a supervisory organization, you can assign roles to it. Roles and role-based security groups determine access to information about that organization, business processes, and notifications.
The effective date determines when an organization becomes visible and when administrators can assign roles to an organization. Workday prioritizes the effective date over the
Availability Date
 in Workday-delivered transactions. We recommend creating a custom validation to prevent the organization from being used in a transaction with an effective date earlier than the
Availability Date
.
  1. Access the
    Create Supervisory Organization
     task.
  2. As you complete the header, consider:
    Option Description
    Availability Date
    This sets when the organization appears in prompts.
    Name
    Workday creates an effective date for the name when you create a supervisory organization.
    When you change the effective date for an organization name change and the organization name matches in the next snapshot, Workday updates the effective date of that next snapshot but doesn't create a new snapshot.
    Workday displays translations by effective date in the
    Name History
     grid. When you create a new effective date, Workday doesn't copy the translations from the previous effective date when you:
    • Select the
      Hide Translations after Base Value Change
       check box on the
      Edit Tenant Setup - Global
       task.
    • Modify the organization name in the base language of the effective date.
    Subtype
    Select a Workday-delivered subtype, or you can use the
    Maintain Organization Subtype
     task to create a subtype to suit your business needs.
    Visibility
    Select to determine who can view an organization, including search results. Workday prioritizes this value over the access rights on a worker's role-based security group.
    Primary Location
    Workday uses the primary location on the
    Create Position
     business process to route steps to a security group when:
    • The security group is based on a location hierarchy.
    • You configure more than 1 location or don't identify a location.
    The primary location has a separate effective date. Set the primary location effective date to one before the effective date of the organization to ensure it displays.
    You can change the primary location and effective date by selecting
    Supervisory Organization
    Edit Primary Location
     from the related actions menu of the supervisory organization.
  3. As you complete the
    Assign Roles
     tab, consider:
    Option Description
    Role
    You can select supporting roles to include in a supervisory organization to meet your business needs. Each organization has roles that represent the supporting group assigned to it. Supporting roles have responsibilities within a functional area. Example: Compensation partner or HR partner.
    You can configure a role that you select on this task with the
    Is Leader
     role linked to the Workday-owned
    Manager
     role on the
    Maintain Assignable Roles
     task.
    When you assign a role to a supervisory organization, Workday doesn't restrict visibility of past-dated events.
    Workday recommends that workers with a role on a supervisory organization belong to a different supervisory organization to ensure correct business process routing.
    Only role maintainers can view the
    Effective Date
     and
    Next Effective Date
     columns on the
    Roles
     tab of the supervisory organization for security groups they're a member of.
    Restricted to Single Assignment
    Workday automatically selects or clears the check box depending on your configuration on the
    Maintain Assignable Roles
     task, indicating which roles you can assign to only 1 worker.
  4. As you complete the
    Organizations Assignments
     tab, consider:
    Option Description
    Inherited from Superior
    The
    Inherited from Superior
     check box is set automatically and informational only. When you don't specify any organization assignments, Workday automatically selects this check box. When you make changes to the organization assignments of a subordinate organization, Workday automatically clears this check box. Workday displays inherited values from superior organizations when there are no overrides for
    Allowed Organizations
     or
    Default Organizations
    .
    To control organizations that are available during supervisory organization assignment, select the
    Show in Change Organization Assignments and Job Requisition
     check box on the relevant organization tab on the
    Maintain Organization Types
     report.
    When you don't select the
    Show in Change Organization Assignments and Job Requisition
     check box:
    • Organizations that workers are members of won't display for organizations that roll up to the organization type.
    • Some organization data won't be available.
    • The organization won't display on the worker position.
    Organization assignments inherited from superior organizations aren't effective-dated, but hierarchies are. To support effective dating for an organization assignment, define an effective-dated hierarchy as an allowed value.
    Allowed Organizations
    Restricts available organizations for organization assignment. A value in this column overrides
    Inherited from Superior
    .
    Default Organizations
    Workday populates these organizations based on whether you clear the
    Position Assignment Unique
     check box on the
    Custom
     tab on the
    Maintain Organization Types
     report. A value in this column overrides
    Inherited from Superior
    .
  5. Workday plans to retire the
    Identifiers
     tab in a future release. We recommend you not use this feature.
Workday automatically generates an organization ID after you create a supervisory organization. You might experience performance issues when you have more than 5,000 active workers in a single supervisory organization. Once the role is assigned to the worker, the permissions given are not restricting access to a workers event history as of a specific timeframe.
Create your own organization ID format and assign your supervisory organizations.
You can change the name and apply effective dating by selecting
Supervisory Organization
Edit Name/Code
from the related actions menu of the supervisory organization. You can view organization history on this task and on the
Organization History
 report.
Workday delivers a number of standard reports that give you insight into the details of your organization. For a complete list of Workday-delivered standard reports, access the
Workday Standard Reports
 report and select the
Organizations
 report category.