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Administrator Guide
Last Updated: 2024-06-28
Mass Distribute Documents or Tasks

Mass Distribute Documents or Tasks

Configure the
Distribute Documents or Tasks (Default Definition)
 business process and security policy in the System functional area.
Security:
Business Process Administration
 domain in the System functional area.
You can distribute documents and tasks to workers in 1 or more organizations.
Examples: Documents for acknowledgment, electronic signature, or general distribution and To Do tasks.
Workday doesn't send attachments to workers who are excluded from headcount. Example: When a worker is on leave or international assignment.
Workday doesn't support the
Generate Document
 action step or
Review Documents
 step type on the
Distribute Documents or Tasks
 business process. Adding generated documents for mass distribution might cause inconsistent results. For document reviews, you can use the
Review Distribution of Documents or Tasks
 action step type instead.
For optimal performance, Workday recommends that you limit each distribution population size to a maximum of 10,000. If you're using DocuSign and want to exceed this limit, please contact DocuSign support. The maximum distribution limit is 40,000.
  1. Access the
    Create Distribute Documents or Tasks
     task.
  2. As you complete the task, consider:
    Option Description
    Role(s)
    Select 1 or more roles that are constrained to the selected organizations that you’ll use to distribute tasks or documents (including subordinate organizations if applicable).
    User(s)
    Select 1 or more
    User(s)
     from the selected organizations. You can  select users from subordinate organizations when you select the
    Include Subordinate Organizations
     check box.
Workday distributes the documents or To Do items to workers in the selected organizations through My Tasks.
Workday displays the:
  • Background Process
     page for the distribution, enabling you to track the progress of the distribution and its completion.
  • Number of employees it distributes the documents to.
When a role and user resolve to the same worker, Workday displays only 1 item in My Tasks.
You can access the:
  • Mass Advance Business Process
     task to advance the business process manually to the next step or to the end of the business process. You must have access to the manual advance action in the
    Who Can Do Actions on Entire Business Process
     section of the business process security policy.
  • Mass Cancel Business Process
     task to cancel in-progress business processes. You must have access to the cancel action in the
    Who Can Do Actions on Entire Business Process
     section of the business process security policy.
  • Mass Rescind Business Process
     task to rescind a completed business process. You must have access to the rescind action in the
    Who Can Do Actions on Entire Business Process
     section of the business process security policy.
Run these reports to view the status of distributed documents or tasks:
  • Document or Task Distribution Status
  • View Distribute Documents or Tasks
An in-progress distribution might be:
  • Currently distributing to recipients.
  • Finished distributing but awaiting recipient signatures, in the case of a document distribution.
You can use the
Background Process
 page for the distribution:
  • To abort an in-progress distribution that is still currently sending documents or tasks. Workday updates the status to
    Aborted
     and indicates that there are no recipients for the distribution. For document distributions, Workday doesn't send a cancellation request to Adobe Sign or DocuSign. This might result in transactions that are pending completion in your Adobe Sign or DocuSign account.
  • To cancel an in-progress distribution that is finished distributing, but still awaiting recipient signatures. Workday updates the status to
    Canceled
      and indicates that there are no recipients for the distribution. For document distributions, Workday sends a cancellation request to Adobe Sign or DocuSign.