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Documentation
Administrator Guide
Last Updated: 2025-01-24
Add Documents to Workday

Add Documents to Workday

Security:
Document Library
 domain in the System functional area.
You can use the
Create Document
 task to:
  • Upload the document into Workday as an attachment.
  • Provide a direct link to a document on an external system.
  • Create a template for a dynamically generated document.
Workday recommends not to use attachments to process Personally Identifiable Information (PII). You can't purge attachments.
  1. Access the
    Create Document
     task.
  2. As you complete the task, consider:
    Option Description
    Name
    Adobe document names (including the file extension) must be fewer than 250 characters, and DocuSign document names must be 95 characters or less.
    You must adhere to these character limits to avoid document retrieval issues in Workday. Adobe and DocuSign truncate document names that exceed the maximum character limit, resulting in mismatched names between the eSignature provider and Workday. You must also avoid using workarounds to enter a name that exceeds the maximum limit after creating a document (Example: Using the
    Edit Document
     task).
    Category
    You can use segment-based security groups to restrict the document categories displayed in the prompt.
    Link
    Update the URL in Workday when the content on an external web site changes.
    Template
    Select a
    Source
     from the prompt. The source is usually the business process type that Workday uses to distribute the dynamically generated document.
    Select or create, and then order, the text blocks that comprise the generated document.
    On the
    Layout
     tab, select the
    Default Layout
     to associate with the document.
    Workday automatically populates the
    Default Layout
     field with
    Generated Document Default Layout
    . This is a Workday-delivered layout with a default document retention period of 3650 days (10 years) from the date a document is dynamically generated. To prevent document loss, update
    Generated Document Default Layout
     using the
    Edit Delivered Business Form Layout
     task and edit the
    Resulting Document Expiration Offset (in days)
     field to meet your business and legal requirements.
    You can select
    Create Condition Rule
     at the
    Rule
     prompt to create a new condition rule for a text block or layout.
    Select the
    Secure Generated Content
     check box if you want the document contents to be visible only to users with permission to action the
    Generate Document
     step. You must also enter a reason for changing the security of the document.
From the related actions menu of the document, select
Document History
 to display a version history of the document.
You can use Object Transporter to migrate documents from 1 tenant to another. Example: You can test documents in your Sandbox tenant, then migrate them to your Production tenant.