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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Drive

Steps: Set Up Drive

Drive consolidates file management for several file types, such as Worksheets workbooks, notification templates, Microsoft® files, images, and media files.
The file types that you choose to support in your tenant, using the
Edit Tenant Setup - System
 task, are also supported by Drive. When configuring file types to support, we recommend that you either select to support all types, or add the Workday product-specific file types into the supported file types list. (Product-specific files are Workday files that you use Drive to manage, such as document templates, notification templates, Slides presentations, and Worksheets workbooks/templates.)
  1. Access the
    Edit Tenant Setup - System
     task.
    In the
    System Setup
     section under
    File Type Setup Instructions
    ,
    in addition to
     any other file types that you want to support in your tenant, select the file types you want your users to be able to manage in Drive, or select
    Allow All File Types
    .
    Drive supports these file types:
    • BMP
    • CSV
    • DOC
    • DOCX
    • DWXF (Workday Docs templates)
    • GIF
    • HTM
    • HTML
    • JPEG
    • JPG
    • JWF
    • LPXF (Slides presentations)
    • NDXF (Notification Designer templates)
    • PDF
    • PNG
    • PPT
    • PPTX
    • SVG
    • TIF
    • TIFF
    • TSV
    • WXF (Worksheets workbook files)
    • XLS
    • XLSM
    • XLSX
    • XLTM
    • XLTX
    This list of file types doesn't apply to discovery boards, or to media files (videos and packaged content). Discovery boards are supported automatically. Workday enables or disables media file usage based on the status of the Workday Media Cloud Terms and Conditions order form.
    For a list of media file types that Workday Media Cloud supports, see FAQ: Uploading and Viewing Videos.
  2. (Optional) Access the
    Edit Tenant Setup - System
     task and select or clear these options:
    Section
    Option
    Description
    Mobile
    Enable Attachments to be Imported From or Shared With External Sources
    Enables users on mobile devices to share and import attachments into Drive from sources such as iCloud™, Dropbox™, and Google Drive™. Consider the security risk of adding files to Drive from outside Workday, such as files that haven't been screened for viruses. The default setting doesn't permit importing attachments.
    Drive Settings
    Disable Workbook Download
    Prevents users from downloading Worksheets workbooks out of Workday. Example: If selected, users can't download workbooks to Microsoft® Excel®, PDF, or CSV. After you change this setting, there might be a delay of up to 65 minutes before the change takes effect. Workbook download is enabled by default.
    Drive doesn't adhere to access restrictions in authentication policies at this time.
    Drive Settings
    Disable Slides Download
    Prevents users from downloading Slides presentations out of Workday. After you change this setting, there might be a delay of up to 65 minutes before the change takes effect. Presentation download is enabled by default.
    Drive doesn't adhere to access restrictions in authentication policies at this time.
    Drive Settings
    Disable link sharing in Drive
    Prevents file owners and authorized editors from enabling link sharing for individual files. Link sharing is enabled by default. When you change the setting, a delay of up to 65 minutes might occur before the change takes effect. If you change the setting from enabled to disabled, any workbooks that users already shared using a link remain shared.
    Drive supports link sharing for these item types:
    • Nonmedia files such as Worksheets workbooks, PDF, JPG, and DOCX
    • Media files such as MP4, MOV, and packaged content
    Drive doesn't support link sharing for these item types:
    • Discovery boards
    • Folders
    Drive Settings
    Allow viewers and commenters to download and copy media
    Allows users with View or Comment permission on media files to download or copy them, if the owner selects the corresponding option in the Advanced area of the
    Share
     dialog. Users might need to refresh the browser to see a change in the setting. If any downloads are in progress when you change the setting, they'll continue.
    If you don't enable the setting, the owner's option in the
    Share
     is grayed out (not selectable).
  3. (Optional) Access the
    Edit Tenant Setup - Notifications
     task.
    On the
    System
     tab, select whether to send email notifications for these types of actions:
    • Drive Access Additions
    • Drive Access Changes
    • Drive Access Removals
    Example: If user A shares an item with users B and C, the Drive Access Additions setting determines whether Drive sends an email notification to users B and C. If user A gave edit access initially and later decides to change user B's access to view, the Drive Access Changes setting determines whether user B gets an email about that change. If user A decides to remove user C's access to the item, the Drive Access Removals setting determines whether user C gets an email notification.
    Regardless of the email notification setting, Workday adds notifications to the Notifications page for these actions.
  4. If Drive hasn't been translated into the language that a user selected as their display language, your security administrator must access the
    Edit Workday Account
     task for the user and select the
    Allow Mixed-Language Transactions
     option. This makes the Drive user interface visible to the user in English.