Setup Considerations: Workday Media Cloud
You can use this topic to help make decisions when planning your configuration and use of Workday Media Cloud. 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
Media Cloud is an optional service that enables you to upload, store, and consume media content. You can publish video and packaged content files in various product areas in Workday.
Business Benefits
You can embed video content into various areas of Workday, enabling you to:
- Showcase your company culture on external career sites to attract talent.
- Streamline your onboarding and training processes by replacing live instructors with prerecorded media, saving time and resources.
- Reduce Support tickets by supplementing knowledge articles and dashboards with media content, making information more accessible and accommodating different learning styles.
Use Cases
- Add captions and interactions, such as multiple choice questions, to videos.
- Embed videos and packaged content into Workday Learning lessons and courses.
- Upload files to Drive to publish video content throughout your tenant. Examples:
- Campaigns: Deliver videos in scheduled campaigns.
- Dashboards: Include video announcements to Workday dashboards and landing pages.
- Journeys: Include videos in journey steps to encourage worker engagement. Example: In the first step of an onboarding journey, add a video that welcomes new hires.
- Knowledge articles. Walk your workers through complex processes by adding videos to articles. Example: Add a video to an expense report article to demonstrate how to submit expenses step by step.
Questions to Consider
Questions | Considerations |
|---|---|
What file types and sizes does Workday Media Cloud support? | Media Cloud supports individual file uploads of up to 20 GB, or 4 GB for SCORM and AICC files.
When you enable Media Cloud, Workday enables all supported media file formats for Drive. For a list of supported media file types, see FAQ: Uploading and Viewing Videos. Media Cloud scans for viruses when you upload media files up to 2GB. You can select the Increase Maximum Upload Size check box on the Edit Tenant Setup – System task to enable larger uploads, but Workday doesn't scan for viruses when uploads exceed 2GB. |
How do I optimize videos for Workday? | Workday recommends uploading smaller videos with lower resolutions to provide the smoothest video streaming.
Viewers can optimize video playback by:
|
Recommendations
- Review the Workday Acceptable Use Policy to ensure that your media content complies with Workday standards and regulations.
- Review Concept: Best Practices for Creating Videos to ensure your videos use Workday-recommended ratios, resolutions, and file formats.
- To enable viewers to select a preferred language and make video content more accessible, upload transcription text files with defined languages for each video.
- To test your connectivity to your upload and playback domains, complete the Workday Readiness Check.
Requirements
Before you can use Workday Media Cloud:
- Enable the required upload and playback domains for your data center.If your organization uses strict firewall configurations, ensure you allowlist the specific Amazon S3 Accelerated and Standard domains for your region to prevent upload interruptions. See Reference: Upload Domains by Region.
- Set up Drive.
You might need to take additional steps to set up Media Cloud based on your organization's service agreement. See Getting Started with Workday Media Cloud.
Limitations
Skip restrictions and video interactions are only available in Workday Learning.
Tenant Setup
Configure tenant-wide options for Workday Media Cloud in the
Media Settings
section of the Edit Tenant Setup - System
task.Security
Domain | Considerations |
|---|---|
Drive domain in the System functional area | Enables you to upload, edit, and share media files in Drive. |
Manage: Media domain in the Backpack Hub Service functional area | Enables you to edit and publish videos in Drive. Examples: manage video interactions, captions, and transcriptions. |
Manage: Media Import domain in the Backpack Hub Service functional area | Enables you to import and manage large volumes of media files. |
Manage: Media Settings domain the Backpack Hub Service functional area | Enables you to manage tenant-wide options for Workday Media Cloud. |
View Drive File and Media domain in the System functional area | Enables users without access to the Drive domain to view media files that other users share from Drive.
Example: You can share an onboarding video with pre-hires by adding them to the View Drive File and Media domain, without granting them access to the Drive domain.Users with access to this domain can't view Drive files managed by other security domains. Examples: Learning course files or Worksheets workbooks. |
Business Processes
No impact.
Reporting
Report | Considerations |
|---|---|
Create Media Import Job
| Enables you to import large volumes of video packaged content files into Workday. |
Maintain Dashboards
| Enables you to add video announcements to any Workday-delivered dashboard, custom dashboard, or landing page. |
Media Import Job History
| Enables you to export media reports into Excel. |
View Media Import Jobs
| Enables you to view a history of media imports in your tenant. |
Integrations
No impact.
Connections and Touchpoints
You can use Workday Media in these product areas:
Features | Considerations |
|---|---|
Drive | Add videos to Slides. |
Integrations | Add videos to Workday Extend apps. |
Learning | Add videos to courses and lessons. |
Navigation | Add videos to dashboards and landing pages. |
Notifications | Add videos to campaigns. |
Onboarding | Add videos to the onboarding journey. |
People Experience | Add videos to journeys and knowledge articles. |
Recruiting | Add videos to job requisitions and onboarding resources. |
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.