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Administrator Guide
Last Updated: 2024-07-12
Concept: My Tasks

Concept: My Tasks

Workday enables workers to find, organize, and complete tasks quickly by using My Tasks.
You can use My Tasks to:
  • View
    All Items
     to see all pending tasks assigned to you. My Tasks displays up to 20,000 tasks in the
    All Items
     view.
  • View the
    Archive
     to see all tasks that you resolved in the last 90 days.
  • Search for tasks using a combination of search parameters.
  • Create up to 100 saved search queries that categorize tasks based on the search parameters.
  • Filter tasks using specific criteria.
  • Access the
    My Delegations
     report to view and manage task delegations.
  • Approve items in bulk.
    • Workday recommends using a filter to view tasks that you can approve in bulk. When you view tasks in
      All Items
       or in a saved search, the
      Bulk Approve
       tab might display when you don't have any items to approve in bulk.
    • To determine if a business process supports bulk approval, use the
      Business Process Configuration Options
       report.

Automatic Task Refresh

My Tasks automatically remove tasks from your view once you complete them and adds any new tasks it finds at the time of the refresh. After the refresh, My Tasks updates the number of items in your task view to reflect the addition or removal of tasks.
If any step of a business process creates an asynchronous workflow transaction, your task list might not update automatically with the next step in the process. You might need to refresh My Tasks manually. Example: When you submit a task for a business process configuration that includes a Generate Document step, you might need to refresh My Tasks manually to receive the document.

Date Views

From the
Display Options
 menu, you can select a
Date View
 option to change how you want to view the date that you received a task. Use the:
  • Absolute Date
     option to view the calendar date on which you received the task. Example: 09/14/2023.
  • Relative Date
     option to view how long ago you received a task. Example: 5 days ago.

Search

You can search for tasks across all items, in the archive, or within filters, using these search types:
Search Type
Description
Title Search
Search task titles using the search field. You don’t need to use case-sensitive terms or exact word order in your searches.
You can use Title Search as a delegate on business processes.
Advanced Search
Use additional task and date range parameters to refine your search further.
The
Assignment
 and
Step
 parameters aren't available when using
Advanced Search
 in the archive.
You can use
Advanced Search
 as a delegate on business processes.
Saved Searches
Use a saved search to categorize tasks automatically based on the search parameters. When you create and save a search, you can access it from the
Saved Searches
 tab. You can create and use saved searches only in
All Items
.
You can't share saved searches.
Workday displays the tasks that match your search criteria in the central panel of My Tasks. You can select a task in the list to take the necessary actions.

Filters

Workday enables you to configure filters in My Tasks based on:
  • Business process type.
  • Custom conditions.
  • Maximum row count.
Example: As the manager of a team, you can create a condition where you filter out expense item approvals greater than 50 USD from your My Tasks view.
Task
Description
Create My Tasks Filter
Personal My Tasks filters apply to 1 or more business processes or tasks. You can't share these filters.
Create My Tasks System Filter
My Tasks system filters enable you to include or exclude 1 or more business processes from My Tasks. Only administrators can create and share these filters with others through security groups.
You can also create a
Favorites
 filter for easy access to specific tasks. To add tasks to your
Favorites
 filter, click the star icon next to each task that you want to access quickly.
You can set a filter that you create or a system filter as your default filter in My Tasks. The default filter also filters the tasks that display on the
Awaiting Your Action
 card on the Home page. To set your default filter, access
My Account
Change Preferences
 from your profile. In the
Workflow Preferences
 section, select the filter that you want as your default from the
Default My Tasks Filter
 prompt. To view the default filter in My Tasks, sign out of Workday, sign in again, and then open My Tasks.
Workday recommends that you configure a security policy for the
Self Service: My Tasks Filter
 domain in the System functional area so that you can prevent external users, such as extended enterprise learners, from accessing your custom filters. Security groups must have View permissions on this domain to create personal filters.
You can view My Tasks filters using these reports:
  • My Tasks Filters
  • My Tasks System Filters