Setup Considerations: Journeys
You can use this topic to help make decisions when planning your configuration and use of Workday Journeys. 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 They Are
Workday Journeys enable you to build tailored experiences, with personalized journey paths and modular cards that guide through activities. Journeys provides a personalized page with links that enable users to:
- View information.
- Complete tasks.
- Navigate to multiple sites that include Workday and non-Workday content.
When administrators distribute a journey, a Journeys announcement displays on the Home page that users see when Workday first opens.
A journey can be distributed to:
- Contingent Workers
- Employees
- Students
Business Benefits
Journeys enable you to deliver a more connected experience for journey recipients with personalized content and contextual support in moments that matter the most by:
- Distributing written information, videos, external links, and easy-to-follow guidance for administrative tasks. You can distribute journeys to a few individuals or all the members of a large organization.
- Guiding employees and students through important transitions in their lives.
- Providing administrators with a flexible way to configure and distribute tasks.
- Standardizing training and procedures across your organization.
- Tracking completion dates for procedure training.
Use Cases for Employees
You can use Workday Journeys to distribute guidance for:
- Benefits enrollment and updates.
- Crisis response.
- Employees going on parental leave or job rotation.
- Employee onboarding and termination.
- Employee transition to a new role.
- International assignment preparation.
- Training and announcements for organization and policy changes.
Use Cases for Students
You can use Workday Journeys to distribute guidance for:
- Applying and preparing for graduation.
- Applying for Financial Aid.
- Changing your program of study.
- Registering for classes.
- Requesting for leave of absence.
- Setting up payment plans.
- Studying abroad.
- Student Onboarding (This pertains to new and continuing students).
- Withdrawing from an institution.
You can use Journeys to supplement the corresponding business processes associated with the use cases listed here.
Questions to Consider
Questions | Considerations |
|---|---|
Do you have enough staff to configure and distribute journeys? | Only an administrator can configure and distribute journeys. |
Do you need to distribute multiple-step procedures or instructional information to a large organization? | The personalized pages of Journeys are easy to use, keep track of, and refer back to. |
Do you have multiple audiences you want to distribute journeys to? | You can create journey builders that mix and match different journey step groups for each journey you distribute. |
Do you want to help new hires stay on track and engaged by displaying Journeys during their onboarding? | You can use the Maintain Onboarding Section Configurations task to display the Journeys for You section on onboarding plans. Journeys organize key tasks and resources into a single, easy-to-navigate space, helping new hires access what they need quickly, stay on track, and remain engaged during their first weeks and beyond. This personalized experience helps them build confidence from day one and navigate their onboarding more effectively. |
Recommendations
Option | Recommendations |
|---|---|
Create step groups that customize journeys for different parts of your organization. | You can distribute journeys to different groups. Example: Supply content to different regions and organizations. |
Copy step groups for reuse when you want to use some of the same information on different journeys. | Step group reuse can save time and reinforces organization consistency. |
Configure notifications in the Notification Delivery Settings section on the Edit Tenant System - Notification report. | You can send both Workday-delivered and email notifications when:
Your users will get a separate notification for due dates per journey if they have multiple journeys assigned to them. |
Silence notifications in the Edit Tenant Setup – Journeys task utilizing the Silence Journey Notifications check box. | You have the option of silencing the Workday-delivered notifications. To perform this task, you must:
|
Requirements
You might need to take additional steps to enable this feature depending on your organization's subscription service agreement. For more information, see this Community article.
Purchase the Student Journeys SKU to use journeys for student recipients. Student Journeys SKU is a separate product from the Journeys SKU and requires a separate license.
Tenant Setup
Select whether administrators can override the time zone on journeys configuration tasks on the
Edit Tenant Setup - System
task.Security
These domains in the Journeys functional area:
Domains/ Sub-domains | Considerations |
|---|---|
Self-Service: Journeys
| Users with access to this domain can view journeys distributed to them.
Add the Student as Self security group to this domain so that students can view and access the journeys distributed to them. |
Set Up: Journey Administration
| Users with access to this domain can create, edit, manage, and distribute journeys. |
Manage: Journey Builders
| Users with access to this domain can create security segments and assign security permissions to journey categories for specific users or group of users.
You can access these tasks if you're secured to the Manage: Journey Builders domain.Users with Modify Permissions can access:
Users with view permissions can access:
|
Manage: Journey Condition Rules
| Users with permissions can access these tasks:
This is a sub-domain of Manage: Journey Builders domain. |
Manage: Journeys Preview
| Users with permissions can preview a journey. This is a sub-domain of Manage: Journey Builders domain. |
Manage: Team's Journeys
| Users (Managers) with access to this domain can view their employee journey through the View My Direct Reports' Journeys report, custom reporting, or through the View Journeys tasks and View My Direct Reports' Journeys tab.Matrix managers can see their direct reports' journeys in the My Team section of View Journeys or through a custom report. |
Reports: Students
| Student journey administrators must have access to this domain to access the Journeys Workspace report. |
Self-Service: Leave of Absence
Worker Data: Leave of Absence | Users with access to 1 of these domains can use the events through the Due Date pop-up menu to configure the First Day of Work . |
Affordable Care Act (ACA) Administration – USA
Appointee Data: HR Information for Academics Cosmos Reporting Domain Process: Payroll Settlement Reports: Pay Calculation Results for Worker (Payslips) Self-Service: Current Staffing Information Worker Data: Current Staffing Information | Users with access to 1 of these domains can use the events through the Due Date pop-up menu to configure the Hire Date . |
Business Processes
You can distribute journeys through any Workday business process by adding the
Journey Distribution Service
as a step in the business process definition. To distribute a journey successfully, you must ensure that your business process configurations are correctly secured to the appropriate domains.To add the
Journey Distribution Service
as a business process step:
- Open an existing business process or create a new one.
- Navigate to the relevantBusiness Process Definition > Related Actions > Edit Definition.Examples of Business Processes:Hire,Change Job,Contact Change.
- Add a step to the business process and set the step order to ensure it executes at the required point in the process. Configure the step with these details:
- Type:Service
- Specify:Journey Distribution Service
- Configure the journey distribution service for the new step:
- Select aJourney Categoryand theJourney Builder.
- Select a field to determine the Event Person.
- Note: The configuration options for this service such as the available fields for theEvent Persondepend on the specific business process you are configuring.
- From theDistribute Toprompt, select eitherEvent PersonorRole Related to Event Person. Example: Manager.
Reporting
Reports | Considerations |
|---|---|
View All Journeys
| Display journey recipients, distribution methods, and status. |
View Journeys
| Display journeys distributed to you. |
View Journey Builder
| Display journey builders by name and effective date. |
View Journey Category
| Display journey categories. |
View Journey Condition Rule
| Display journey condition rules. |
View Journey Step Group
| Display journey step groups. |
View My Direct Reports' Journeys
| Managers can:
|
Journey Builder Report Data Source
| Enables you to create custom reports on your journey designs. |
Class Report Fields (CRFs)
| Enables you to report on key journey attributes. |
Journey Components
| Enables you to report on journey components. |
Integrations
Web Services | Considerations |
|---|---|
| Enables you to:
|
| Enables you to:
|
| Enables you to retrieve and create or update journey condition rules for use with journey distribution. |
| Enables you to retrieve and create or update custom templates. |
| Enables you to retrieve and create journey documents on journey steps by the journey step group web services.
Applies only to Document Steps step type. |
| Enables you to retrieve and create journey due dates in the editor to support event and calendar dates on journey steps by the journey step group web services. |
| Enables you to retrieve and create or update existing business process step journey configurations. |
| Enables you to retrieve and create or update journey external links on journey steps by the journey step group web services. Applies only to Link Steps step type. |
| Enables you to create and/or retrieve journey report on journey steps. |
| Enables you to retrieve and create or update images on journeys by the journey builders and journey step group web services. |
| Enables you to retrieve and create or update journey step groups to configure the journey builder. |
| Enables you to retrieve and create journey videos on journey steps by the journey step group web services.
Applies only to Video Steps step type. |
Workday Graph API
| Enables Workday Extend apps and agents to:
Use the View Security for Securable Item report to configure security domains for these queries. |
Connections and Touchpoints
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.