Concept: Journeys Workspace

Administrator Guide

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.

The Journeys Workspace is a dashboard that enables you to:

Create and manage journeys, eliminating the need to search for multiple configuration tasks.

View journey metrics, providing current distribution information for all your journeys.

View metrics for individual journeys and specific steps for detailed analysis.

You can access the

Journeys Workspace

report (secured to the Set Up: Journey Administration
domain) through global search.

All Journeys

Workday displays all the journeys configured in your tenant on the

All Journeys

table. By clicking the header on the

All Journeys

table, you can sort the data in a meaningful order for analysis, such as:

Alphabetically

Chronologically

Logically

You can click the

Resources

icon on the top-right corner of the page that has links to:

Journeys Templates

Manage Category Types

Workday Administrator Guide (Journeys topics)

What's New Report in Workday (Release Notes)

Journey Details

You can enter these journey details when you click either

Explore Templates

Build your Journey

Journey Name

(Required): Name of the journey. Only journey administrators can see this field.

Journey Description

: The description doesn't display to recipients. Only journey admins can see this field.

Recipient Type

: Selects either worker or student.

Journey Category

: Defines the type of journey. Select an existing category or create new to group similar journeys which enables administrators to configure segmented security in their tenants, and allows for the reusability of step groups in a journey category. You can:

Select a journey category you want to distribute, then select the the

Distribute

option from the right-click menu.

The

Journey Category

and

Journey Builder

fields are automatically pre-filled. You have the option to manually fill in the information if you want to modify it.

Journey Category Type

: Enables administrators to assign and classify categories from the Workday-delivered category types.

Functional Area

: Assists with reporting for a customer tenant when optionally used for journey categories.

Journey Editor

You can create your

Step Groups

and

Steps

that you want to include in a journey by:

Dragging and dropping

Steps

into your

Step Groups

Dragging and dropping to reorder your steps.

Configuring your steps in the Edit panel.

You can select either Admin View or Worker View tabs.

The editor displays the internal journey name field on the top-left side of the navigation panel. It also displays the Journey Category label that a specific journey is organized into.

Additionally, the journey name for recipients (Worker or Student) displays as

Untitled Journey

. You can navigate to the Edit panel and update the

Journey Name

for the intended recipient.

Select a short display name and description for your recipients.

Journey Preview

You can click

Preview

on a journey to preview what the journey looks like from the recipient's perspective before you distribute. You must meet the condition rules set for your journey before you can preview the journey. You can change who you preview as to meet the condition rules.

You can preview a journey by:

Clicking that journey and selecting the

Preview

option.

Selecting the worker or student whose journey experience you want to review.

You have the ability to customize the

Welcome Card Title

and

Welcome Card Message

for journeys. This allows you to set expectations or welcome an employee or a student to the journey they’re about to embark on.

The

Welcome Card Title

has a maximum character limit of 60, and the

Welcome Card Message

has a maximum character limit of 280.

Headline Metrics

You can select a journey in the All Journeys table and select

Metrics

to view these metrics for distributed journeys:

Distribution date and method.

Number of recipients to whom the journey was distributed.

Number of journeys that have been started but not completed, and those that have not yet been started.

Total number of journeys distributed.

Journey completion rates.

Additionally, these are the other reporting options you can consider:

View Journeys

- Delivered report that gives a Journeys overview for self-service end users to see all journeys distributed to them. Includes active journeys and past/completed journeys.

View All Journeys

- Delivered report that lists configured journeys and status (by recipient) for administrators.

You can cancel a

In progress

Journeys.

Custom Reports

- Build custom reports using the Journeys report data source and several report fields available on the journey business object.

Journey Settings

You can click

Settings

to access:

Option	Description
Journey Details	You can edit and view the Journey Name and Journey Description fields.
Journey Category Details	You can view: Journey Category Name Journey Category Description Recipient Type Journey Category Type Functional Area Journey Category Details fields are read only on the Settings tab in the journey editor. You can navigate to All Categories and select Edit Category on a category to update fields.

You must:

Limit step groups to 50 per journey.

Include no more than 100 steps per step groups.

Restrict condition rules to 50 per journey.

Option	Description
Step Group	Details you enter here are only visible to you. When you edit this field, Workday doesn't reflect the change in previously distributed journeys. Select step groups in the same category as the journey. Workday delivers step groups in the order that you define on the editor tab.
Step Group Name	Details you enter here are only visible to you. The name you enter in this field will change the step group.
Step Group Condition Rule	Details you enter here are only visible to you. You can select or create a journey condition rule to determine which step groups each recipient receives on distribution. Example: When hiring new managers, you can use condition rules to select only the step groups applicable to the correct organization and location for the managers. We recommend that you verify how condition rules operate in a test environment. Workday distributes any step groups without condition rules to all journey recipients.
Configuration Description	Details you enter here are only visible to you.
Step Group Display Name	Workday displays this name in distributed journeys. You can enter up to 500 characters, but Workday only displays the first 140 to recipients. You can repeat an existing step group name.
Step Group Description	Journey recipients can see this description. When you edit this description, Workday doesn't display the change in previously distributed journeys.

Journey Step Types

You can add these step types to your step groups and steps.

Option	Description
Article	You can search and add articles for your users. These must be articles stored within Workday. You can view the articles only if you have appropriate domain access to the Workday Help domain. To provide access to articles and learning content, enable the Help and Learning SKUs for your tenant.
Document	You can upload relevant documents for your users to view, download, and print on their journey steps. Workday supports these file formats: PDF DOC DOCX
Extend Cards	You can search and add extend cards for your users within the journey editor once a developer deploys an Extend app containing extend cards to the tenant. This allows you to bring in data from: Extend apps. 3rd party applications. You have to subscribe to the Workday Extend SKU to add extend cards as a step type on journeys. The Extend Cards step type is only available in the journey editor if an extend app has been deployed to your tenant.
Learning	You can search and add existing learning content for your users. Workday now automatically tracks Learning steps and marks them complete when a user finishes a course, lesson, or program. You can view the learning content only if you have appropriate domain access to the Workday Learning domain. Refer to the 2026R1 release notes Automated Learning Step Completion in Journeys for more details.
Link	You can configure all internal and external links in the journeys editor and maintain them in the Maintain Journey External Links task.
Report	You can search and add Workday-delivered or custom reports for your users. The reports open in a new tab, enabling users to access and run reports directly from their assigned journeys. Your users must have the appropriate domain access to view the report contents. Refer to the 2026R1 release notes Report As A Step Type for more details.
Task	You have access to any Workday-delivered tasks and open them in: A new tab. The journey context.
To Do	Enter plain text instructions for your users.
Video	Display an embedded video that your users can watch. To create a video directly from the journey editor, you can add a video step, then click Create Journey Video to upload a video from your computer or drive.

Due Dates on a Journey Step

You can add event-based and calendar-based due dates on Journey steps.

Option	Description
Event Date	Event Date based due dates are due in relation to an event, such as Journey Received Date/Time. You can configure a due date in relation to an event. You can configure a due date before or after an event takes place. Example: You select the Journey Received Date/Time event. You configure the due date 1 week after the event. When a worker receives the step on 2022-10-07, the due date is 2022-10-14. The Journey Received Date/Time event is the only event based due date available for student journeys.
Calendar Date	Calendar Due Dates configured by a Workday administrator aren’t specific to the time zone in which the due date is set, but it's the absolute date for every recipient. Example: You select 2023-01-01 as the calendar due date. The due date for your users is 2023-01-01.

Option

Description

Event Date

Event Date based due dates are due in relation to an event, such as Journey Received Date/Time. You can configure a due date in relation to an event. You can configure a due date before or after an event takes place.

Example: You select the Journey Received Date/Time event. You configure the due date 1 week after the event. When a worker receives the step on 2022-10-07, the due date is 2022-10-14.

The Journey Received Date/Time event is the only event based due date available for student journeys.

Calendar Date

Calendar Due Dates configured by a Workday administrator aren’t specific to the time zone in which the due date is set, but it's the absolute date for every recipient.

Example: You select 2023-01-01 as the calendar due date. The due date for your users is 2023-01-01.

To familiarize yourself with how due dates work, refer to:

Option	Description
Time Zones	Workday Journeys uses the recipient's preferred time zone to calculate due dates. This applies for Preview, Proxy, and calculations at distribution.
Due Date Calculation	Calendar Due Dates that's configured by a Workday administrator aren’t specific to the time zone in which the due date is set, but rather are the absolute date for every recipient. Example: If 12/5/2022 is selected as a due date: The step is due on 12/5/2022 GMT -07:00 for a user in GMT -07:00 The step is due on 12/5/2022 GMT +09:00 for a user in GMT +9:00