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Administrator Guide
Last Updated: 2025-12-12
Create a Journey in the Journeys Workspace

Create a Journey in the Journeys Workspace

  • Configure the
    Journey Distribution
     business process and security policy in the Journeys functional area.
  • Security:
    Manage: Journeys Builders
     domain in the Journeys functional area.
The Journeys Workspace enables you to:
  • Centralize the administrator experience.
  • Create and manage journeys.
  • View journey metrics on current distribution information for all your journeys.
  • View metrics for individual journeys and specific steps.
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.
  1. Access the
    Journeys Workspace
     report.
  2. Click
    Create Journey
     to enter the required information.
    You can select:
    • Start from Templates
       to customize journeys from the Workday-delivered templates.
    • Blank Journey
       to build journeys from scratch on the journey builder.
  3. Drag and drop step groups and journey steps into the journeys.
  4. Complete these options for your users:
    Option
    Description
    Step Group
    Select step groups in the same category as the journey.
    Workday presents step groups in the order that you define on the editor tab.
    You can have up to:
    • 50 step groups per journey.
    • 100 steps per step group.
    Step Group Name
    Details you enter here are only visible to you. Use this field to organize your journey configuration across builders.
    Step Group Condition Rule
    Details you enter here are only visible to you.
    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 an implementation tenant. 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.
    When you edit any of the fields in Step 4, Workday doesn't reflect the change in previously distributed journeys.
  5. Complete these step types for your users:
    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.
    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 within Workday.
    You can view the learning content only if you have appropriate domain access to the Workday Learning domain.
    Link
    You can configure all internal and external links in the journeys editor and maintain them in the
    Maintain Journey External Links
     task.
    Task
    You have access to any Workday-delivered tasks and can 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.
  6. (Optional) Select or create a condition rule for a step group or step on the
    Step Group Condition Rule
     prompt, in the
    Edit Step Group
     section.
    Condition rules enable you to customize the content based on role, location, or organization. Workday evaluates condition rules first at the step group level and then at the step level. You can add a maximum of 50 condition rules to a journey.
  7. Drag step types > steps into step groups.
    You can:
    • Reorder the steps using a mix of required and recommended steps.
    • Configure the steps on the right hand side panel.
  8. (Optional) Upload an image for your journey's welcome image, step groups, and steps in the journeys editor.
    Images must be:
    • GIF, JPG, JPEG, or PNG file types.
    • 630 by 630 pixels or higher resolution.
    • Smaller than 10 MBs.
    • (Recommended) 16:9 aspect ratio for steps and 20:7 aspect ratio for the welcome page and step groups.
  9. (Optional) Add due dates to each journey step.
  10. Select a due date option from the
    Add Dates
     tab:
    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 2025-11-07, the due date is 2025-11-14.
    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 2025-11-11 as the calendar due date. The due date for your users is 2025-11-11.
  11. Click
    Check for Errors
     to validate your journey.
  12. Click
    Preview
     to view your journey and then click the change button to preview the journey as different user types.
    You can view the journey as different user types.
  13. Click
    Distribute
     to distribute the journey (Ad-Hoc) to your users.
    To distribute, you must configure the
    Journey Distribution
     business process definition and security policy in the Journeys functional area.
  14. Additionally, you can distribute journeys through multiple distribution methods.
    • Business Process (BP): Distributes up to a maximum of 1 recipient.
    • MOM: Distributes up to 50,000 journeys.
    • Journeys Self-Service toggle: Allows you to turn self-service for a journey. Your users can discover and self-distribute in journeys you publish.
    • Journeys v1 REST web service: Enables you to distribute through an API.
  15. Select
    Settings
     to view the current configuration of
    Journey Details
     and
    Journey Category
     details.
    You can configure
    Journey Manager Access
     on the Settings page.
Workday:
  • Displays the journey on recipient's home pages in the
    Awaiting Your Action
     section.
  • Displays the
    View Journeys
     report for users with multiple journeys.