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Administrator Guide
Last Updated: 2025-09-19
Set Up Intelligent Intake

Set Up Intelligent Intake

  • Subscribe to Innovation Services.
  • Security: Set Up: Intelligent Intake and Self-Service: Intelligent Intake security domains.
You can configure Intelligent Intake to define procurement paths using natural language. You define routing rules that use AI to understand user queries and direct them to the correct procurement path, such as a Workday task, an external URL, or a custom text response.
  1. Access the
    Maintain Innovation Services Data Selection Opt-In
     task and select
    Spend Management Machine Learning GA.
  2. Select the
    Opt In
     check box for Intelligent Intake and click OK.
    New customers with a uMSA contract are automatically opted in. Existing customers might need to subscribe to Innovation Services to use this feature.
  3. Enable the
    Set Up: Intelligent Intake
     security domain and update the security policy permissions. This domain grants access to configure Intelligent Intake.
    This domain only allows unconstrained and user-based security groups.
  4. Enable the
    Self-Service: Intelligent Intake
     security domain and review the security policy permissions. This domain enables users to access the Intelligent Intake landing page.
  5. Access the
    Intelligent Intake Setup
     task to create a routing table.
  6. Click
    Maintain Routing Rules
     to add a rule.
  7. Configure the rule:
    Option Description
    Route Name
    Enter the name of the route.
    Route Description
    Enter a detailed description of the route using natural language. Providing more detail increases the accuracy of the AI routing.
    Route Option
    Select the destination for the route: a Workday Task, an External URL, or a Custom Text Response.
    Quick Link
    Select this check box to display the route as a clickable link on the Intelligent Intake landing page.
    To improve routing accuracy, consider these guidelines when writing the Route Description:
    • Write route descriptions in natural language. Providing detailed context improves the AI's routing decisions.
    • Avoid broad, generic or conflicting descriptions, which can lead to incorrect or inconclusive route suggestions.
    • Include specific terms, synonyms, and exceptions that requesters commonly use.
    • Use the testing playground to test your routing rules. If a search term provides an incorrect response, refine the relevant route description with more detail and test again.
    The following table provides an example of a less effective description compared to a recommended, more detailed description.
    Option Description
    Less Effective Description
    Requests for services or one-time purchases.
    Recommended Description
    Requests for services or one-time purchases, such as consulting services, legal services, temporary staffing, advertising and marketing services, maintenance and repair services, online subscriptions and data sets, custom software development, event planning and execution, specialized training, and capital equipment.
  8. Configure a fallback response to display a default message when a search query does not match any routing rules.
  9. Test different search terms in the testing playground within Intelligent Intake Setup to verify that Workday applies the routing rules correctly.
    If the routing rules in Intelligent Intake are not functioning as expected, refine your route description. Use clear, natural language and incorporate specific terms and synonyms that your end users commonly use within your industry. A more detailed and user-centric description significantly improves the system's ability to direct users to the correct tasks.
After you configure Intelligent Intake:
  • Inform requesters that they can use the new Intelligent Intake task as a centralized starting point for all procurement needs. You can also instruct requesters to add the task to their Apps menu for quick access from their homepage.
  • Review deployment considerations for routing rules that use external URLs. If you create a route to a Workday task using an external URL instead of the predefined Workday task option, you must manually update the URL when migrating configurations to a new tenant (e.g., from Sandbox to Production). Routing rules configured using the predefined Workday task option adapt automatically.