Steps: Maintain Requisition Access to Goods and Services

Understand segment-based security groups and segmented security.

Determine whether you need to restrict segments of data to groups of workers.

You can configure segment-based security to restrict availability of goods and services your workers can buy from suppliers during requisitioning. Workers can then access only what's enabled for their group.

Segmented security requires a lot of planning. With:

Security segments, included values can cross multiple segments or be mutually exclusive.

Security groups, workers can be part of one or more groups and have access to one or more security segments.

Create security segments for:

Spend categories and spend category hierarchies: Access the

Create Requisition Spend Category Security Segment

task.

Suppliers: Access the

Create Requisition Supplier Security Segment

task.

Supplier links: Access the

Create Supplier Link Security Segment

task.

Supplier contracts: Access the

Create Supplier Contract Security Segment

task.

Requesting entities: Access the

Create Procurement Requesting Entity Security Segment

task.

Workday bases segmented security on the user logged in to Workday, not the requester assigned to the requisition.

Security: Procurement Segmented Setup
domain in the System functional area.

Access the

Requisition Segment Security Configuration

report.

Define and review segmented security for requisitions all in 1 place by using this work area. Workers associated with the segment can select these values. Create enough segments to cover each unique security access requirement. Example: Create different segments for executives, managers, and employees. Workday recommends that you build from least to most restrictive.

Click the

Add Segment

button and select the type.

As you complete the selections, consider:

Field	Description
Spend Category and Spend Category Hierarchy	Controls the spend categories and hierarchies available on requisitions such as: Ad hoc goods and services (through the Request Non-Catalog Items link). Purchase item requisition lines (through the Search Catalog link). Project-based service requisition lines (through the Request Project-Based Services link). Hierarchies pull in all child hierarchies and their spend categories. Workday restricts purchase items through their association with spend categories and hierarchies.
Supplier	Controls the suppliers accessible on requisitions such as: Ad hoc requisition lines (through the Request Non-Catalog Items link). Purchase item requisition lines (through the Search Catalog link). Project-based service requisition lines (through the Request Project-Based Services link).
Supplier Links	Controls the supplier links accessible on requisitions when a worker clicks the Connect to Supplier Websites link on a requisition.
Supplier Contracts	Controls the catalogs accessible on requisitions (through the Search Catalog link). Select from the contracts with catalog items.
Requesting Entity	Controls the requisition header values that Workday populates from the requesting entity information. You can also use requesting entities to limit the view of items in the catalog to the associated entities.

Access the

Create Security Group

task.

Create the security groups to associate with the security segments if existing groups don't meet your business requirements. You can create groups based on criteria such as location, role, job, or organization. Or, you can assign specific users to a user-based security group.

Create Segment-Based Security Groups.

Edit Domain Security Policies.

Select the Procurement

Functional Area

Select the security policy.

Remove the All Users
default security group.

Add your segment-based security groups to restrict its members to the values included in their security segments.

Activate Pending Security Policy Changes.

Test the security policy changes.

Sign in as a different user for each segment and verify that they have access to only the items associated with their segment-based security groups. You can:

Test spend categories and suppliers by using the

Request Non-Catalog Items

link on a requisition.

Test spend categories, suppliers, and supplier order contracts by using the

Search Catalog

link on a requisition.

Test spend categories and suppliers by using the

Request Project-Based Services

link on a requisition.

Test supplier links by using the

Connect to Supplier Website

link on a requisition.

During requisitioning, workers can select from only the goods and services they're secured access to, based on the segment-based security groups to which they belong.

Spend categories segmented security
: Enable buyers with an IT role access to all spend categories, but restrict all other workers from accessing hardware.

Supplier segmented security
: Restrict controller access to IT suppliers, but enable buyer access to them.

Supplier links segmented security
:

Enable buyers in the western region to link to supplier sites in the west.

Enable buyers in the northeastern region to link to suppliers in the northeast.

Supplier order contracts segmented security
:

Enable workers in the west access to only the catalogs in the west.

Enable workers in the northeast access to only the catalogs in the northeast.

To delete security segments:

Use the

Delete Procurement Security Segment

task.

Remove the segment from the segment-based security group to which it belongs.

Concept: Security Groups