Automate Supplier Workflows
You can automate supplier workflows to standardize engagement activities and reduce manual tasks. Workday initiates these workflows based on criteria such as supplier risk level, segmentation, or third-party risk integration results. You can configure up to 20 workflows, with each containing up to 5 rules and 5 automated actions.
Workday initiates automation based on criteria like
- Supplier risk level, status, segmentation, or Workday status.
- Supplier category, group, or address country.
- Diverse or self-registered supplier status.
- Third-party risk integration results.
- Custom fields of all types
- Preferred supplier, onboarding form status, and commodity codes, and tags.
- Standard onboarding fields such as Purchase order issue option, shipping method, shipping terms, certificate of insurance date, Tax authority form type, tax document date, and tax country.
- Supplier classification and supplier classification additional fields.
- Review form title, review form status, risk score, auto risk score, and related dates.
- Performance review title.
- To use Third-party risk integration conditions, set up the integrations first. See Set Up OneTrust in Strategic Sourcing and Set Up EcoVadis in Strategic Sourcing. & D&B/Relish
When the workflow meets these conditions, Workday executes up to 5 automated actions, such as:
- Updating default supplier fields, including risk, status, and segmentation.
- Creating action items for specific users.
- Initiating third-party screenings.
- Automatically creating or rerunning supplier forms
- Updating a custom field
- Running D&B Screening,, or OneTrust Screening.
- Adding a performance review.
- Adding a form and auto publishing it Finalizing a supplier review form or onboarding form and closing the project.
Finalize Supplier Review Form and Close Project
doesn't run when a supplier review form has multiple suppliers. When a supplier has multiple custom forms, Workday finalizes all custom forms. When a standard onboarding form isn't finalized, Workday finalizes custom forms but doesn't close the project.Date-based workflow scheduling
Workday runs a daily job to evaluate date-based workflow conditions so workflows can trigger when a date condition is met, without a supplier profile change.
Date fields in scope include:
- Custom field dates
- Certificate of insurance dates
- Diversity classification additional field dates
- Tax document dates
- Review form dates
- Response submitted dates
- Performance review scorecard completion dates
Workflow maintenance
Workday deactivates a workflow when a configured condition or action becomes invalid, such as when a referenced custom field, tag, or template is removed.
Workday displays more descriptive error messages in workflow configuration and supplier activity history when an action can't run.
- Navigate to
- ClickCreate New Workflow.
- Enter a workflow name and description.
- ClickEdit Rulesto define the criteria that initiate the workflow.
- ClickEdit Actionsto select the automated responses when conditions are met.
- Activate Workflow.
- ClickSave.