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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Distribute Documents for Students

Steps: Set Up Distribute Documents for Students

Workday gives you the flexibility to send documents to students for review as and when needed. Students typically review documents during
Student Onboarding
 or
Continuing Student Registration Onboarding
. However, at times, you might need to send documents to students that they must acknowledge outside the business process.
Configure the
Student Distribution Event
 business process to distribute documents to students ad hoc. You can distribute documents to a student, or to a student population you define using saved searches, custom reports, or student cohorts. Configure the business process to create, edit, and review a distribution.
Workday also provides the Document Distribution report fields that you can use in condition rules and custom reports.
You have the option to configure the apply holds and remove holds steps on the business process. Workday applies the hold on students and removes the hold only when the student reviews the distributed document.
  1. Configure the
    Student Distribution Event
     business process and security policy in the Action Items and Hold functional area.
    • Ensure that the appropriate users or groups have permissions to create and view distributions and review documents on the business process.
    • Only those users in the security group for initiating actions can initiate the document distribution process.
    • Configure approvals. See Concept: Approval Step.
  2. Select
    Business Process
    Edit Definition
     on the
    Student Distribution Event
     business process.
    See Edit Business Processes.
  3. Ensure that the
    Review Documents
     task is a step on the business process.
    To assign the step to a student, configure the
    Student as Self
     security group for the security policy.
  4. (Optional) Configure the
    Apply Student Hold
     and
    Remove Student Hold
     service steps on the business process.
    Ensure that the
    Remove Student Hold
     step is after the
    Review Documents
     step completion.
    Workday provides these report fields on the
    Distribution Event (Abstract)
     business object:
    • Any Reviewed Document Has Attachment
    • Document Categories
    • Documents to Review
    Use these report fields to create condition rules on the business process for applying holds related to reviewing documents.
  5. Edit Domain Security Policies.
    Configure the
    Manage: Student Document Distribution
     domain in the Action Items and Holds functional area. The domain secures the:
    • Create Student Distribution
       task and
      Edit Student Distribution
       tasks.
    • View Student Distribution
       report.
  6. (Optional) Configure Student Documents.
    After the student reviews a document, it is on the
    Reviewed Documents
     report on the student's profile. Ensure that the student is able to view the reviewed document.
  7. Activate Pending Security Policy Changes.
  8. (Optional) Create Custom Reports.
    Security:
    Custom Report Creation
     domain in the System functional area.
    Workday provides these data sources to create student populations for saved searches and custom reports:
    • Academic Records
    • Financial Aid Period Records
    • Students
    Workday also provides these report fields on the
    Academic Record
     business object:
    • Continuing Student Onboarding Events
    • Student Onboarding Events
    Use these report fields to create custom reports and condition rules.