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Administrator Guide
Last Updated: 2023-06-23
Create and Review a Student Document Distribution

Create and Review a Student Document Distribution

Security:
  • In the Action Items and Holds functional area, configure the:
    • Student Distribution Event
       business process.
    • Manage: Student Document Distribution
       domain.
  • View permissions on the
    Document Library
     domain in the System functional area.
Ensure that the:
  • Security group creating the distribution is the role-based security group configured for initiating the business process.
  • Document category is available to the security group creating the distribution.
You create a student document distribution, then you view the distribution. You send the documents included in the distribution to:
  • Specific students
  • Student populations from custom reports and saved searches
  • Student cohorts
Workday provides these data sources to create student populations for saved searches and custom reports:
Financial Aid Period Records
,
Academic Records
, and
Students
.
You can send the same distribution to another student population after a distribution job completes.
  1. Access the
    Create Student Document Distribution
     task.
  2. As you complete the task, consider:
    Option Description
    Name
    Enter a unique name for this distribution.
    Academic Unit
    Select the top-most academic unit or any of the institutions under it.
    Document Effective As Of
    The date the document is effective.
    Document
    Select the document you want the students to review.
    Security:
    Document Library
     domain in the System functional area.
    Workday creates documents using the
    Create Document
     task (secured to the System functional area).
    Workday derives document categories from Workday-delivered categories and from institutional categories.
    You must be in the allowed security group to view the document category.
    Signature Options
    Select if you want recipients to acknowledge the document or provide electronic signature.
    If you select the options, include instructions, a signature line, or a note acknowledging compliance or receipt.
    We don't support DocuSign or Adobe E-Signatures at this time.
    Add
    Click
    Add
     to add another document to the review.
  3. To access the
    Distribute Student Document
     task, click
    Distribute
     after you create the documents to distributes.
    The
    Distribute
     action initiates the business process. You can create a distribution and distribute it to your audience later. The
    Distribute Student Document
     task is also available through global search.
  4. As you complete the task, consider:
    Option Description
    Distribution Name
    Enter a unique name to identify the distribution event.
    You can reuse the same distribution in future to send to different student audiences.
    Distribute To
    Select from these options to distribute:
    • Students
      : Select 1 or more students.
    • Custom Report
      : Select from the reports that you have access to.
    • Saved Search
      : Select from the save searches that you've created.
    • Student Grouping
      : Select a student cohort at the institution you're creating the distribution for.
  5. When the task has completed, view the process details.
    Click
    Refresh
     to update the process. Review the process.
When Workday completes the job:
  • Access the
    View Student Document Distribution
     report and select the distribution you created.
  • Review the details of the distribution and its overall status.
  • Review the details for each recipient by clicking the number in the
    Recipients
     column.
Click
Distribute
 to send the distribution to a different student population.