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Administrator Guide
Last Updated: 2024-03-08
Example: Route Application Evaluations to Admissions Counselors

Example: Route Application Evaluations to Admissions Counselors

This example illustrates 1 way to route application evaluations to individual reviewers.
At Alma Mater University (AMU), admissions counselors evaluate the applications in the application pools that they're assigned to. For the Fall 2024 semester, the admissions counselor for applications to:
  • The Biology program is Alonzo Brown.
  • The Computer Science program is Elyse McDonald.
You need to configure Workday to route application evaluations to the appropriate admissions counselor.
  • Create an application grouping called
    AMU Undergraduates: Fall 2024
     with these application pools:
    • Biology: Fall 2024
      , assigned to Alonzo Brown.
    • Computer Science: Fall 2024
      , assigned to Elyse McDonald.
  • Security:
    • Business Process Administration
       domain in the System functional area.
    • Manage: Application Groupings
      domain in the Admissions functional area.
    • Manage: Business Process Definitions
      domain in the System functional area.
    • Security Configuration
       domain in the System functional area.
    • Set Up: Assignable Roles
       domain in the Organizations and Roles functional area.
  1. Access the
    Maintain Assignable Roles
     task.
    1. Add a row to the table.
    2. Enter or select these values, and leave all other fields blank:
      Field
      Value
      Role Name
      AMU: Student Application Pool Partner
      Enabled for
      Application Pool
      Is Leader / Is Supporting
      None of the above
      Assigned/Reviewed by Security Groups
      Security Administrator
    3. Click
      OK
       and
      Done
      .
  2. Access the
    Create Security Group
     task.
    1. Enter or select these values:
      Field
      Value
      Type of Tenanted Security Group
      Role-Based Security Group (Constrained)
      Name
      AMU: Application Pool Reviewers
    2. Click
      OK
      .
    3. Enter or select these values:
      Field
      Value
      Assignable Role
      AMU: Student Application Pool Partner
      Access Rights to Organizations
      Applies To Current Organization And Unassigned Subordinates
      Access Rights to Multiple Job Workers
      Role has access to the positions they support
    4. Click
      OK
       and
      Done
      .
  3. From the related actions menu of the
    Admissions Evaluation Event
     business process, select
    Business Process Policy
    Edit
    .
    1. In the
      Security Groups
       field for the Admissions Evaluation action step, select
      AMU: Application Pool Reviewers
      .
    2. Click
      OK
       and
      Done
      .
  4. Access the
    Activate Pending Security Policy Changes
     task.
    1. Enter this comment:
      Granted the AMU: Application Pool Reviewers security group permissions to the Admissions Evaluation step on the Admissions Evaluation Event business process policy.
    2. Click
      OK
      .
    3. Select the
      Confirm
       check box.
    4. Click
      OK
      .
  5. From the related actions menu of the
    Admissions Evaluation Event
     business process, select
    Business Process
    Edit Definition
    .
    1. In the
      Effective Date
       field, select today's date.
    2. Click
      OK
      .
    3. Add a row to the
      Business Process Steps
       table.
    4. Enter or select these values, and leave all other fields in the row blank:
      Field
      Value
      Order
      b
      Type
      Action
      Specify
      Admissions Evaluation
      Group
      AMU: Application Pool Reviewers
    5. Click
      OK
       and
      Done
      .
  6. Access the
    View Application Grouping
     report.
    1. In the
      Application Grouping
       field, select
      AMU Undergraduates: Fall 2024
      .
    2. From the related actions menu of the
      Biology: Fall 2024
       application pool, select
      Roles
      Assign Roles
      .
    3. In the
      Effective Date
       field, select today's date.
    4. Click
      OK
      .
    5. In the
      Assign Roles
       table, add a row.
    6. Enter or select these values:
      Field
      Value
      Role
      AMU: Student Application Pool Partner
      Assigned To
      Alonzo Brown
    7. Click
      OK
       and
      Done
      .
    8. From the related actions menu of the
      Computer Science: Fall 2024
       application pool, select
      Roles
      Assign Roles
      .
    9. In the
      Effective Date
       field, select today's date.
    10. Click
      OK
      .
    11. In the
      Assign Roles
       table, add a row.
    12. Enter or select these values:
      Field
      Value
      Role
      AMU: Student Application Pool Partner
      Assigned To
      Elyse McDonald
    13. Click
      OK
       and
      Done
      .
When an application to the Biology program for Fall 2024 is ready for evaluation, Workday sends a task to Alonzo Brown's
My Tasks
. When an application to the Computer Science program is ready, Workday sends a task to Elyse McDonald's
My Tasks
.