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Administrator Guide
Last Updated: 2025-04-04
Configure Student External Site Accounts

Configure Student External Site Accounts

Context

When using Workday Student for recruiting and admissions, prospects use your external Workday-hosted site to create their accounts before submitting applications and taking other actions.
When using a third-party application for recruiting, you can configure Workday to create external site accounts:
  • When prospects submit their applications.
  • Later, once an admissions decision is published, a certain condition is met, or a period of time has passed.
  • Never for specific applicant populations or conditions.
When using a third-party application for admissions, you’ll still need to create external site accounts if you’re using Workday for:
  • Residency review, so that applicants can submit their residency review questionnaires.
  • Financial aid, so that applicants can complete financial aid action items.
  • Preliminary transfer credit evaluation, so that applicants can view required coursework before transferring.
When a policy for delayed account creation is in effect, Workday doesn't create accounts until the
Create External Account for Student Applications
 service step runs on the
Publish Application Grouping Event
 business process. This occurs once an administrator renders an admissions decision, all business conditions are met, and any step delays expire.
Workday doesn't support using the delay account creation policy for joint programs of study.

Steps

Configure how you want to create external site accounts when using a third-party recruiting or admissions application:
Option
Description
Steps
Instant account creation
Create external site accounts as soon as prospects submit their applications.
The Create External Student Site Account
 service creates accounts for all applications unaffected by a policy that delays account creation.
  1. From its related actions menu, edit the definition of the
    Student Application External Account Create Event
     business process.
  2. Add the
    Create External Student Site Account
     service step.
  3. Click
    OK
    , then
    Done
    .
Delayed account creation
Delay the creation of external site accounts:
  • Until an administrator renders an admissions decision.
  • Based on predetermined timelines or specific conditions.
Examples:
  • You want to delay account creation for finance majors to allow time for special processing.
  • You’re preparing to admit students for Fall 2025 while continuing to admit students for Summer 2025. You want to create accounts immediately for summer prospects while delaying account creation for fall prospects until their financial aid awards are available.
  1. Access the
    Maintain Delay Student External Account Creation Policy
     task.
  2. Choose a program of study or an academic unit and level for which Workday will delay the creation of external site accounts.
  3. Choose a policy and a policy definition for delaying account creation. (Security:
    Manage: Admissions Foundation
     domain in the Admissions functional area)
  4. (Optional) Add condition rules to the
    Create Student External Account
     business process definition to exclude certain applicant populations from creating external accounts. You can use report fields on the Student Application business object in your rules.
  5. From its related actions menu, edit the definition of the
    Publish Application Grouping Event
     business process.
  6. Add the
    Create External Account for Student Applications
     service step, then change its order to run after the
    Publish Application Grouping Decisions
     step.
  7. (Optional) Add a step delay that postpones the
    Create External Account for Student Applications service
     or any other step based on report fields on the Application Grouping business object. See: Maintain Step Delay.
  8. Click
    OK
    , then
    Done
    .
Fast Path review
Review applications for Fast Path programs of study to prevent automatic matriculation of international applicants or those with criminal convictions or academic disciplinary actions.
When an application is flagged for Fath Path review, Workday cancels the
Student Application Fast Path Event
 business process. After reviewing the application, you can:
  • Render an admissions decision.
  • Cancel it.
  • Withdraw it.
  1. Access the
    Maintain Delay Student External Account Creation Policy
     task.
  2. Choose a Fast Path program of study or an academic unit and level that offers Fast Path programs of study.
  3. Choose a policy and a policy definition for delaying the creation of external site accounts. (Security:
    Manage: Admissions Foundation
     domain in the Admissions functional area)
  4. From its related actions menu, edit the definition of the
    Student Application Fast Path Event
     business process.
  5. Add the
    Flag for Fast Path Application Review
     service step, then change its order to run after the
    Reconcile Student Applicant
     step.
  6. Click
    OK
    , then
    Done
    .
No account creation for certain populations
Prevent the creation of external site accounts for a specified group of applicants.
Example: Don’t create accounts for non-degree applicants.
  1. From its related actions menu, edit the definition of the
    Create Student External Account
     business process.
  2. Add condition rules that use report fields on the Student Application business object to exclude certain applicants from creating external site accounts.
    Example: Use an exclude condition where the primary program of study is a non-degree program.
  3. Click
    OK
    , then
    Done
    .
No account creation for any populations
For institutions that don’t need external site accounts created, prevent the creation of accounts for all applicant groups.
If the
Student Application External Account Create Event
 business process and security policy are enabled, remove the service step for account creation.