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Administrator Guide
Last Updated: 2026-07-24
Set Up BP Optimize Agent

Set Up BP Optimize Agent

You might need to take additional steps to enable this feature based on your organization's subscription service agreement. Your organization is either on the Main Service Agreement (MSA) or the Universal Main Service Agreement (UMSA). To determine your organization's subscription service agreement:
  1. Select your profile avatar on Workday Community.
  2. Select
    Profile
    .
  3. On your profile page, select your organization's name, which is beneath your name and next to your job title.
  4. View your
    Subscription Service Agreement
     value.
If the value is:
UMSA is required for non-production and production tenants for Workday-Built agents. UMSA is not required for non-production tenants for self-built agents.
For information about how using agents impacts your Flex Credits, see: Workday Flex Credits Community page.
You must register and activate the BP Optimize Agent in production before you can use it in your sandbox tenant. After you activate the agent in your production tenant, allow up to 24 hours for the system to process the changes before you try to activate the agent in your sandbox.
  • Security: These domains in the System functional area:
    • Reports: AI Agent Security
    • Business Process Administrator
    • BP Optimize Agent
    The
    BP Optimize Agent
     domain inherits security from the
    Business Process Administrator
     domain. To customize access for your organization, you can override the inheritance and use the
    BP Optimize Agent
     domain.
  • (Optional) The BP Optimize Agent includes an optional ML Data Contribution feature, labeled
    BP Optimize Agent
    , for UMSA customers. This feature grants Workday access to agent traces, which are generated based on user prompts within the Workday agent chat. It's enabled by default for organizations with UMSA enabled. However, you can manually opt out.
You can register, configure, and activate the BP Optimize agent in Workday using the
Agent Management Hub
.
Review these current requirements and limitations before you set up the BP Optimize Agent:
  • Eligibility:
     To use the agent, your tenant must be in the US, EU, or limited UK-based tenants that generate 2 million or fewer transactions per month. The BP Optimize Agent is not available to customers with UK-based tenants that are subject to strict data processing requirements that prevent Workday from processing customer data outside of the UK.
  • Supported Environments:
     You can use the agent in production and sandbox tenants. To use the agent in a sandbox tenant, you must first activate it in production, which requires Flex Credits.
  • Configuration and Cost:
     During setup, you must configure the agent by selecting your product lines and a lookback period. Currently, you can’t change the lookback period after you submit. Note that these settings dictate your analysis scope and affect your Flex Credit usage, which can incur additional costs.
  • Product Line Considerations:
     When selecting product lines, note these system behaviors:
    • Model Business Processes:
       These are included in the
      Platform and Product Extensions
       product line.
    • Shared Business Processes:
      When a business process spans multiple product lines, you only need to select one of those associated product lines to bring that business process into the agent's scope. You don't need to select all of them.
    • Configuration Updates:
       When Workday adds a new business process type to an existing product line, or when a product line's associations change, the BP Optimize Agent doesn't automatically apply these changes to your existing configuration.
    • Lookback Period:
       Carefully consider your lookback period selection. After you submit your initial configuration, you can modify your product lines using the
      Reconfigure BP Optimize Agent
       task, but you currently can't change your lookback period.
  • Language Support:
     Currently, the BP Optimize Agent only supports English. If a user's language is set to French, for example, the agent will default to English.
  • Excluded steps:
     The agent excludes any step configured after the
    Completion
     step. It considers a business process complete even if the workflow progresses beyond this step.
  1. Access the
    Agent Management Hub
     report.
  2. Select the
    Unregistered Workday Agent
     tab.
  3. For the
    BP Optimize Agent
    , click
    Register
    .
  4. Select the
    Confirm
     check box, and then click
    OK
     to complete the registration.
    Workday moves the
    BP Optimize Agent
     to the
    Agent Registry
     tab.
  5. Select the
    Agent Registry
     tab and then click the
    BP Optimize Agent
     name to configure the agent.
  6. From the agent's profile view, click
    Configure Agent
    .
  7. From the
    Additional Configuration
     column, click the Configure BP Optimize Agent link to configure your analysis scope and select a
    Lookback Period
     and
    Product Lines
    As you make your selections, the configuration summary page displays dynamic
    Estimated Initial Flex Credits
     and
    Estimated Flex Credits for Subsequent Months
     to help you budget. Carefully review your lookback period selection because you currently can’t change it after you submit.
  8. From the
    Status
     column, make the
    Process Improvement
     skill available by sliding the toggle.
  9. From the
    Available To
    prompt on the
    Process Improvement
     skill row, in the System functional area, select either:
    • The
      Business Process Administrator
       domain.
    • The
      BP Optimize Agent
       domain if you have customized it.
    The security groups that you select in the
    Available To
    prompt must also have permissions to the domain or business process security policies that secure the agents. You can use the
    View Security for Agent Skill
     report to assist with your agent configurations.
  10. Click
    OK
    .
  11. From the
    Agent Registry
     tab, click the
    BP Optimize Agent
     and click
    Activate Agent
    .
  12. Select the
    Confirm
     check box and then click
    OK
    .
After data ingestion completes, which can take up to 48 hours, workers in the
Business Process Administrator
 security group can access the BP Optimize Agent from the dashboard and from the Workday agent chat bubble icon to:
  • Analyze and visualize business process performance metrics and execution trends.
  • Compare your company’s performance against peer benchmarks for industry, region, and company size.
  • Identify bottlenecks, anomalous execution patterns, and their root causes.
  • Get tailored, actionable recommendations to optimize your business processes.
  • Always review and verify the accuracy of AI-generated insights and recommendations before making configuration changes to your business processes.
  • When you have more than 1 agent configured, you might need to access the agent chat and select the BP Optimize Agent from the agent menu.
  • After your initial onboarding, data ingestion occurs automatically on the first day of each month. The agent processes the previous month's historical event data so those new insights and recommendations become available. This ongoing monthly processing consumes Flex Credits.
To update your product lines after your initial setup, you can use the
Reconfigure BP Optimize Agent
 task in the Agent System of Record (ASOR). Note these system behaviors when reconfiguring the agent:
  • Lookback Period:
     You currently can't change your lookback period after your initial activation.
  • Timing and Effective Date:
     Product line updates take effect on the first day of the next month. To ensure that Workday successfully registers your changes in time for the new month, we recommend submitting your updates at least one day before the last calendar day of the current month.
  • Historical Data for New Product Lines:
     When you add new product lines, the agent only analyzes data from the immediately prior month. It doesn't apply the historical lookback period you selected during your initial activation.
  • Flex Credit Estimates:
     The configuration summary page dynamically displays an
    Estimated Monthly Difference
     to help you budget. If you reduce your product line selections, this estimate can be a negative number, which indicates a decrease in your expected ongoing monthly usage. Workday rounds the Estimated Monthly Difference up to the nearest 100.
If you no longer want to use the BP Optimize Agent, you can deactivate the Process Improvement skill from the Agent Management Hub. When you deactivate the agent or skill, Workday initiates these actions:
  • Automatic Data Purge: Workday automatically deletes your tenanted data, including agent configurations in ASOR and business process recommendations, 21 days after deactivation. We do not purge your billing data.
  • Reactivation Within 21 Days: When you reactivate the agent before the 21-day threshold, Workday restores your previous settings and insights. We automatically analyze your data for any missed periods during the deactivation. This analysis might consume Flex Credits if it includes new data generated while the agent was inactive.
  • Reactivation After 21 Days: When you reactivate the agent after the 21-day threshold, your previous data is permanently deleted. You must configure the agent again as a new setup, which consumes Flex Credits.
  • To avoid consuming additional Flex Credits to reconfigure the agent and reanalyze data that your organization previously processed, we recommend adjusting your product line scope to keep the agent active instead of deactivating it.
  • To prevent Flex Credit consumption for the upcoming month, we recommend deactivating the agent at least 3 days before the last day of the current month. When the agent remains active on the first day of the new month, automatic data ingestion begins and consumes Flex Credits for that month.