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Last Updated: 2025-10-31
Set Up Users

Set Up Users

Create users.
In Contract Management and Document Intelligence, you can:
  • Manage users from the Admin Console.
  • Manage users with a simple Excel template.
  • Edit and deactivate existing users.
You can use the
Import Users
 and
Export Users
 options to:
  • Identify users who need their data updated.
  • Perform periodic reviews of users.
  • Provide information to other systems and coworkers in the organization.
  • Remove users.
You can’t deactivate users with single sign-on in Contract Management and Document Intelligence.
  1. Click
    Admin
    .
  2. Click
    Users
    .
    1. On the
      Users
       tab, add and remove users and set up access control features. See Manage Roles and Manage Departments
  3. Select
    New User
    .
  4. From the related actions menu of a user, select:
    • Edit user
    • Deactivate user
    • Reset password
    In Contract Management and Document Intelligence, you can assign a role to the user to grant permissions. See Manage Roles for more information.
  5. (Optional) To export a user list to Excel, click
    Export Users
    .
  6. (Optional) To make bulk user changes and additions, click
    Import Users
    .
    We recommend that you export and save a separate copy of your current users list before performing bulk import actions. This gives you a restore point to go back to should an error arise during your user list import.
    You can work from an exported user list you have been editing and updating, or you can download a blank user import template using the link on the
    Import Users
     page. As you complete the template, consider:
    Option
    Description
    User ID
    This is a unique number assigned to a user. Leave this option blank for new users, as Workday assigns a unique number upon import.
    Department
    • Enter the existing department you want this user to be assigned.
    • When you need to assign the user to multiple departments, use a semicolon to separate them. Example: Legal;HR.
    • When you need to assign the user to a sub-department, use a double forward slash to separate them. Example: Enter HR//Recruitment to assign a user to the Recruitment sub-department of HR.
    • If the department or sub-department is not already in your workspace, Workday creates it upon import.
    • Complete the user import with departments set up before configuring SSO.
    Status
    Enter the desired status for the user account. For new users, leave the Status column blank. Upon import, Workday sets their Status to Pending until they sign in for the first time