Edit Business Processes

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Security: These domains in the System functional area:

Business Process Administration

Manage: Business Process Definitions

Workday's default business processes are delivered definitions and can be customized to meet your needs. Default business process definitions contain recommended steps and basic configuration. When a business process doesn't have a default definition, you can use the

Create Business Process Definition (Default Definition)

task to create and configure the default definition.

You can change a business process definition when you need a workflow that's different from the default business process definition. You can base custom business processes on a configurable condition rule or for a specific organization.

To customize business process definitions, you can either:

Change the default definition.

Copy and change the default definition.

When you edit a default business process definition and use it for all organizations, you might need to add many customizations, which can make the business process complex and hard to maintain. Workday recommends that you copy default business process definitions and change them for each of your organizations. This enables you to better organize different business process definitions in your tenant that meet your business needs.

When you edit a business process definition with a future effective date and add a new step, the

Audit Trail Report

might display an audit trail entry with the step name and some details on the report as

step-

Example: Today is 2020-07-15. You add a new
Approval
step to a business process definition with a future effective date of 2020-07-30. When you view the

Audit Trail Report

, you'll see an audit trail entry for the new Approval
step and you might see some details as

step-

on the report.

For optimal business process performance, Workday recommends that you limit the number of steps on a business process definition.

We support a maximum of 72 consecutive, non-manual steps on a business process. A non-manual step is a step that's automatically processed by the system without user interaction. Example: Not required steps, an Integration
step, or a Report
step. If you have business processes with 72 consecutive, non-manual steps, Workday recommends that you evaluate the business process definition to reduce the number of these consecutive steps or configure a rule-based business process definition with conditional steps.

Select

Business Process

Edit Definition

from the related actions menu of the business process.

Select an

Effective Date

for when the business process definition changes take effect.

Select a

Due Date

to reflect the elapsed time from business process initiation to completion.

(Optional) In the

Suppress Channels for Notifications

prompt, select the notification channel to suppress from sending custom and system business process notifications.

When you select the

Mobile Push Notifications

prompt option, Workday doesn't send a push notification for any custom and system notifications associated with events for the business process definition.

We display the

Suppress Channels for Notifications

prompt on business process definitions regardless of whether you configured push notifications on the

Edit Tenant Setup – Notifications

task.

As you complete the task, consider:

選項	說明
Time Zone	You can enter a time zone when you select the Business Process Configuration Time Zone check box on the Edit Tenant Setup - System task. When you select: The current date, the changes take effect immediately. Users in other time zones see the changes immediately. A future date, the changes take effect at midnight on the specified date. Users in other time zones see the changes at the corresponding date and time in their time zones. A past date, the changes take effect at 23:59:59 on the specified date. Users in other time zones see the changes at the corresponding date and time in their time zones.
Order	Enter 1 or more letters to define the workflow of the business process. The Initiation step is a , and you can’t have another step with the letter a . When you save the business process definition, Workday sorts the business process steps alphabetically. Workday enforces the English language for workflow step display and processing.
Parallel Step Order in My Tasks	In each step with the same order, enter 1 or more letters to control the order in which parallel steps in a business process display in My Tasks relative to other parallel steps. Example: On the business process definition, the business process administrator sets up parallel steps in this order: ca cb cc Workday displays the tasks in My Tasks in the opposite order specified in the business process definition if you sort your My Tasks by Newest on Top . The older task (or the next task) is at the bottom of My Tasks, and newer tasks display at the top. To match the parallel step order with the order in which the tasks display in My Tasks, sort your My Tasks by Oldest on Top .
Type	Certain step types also require an entry in the Specify column. Additionally, the Batch/Job and Integration step types require that you specify a user ID in the Run as User column. When you select Consolidated Approval , you must complete the approval configuration. You can complete the approval configuration after you finish editing the business process. From the related actions menu of the step, select Business Process Configure Consolidated Approval . When you select Approval Chain or Consolidated Approval Chain , you can configure the step to route by organization hierarchy instead of by management hierarchy (position-based routing). You can't change the step type of existing steps when you edit a business process definition. If you want to change the step type, you can remove the step and add a new step with a new step type.
Specify	Select the appropriate action for the step type.
Optional	Recipients don't have to complete optional steps. The notification message contains a link that the recipient can click to skip the step. The recipient must either skip or complete an optional step to move the process to the next step. When a recipient saves an optional step for later, the recipient can skip that step. When you set up a notification on an optional step, Workday sends a notification to whomever is configured on the custom notification if the recipient skips the step. You can use the Step Skipped report field to create a condition rule to prevent Workday from sending notifications for skipped steps.
Group	Specify the security groups responsible for this step. Workday displays security groups that the security policy enables. When the step is an Action step that initiates another business process, the available security groups are defined by the security policy of the subprocess. You can route certain business process steps to organization roles on either the current organization or a proposed organization. When you add an approval chain step and configure the step to route by organization hierarchy, you can only select constrained role-based security groups.
Routing Modifier	Select a routing modifier. Workday displays this column only if the business process has step types that support routing modifiers. You can use specific group routing for any business process step type if the security group has supervisory organization enabled for the assignable role on the Maintain Assignable Roles task.
All	Select when everyone in all of the specified security groups must complete the step.
Due Date	You can set a due date for the business process as a whole, or on each business process step. Set a due date for the step. This is the elapsed time from when the step starts until the step is complete. For users located in time zones of UTC-1 or greater, Workday displays the step’s due date in their local time zone. To determine the due date, we use the end of day (23:59:59) in the Pacific Time Zone (UTC-8) of the system and convert the due date to the user's local time zone. Workday displays the user’s local time zone for the due date in the: Awaiting Your Action section on the Workday Home page. My Tasks item. My Tasks item’s Process History . Up Next message. You have submitted dialog box. Due Date column on the View Event page. This doesn’t apply to users located in time zones of UTC-2 or less. We display the due date in Pacific Time. For due dates that Workday calculates in units of days, Workday uses rule-based calendars you configure on the business process definition to calculate the due date. For business process definitions that don't use a rule-based calendar or calculate the due date in units of days, Workday calculates due dates in consecutive days. When a business process runs as a subprocess, Workday uses the rule-based calendars configured on the business process definition of the subprocess. It doesn't use the rule-based calendars on the parent business process.
Due Date Is Based On Effective Date	You can set a due date for the business process as a whole, or on each business process step. Select the check box for Workday to calculate the step due date based on the effective date of this business process instance. Otherwise, Workday calculates the due date from the moment the prior step completes. Example: The date a pay raise takes effect or the starting date for a new employee can be weeks after the business process completes. If a business process step is configured with a Due Date and the Due Date Is Based On Effective Date check box is also selected on the step or the business process definition as a whole, Workday might add 1 additional day to the due date based on how the system persists the effective date of the business process.
Do Not Advance	Select this check box to mark certain steps of manually advanceable business process types as Do Not Advance . If selected, an event cannot be advanced from or through a step that is marked as Do Not Advance . You can use this feature to reduce the risk of issues that may arise due to users manually advancing steps to completion. Note: This functionality is only available for steps that you can assign to a security group. Steps that you can't assign to a security group, with the exception of a Report step, can't be marked as Do Not Advance .

Changes you make to a business process definition of a parent organization affect any subordinate organizations that don’t have their own custom business process definition.

When you edit a subprocess definition, the changes don't display in the

Audit Trail Report

for the parent business process. However, when you clear or select the

Use Subprocess Initiation Date

check box on a business process definition that's tagged for auditing, you might see additional entries in the

Audit Trail Report

After you finish editing the business process, you can further customize your business process definition such as configuring:

Advanced routing on Approval
, Consolidated Approval
, and To Do
business process steps. From the related actions menu of the step, select

Business Process

Maintain Advanced Routing

Organization-based routing on Approval Chain
and Consolidated Approval Chain
steps. From the related actions menu of the step, select

Business Process

Maintain Advanced Routing

. Then, select the

Organization-Based Routing

check box.

Step delay on business process steps. From the related actions menu of the step, select

Business Process

Maintain Step Delay

An Action
step to trigger validation conditions when reviewers add additional approvers on the business process step. From the related actions menu of an Action
step, select

Business Process

Maintain Step Conditions

. Then, select the

Enable Validation Conditions for Add Approvers

check box.

A step as a Completion
step. From the related actions menu of the step, select

Business Process

Set as Completion

. We display

Yes

in the

Complete

column on the business process definition.

Custom notifications that trigger on any business process step, or on the status of the business process as a whole. You can also delay when a custom notification is sent by configuring a notification delay on your business processes. From the related actions menu of a business process definition, select

Business Process

Add Notification

Hide business process history details from the person associated with the business process, such as an internal employee. Access the business process security policy and select the

Hide Process History from Person

check box. Then activate the pending security policy change.

The hide business process history functionality doesn't work with model component business processes that you create in Workday Extend.