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Administrator Guide
Last Updated: 2024-12-13
Set Up Review Documents Steps

Set Up Review Documents Steps

Set up Adobe Sign or DocuSign eSignature integrations types.
Security: These domains in the System functional area:
  • Business Process Administration
  • Manage: Business Process Definitions
You can use
Review Documents
 steps to:
  • Set up document distribution as part of a business process.
  • Distribute documents for electronic signature.
It is not a requirement to add all documents on the business process definition to
Review Documents
 steps. If you don't add the documents, Workday won’t send them for review.
  1. Select
    Business Process
    Edit Definition
     from the related actions menu of the business process.
  2. Add a
    Review Documents
     step, if necessary.
  3. On the
    Review Documents
     step, click
    Configure Document Review
     to access the
    Configure Review Documents Step
     task.
  4. As you complete the task, consider:
    Option Description
    Time Zone
    When you select the
    Business Process Configuration Time Zone
     option on the
    Edit Tenant Setup - System
     task, you can enter a time zone.
    When you enter:
    • The current date, the changes take effect on the day of processing in the specified time zone. Users in other time zones see the changes at 00:00 (midnight) in the specified time zone.
    • A future date, the changes take effect at midnight on that date in the specified time zone and at the corresponding date and time in other time zones.
    • A past date, the changes take effect at 23:59:59 on that date in the specified time zone and at the corresponding date and time in other time zones.
    Document
    For the Workday default signature, you can use all file types that Workday generates.
    For Adobe Sign and DocuSign, you can only select documents configured as attachments and each selected document must have a unique name. Documents can't exceed the maximum number of pages or file size specified in your enterprise contract.
    eSignature Integration Type
    Select
    E-sign by Adobe Sign
     or
    E-sign by DocuSign
    . When Adobe Sign and DocuSign aren't set up, you can distribute documents using the default Workday signature process.
    Signature Grid
    When you require more than 1 signature group, add them to the grid. But when you require only 1 signature group, don't complete the grid. Each row of the grid is a single signature group. Workday considers 1 member from each signature group to be a single signer of the documents.
    You can only add roles configured on the
    Review Documents
     step to a signature group.
    Routing modifiers aren't supported in the signature grid when configuring signature groups for the
    Review Documents
     step.
    Conditions
    (Optional) Select or create 1 or more business process condition rules. When all
    Conditions
     are true, users can review and electronically sign the document as part of the business process.
    To prevent secondary signers from receiving My Tasks notifications before documents are available for them to sign, configure a business process condition rule. The condition rule prevents secondary signing group members from being notified until after the primary signing group members have submitted the signed documents.
    Signature Options
    When you require an electronic signature, Workday displays the
    Signature Statement
     and the
    I Agree
     check box.
    Attachment Options
    Attachment Required
     or
    Attachment Optional
    . You can require or enable a worker to upload 1 file per document reviewed.
    When you enable
    Attachment Required
    , a document is required for the step. After a document is added during the
    Review Documents
     step and the event is completed, canceled or rescinded, the business process administrator can select
    Business Process
    Manage Attachments
     from the related actions menu of the event to manage attachments. The business process administrator can remove the document; but when an attachment is required, the business process administrator must add another document to replace it.
Workday displays My Tasks items for the current signature group only. After the current signature group signs the document, Workday displays My Tasks items for the next signature group.
For Adobe Sign:
  • When your administrator uploads multiple files to send in one distribution, merging of files can occur depending on your Adobe Sign configuration. This means that, when you configure multiple documents on a single
    Review Documents
     step, Workday appends the eSignatures only to the last document of the series as it is displayed at the time of signing. If you want a signature on each page, Workday recommends that you add Adobe signature tags to every document on the step to ensure that every document that requires a signature has one (See Adobe Sign's documentation regarding text tags for more information). Adobe Sign offers various configuration options regarding signing multiple documents in one transaction. Please refer directly to Adobe's documentation for more information about this functionality.
  • By default, Adobe Sign sends copies of the signed documents to every worker who received a request to sign the documents, including workers who didn't actually sign them.
Reviewers can use
E-sign by Adobe Sign
 or
eSign with DocuSign
 in My Tasks to open the document available to sign into the document server.
After signing, reviewers might experience a delay before the document is visible in Workday again.
After all signature groups have signed the documents on the document server, Workday stores the signed documents.
The Full Process Record of the business process lists all signers of the document and displays:
  • E-sign by Adobe Sign, E-sign by DocuSign, or e-signature for the Workday generic signature as the
    Signature Type
    .
  • The date and time when the last signer submitted the
    Review Documents
     step as the
    Signature Date
    .
  • Roles configured for each
    eSignature Signing Group
     on the
    Process
     tab.
  • An
    Integration Error
     tab if a business process event includes an eSignature integration that didn't complete due to an error. You can use the information on this tab to troubleshoot the error.
When you merge a candidate with a worker and the candidate has a pending
Review Documents
 task, Workday removes the pending
Review Documents
 task if you’re using
E-sign by Adobe Sign
 as the
eSignature Integration Type
. Workday recommends that after a merge, you use the
Review Documents
 task to add this step.
Set up Workday to send a custom notification on entry of a
Review Documents
 step, or on entry of each signature group.
Use the
Translate Business Object
 report to:
  • Translate the text in the
    Document
     field into any target language that is enabled for your tenant. Select
    Document
     as the
    Translatable Business Object
    . Select the
    Translatable Instances
    , and then select the
    Effective Moment
     of the document snapshots to be translated.
  • Translate the text in the
    Instructions
     and
    Signature Statement
     fields into any target language that is enabled for your tenant. Select
    Review Document Step Configuration
     as the
    Translatable Business Object
    , and then select the
    Translatable Instances
    .
Use the
Review Document Step Status
 report to display all documents added to Workday using the
Review Documents
 step of a business process.