Create and Activate Notification Templates

Security: These domains in the System functional area:

Drive

Notification Designer

You must create a notification template, publish it, and enable it for specific notification types before you can use it in an email notification. Users who have access to a task or business process that sends notifications can view and select only the notification templates that are available for that specific task or business process.

From Drive, select

Add New

Notification Template

and name the template.

Select a layout with the components that you need or build your own.

Some of the layouts include a data row supported by specific notification categories. Layouts that don't include a data row are supported by all notification categories.

Insert content, such as images, text, buttons, data rows, and social media icons, by clicking the

icon along the border of existing content containers.

Some elements of email notifications (such as text and buttons) might look different to the recipient depending on the email client.

See Concept: Editing Notification Templates.

(Optional) Add language layouts for the template by clicking the

icon on the Translations panel or

Language

Add Language

from the toolbar.

If AI-generated translations are enabled in Notification Designer, Workday sets the

Default Text

method to Generate Translation
on the

Add Languages

modal. You can switch the method to Copy from base language
for manual translation. If AI-generated translations are not opted in, Copy from base language
is the only method, and the

Default Text

menu is hidden.

Select the language layouts to add.

Click

Add

When Generate Translation
is the

Default Text

, generative AI automatically translates each added layout. A sparkle icon indicates this AI translation next to the language layout.

When Copy from base language
is the

Default Text

, each layout you add inherits the content present in the base layout at the time you add the language. You can customize the content in each layout by manually adding translated text, replacing images, setting fonts, and changing colors. You must add or delete containers and data rows directly from the base layout for changes to apply to all other languages.

Click

Publish

to make the notification template available for use in a new notification.

You can click

Edit

and make changes to the template but you must publish the template again to apply those changes.

Click

Set Category

in the

Template Details

panel to add one or more notification categories and specify the types of notifications that can use the template. If the template includes a data row, only categories that support that data row display.

(Optional) Click

Maintain

(or use the

Maintain Notification Templates

task) to add or remove the notification categories for multiple templates at a time. If the template includes a data row, only categories that support that data row display.

A template can be enabled for multiple categories at the same time, and a category can support multiple notification templates at a time.

You can select a notification template from a prompt when sending notifications for the following:

Workday Product Line	Product Name	Notification Category
Talent Management	Candidate Engagement	~Prospect~ Consent Collection
		Active Candidates
		Job Alerts - External Candidates
		Job Alerts - Internal Candidates
	Cloud Connect for Learning	Extended Enterprise Campaigns
	Learning	Learning Campaigns
Human Capital Management	Core Human Capital Management	Ad Hoc ~Worker~ Communications
		Custom Business Process Notifications
	Benefits	Benefits Notifications
		Open Enrollment for Benefits
	Onboarding	Onboarding Plan Notifications
Financial Management	Core Financials	Collection Letter
Student	Workday Student Services	Academic Advising
		Admissions
		Candidate Reminders
		Financial Aid - Disbursements
		Financial Aid - General
		Financial Aid - Packages
		Recruiting Campaigns
		Recruiting Marketing
		Student Financials
		Student Records
		Student Recruiting - Marketing
		Student Recruiting - Transactional