Document Category Visibility in Workday

Purpose

This guide provides employees with a list of document categories used in a worker’s profile in Workday, along with the roles that can view and/or edit documents in each category.

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Keep in Mind

· Whenever a document is uploaded to Workday (either directly to a worker’s profile or as part of a business process such as Add Job, Change Job, or Termination), a Document Category must be selected to properly group documents in the worker’s record based on their type or purpose.

· The assigned Document Category determines visibility and edit permissions for certain roles, meaning Workday users may see different lists of documents when accessing a worker’s profile.

· Users may hold multiple roles for a given worker, which determines the document categories they can view and/or edit. For example, someone with both the Manager and Lead HR Partner roles will have access to ALL document categories associated with each role. In this case, they would be able to see Performance Documents (which are visible to Managers but not to Lead HR Partners) as well as I-9 Documentation (which is visible to Lead HR Partners but not to Managers).

· To view the documents in your profile, select the person icon in the top-right corner of the page and choose View Profile. Then, from the blue menu on the left side of the screen, select Personal and navigate to the Documents tab.

· To view documents for another worker (if a role with the necessary permissions has been assigned), enter the worker's name or a unique identifier (Chicago ID, SSN, Employee ID, etc.) in the search box at the top of the screen. Select the appropriate suggested record or press Enter to run a complete search and locate the correct worker. Once in the worker’s profile, use the blue menu on the left side of the screen to select Personal and navigate to the Documents tab.

Visibility of Document Categories by Role

· Select the button below to open a spreadsheet containing a table that lists all document categories available in Workday, along with the roles that can only view (V), or both view and edit (V/E) documents under each category.

· For proper visualization of the information, make sure to log into your Box account and open the document in Microsoft Excel Online.