This document provides Human Resource Partners (HRP’s) directions on how to complete the Edit Other IDs business process in Workday.

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• The Edit Other IDs business process may be initiated as a sub-process of the Hire business process or may be initiated as a standalone business process. This document details the standalone business process steps. For information about the Edit Other IDs steps as part of the hire process, see the following Knowledge Base Articles: Hiring Employees from a Competitive Search in Workday or Hiring Employees from a Non-Competitive Search in Workday.
• You will need the Employee’s Chicago ID to complete this business process.
• The Chicago ID is a required field for all employees and contingent workers in Workday.
• It is important that the Chicago ID is entered accurately during the Hire process since this field is used for critical integrations, and if entered inaccurately, will prevent the employee from being able to log in to Workday. The letter in the ID number should always be entered as upper case.  It is best to use copy and paste directly from the UCAT prefeed when entering Chicago ID.
• The only other ID that may be populated using this business process is Authorized Signer. All other ID types will populate via integration or will be maintained by a central role.
• IMPORTANT: When looking someone up in UCAT, you may find that they have a temporary account if they had a contractual, non-employee relationship with the University prior to the current position. You can recognize a temporary account because the CNetID starts with t-9.  For instance, Jane Doe might have a temporary account of t-9jdoe. Temporary accounts must not be used in Workday. If you have an employee or contingent worker who appears to have a temporary account, you should prefeed the person from scratch. Do not use the temporary account or the Chicago ID that you find associated with that account in the Workday system, as this can cause serious problems.

Editing Other IDs

1. Log into Workday using your CNetID and password.
2. Navigate to the Employee’s Profile by typing their name or another unique identifier (Chicago ID, SSN, Employee ID, etc.) in the search box at the top of the screen. Select the appropriate suggested record that appears below the search box, or press Enter to run the complete search, and find the right employee.
   1. Use the prefixes worker: or id: to refine the search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.
3. Within the employee’s profile select the Actions button; hover over Personal Data and select Edit Other IDs.
4. Within the Other IDs grid, select the plus sign (+) icon in the top-left corner to add a new row for a new ID.
5. Within the new row, select the applicable ID type under the Other ID Type column and enter the ID number under the Identification # column.
   1. The only Other ID Types that should be selected are Chicago ID or Authorized Signer.
   2. Do not enter a temporary Chicago ID, as indicated by a CNetID beginning with “t-9”.
6. Select Submit to mark the process as complete.