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Administrator Guide
Last Updated: 2023-06-23
Steps: Enable Attachments on an Individual Business Process

Steps: Enable Attachments on an Individual Business Process

  • The business process type supports attachments. To confirm this, you can run the
    Business Process Configuration Options
     report and refer to the
    Allows Attachments
     column.
  • Access to these actions in the
    Attachment Settings in BP Toolbar
    section of the business process security policy:
    • View Permissions
    • Edit Permissions
    • Manage Attachment Permissions
  • Security: These domains in the System functional area:
    • Set Up: Tenant Setup - BP and Notifications
    • Business Process Administration
You can attach documents to
Initiation
 and
Action
 steps of a business process. On
Approval
 steps, you can only view document attachments.
Business processes that use templates might require you to add users to the attachments domain for the business process.
Downstream participants in the business process can review and approve attachments. You can:
  • Use the business process security policy to control who can view and edit attachments.
  • Enable or disable attachments.
  • Attach documents when you revise a business process step, or correct a business process event.
  • Delete or upload attachments for completed, canceled, or rescinded business processes, including attachments uploaded from a
    Review Documents
     step.
To control access to attachments, you can create security segments that limit the document categories that are visible to a role. Security segments specify the document categories that the role can create, edit, or view. Grant permissions on attachments to segment-based security groups with access to specific document categories, and then add these groups to the business process security policy.
  • Initiators can upload only those files to which they have access based on the document category segment security.
  • Reviewers can review, modify the document category and description, upload, or delete only those files for which they have access according to document category segment security.
  • Approvers can review and approve only those files to which they have access based on document category segment security.
When document categories are enabled for a business process, you must enter the document category when you upload an attachment.
  1. Enable or disable attachments.
    • At the tenant level by accessing the
      Edit Tenant Setup – Business Processes
       task. Select or clear the
      Enable Attachments
       check box.
    • For an individual business process by selecting
      Business Process Policy
      Edit
       from the related actions menu of the business process. Select or clear the
      Enable Attachments
       check box.
    When you enable or disable Attachments, it doesn't impact business processes that you can attach documents to using an
    Attachments
     grid. Example: The
    Change Benefits
     business process.
    When the tenant level
    Enable Attachments
     setting conflicts with an individual business process setting, Workday honors the most recent setting change made. Example: On 2023-05-16, you access the
    Edit Tenant Setup - Business Processes
     task and clear the
    Enable Attachments
     check box. On 2023-06-15, you access the business process security policy and select the
    Enable Attachments
     check box. Then, on 2023-06-20, you edit a field on the
    Edit Tenant Setup - Business Processes
     task. Workday will respect the
    Enable Attachments
     setting on the
    Edit Tenant Setup - Business Processes
     task because this task was most recently updated. In this example, attachments are now disabled for any business process.
    When you make changes to the
    Edit Tenant Setup - Business Processes
     task, the business process security policy audit trail doesn’t display any changes made to the
    Edit Tenant Setup – Business Processes
     task. Similarly, when you make changes to the business process security policy, the
    Edit Tenant Setup - Business Processes
     audit trail doesn't display changes made to the business process security policy.
    Workday recommends that you review both the
    Edit Tenant Setup - Business Processes
     task and business process security policy audit trails to see all changes made to these settings.
  2. (Optional) Select security groups with permissions to view and edit attachments for this business process.
    • When you select a security group with permission to view attachments, you must also select a security group with permission to edit (modify the document category and description, upload, or delete) attachments.
    • When you don’t select a security group, permissions for the attachment are inherited from the business process security policy for the appropriate business process step. Example: Permissions on attachments for the
      Review Position Request
       step of the
      Create Position
       business process are granted to the same security groups that can access the
      Review Position Request
      Action
       step in the business process security policy.
You can select 1 or more files to attach to the business process, or drag and drop files into the
Attachments
 section. Workday displays the
Attachments
  • Icon for security groups with permission to edit attachments.
  • Section for security groups with permission to view attachments.
You can view attachments in the
Attachments
 section of the
Details
 tab on the:
  • Conclusion page of the business process step.
  • Confirmation view of the business process.
  • Business process event.
  • Full Process Record.
Workday adds attachments to the worker document file if the business process is Worker-related, such as
Hire
,
Onboarding
, and
Request Leave of Absence
.