Concept: Security Domains and Docs Template Actions

This table summarizes the primary actions you take in the workflow, and the domain/BP access needed. It includes actions that are part of the traditional workflow for generating and reviewing documents as well as actions that you now do using Workday Docs. Workday Docs actions are shown in bold text.

Action	Docs Domain	Drive Domain	BP Permissions	Notes
Set Up Offers			X	Workday Docs supports several document types and business processes. Setting up an offer letter is an example.
Define Document Categories			X
Create Docs templates from Drive	X	X		Docs replaces the traditional Add Document Templates task and the Create Text Blocks task. Also keep in mind that template creators need to select a category when creating a new template, and must have access to that category in order to do so. The Document Library domain controls access to categories.
Create text, layouts, headers, and footers in the Docs template	X	X		Docs replaces the need for BIRT custom layouts (the Associate Custom Layouts with Generated Documents task). Instead of editing text blocks, creating BIRT layouts, and associating layouts with documents, you can edit everything in the Docs template. Template creators and editors need access to data fields and condition rules to use them in the template. The Document Library domain controls access to data fields and condition rules. Note : Translated instances (translations at runtime) aren't supported.
Share Docs templates with users or security groups		X		To automatically share Docs templates with other users, create the template in a shared Workday Drive folder that the other users have access to. Those users need access to the Docs domain.
Preview PDF in Workday Docs	X	X		While editing the Docs template, click Preview to see what your document would look like.
Configure Generate Document Step Add a Generate Document Action step to a business process			X	In the Default Document prompt, select Drive Documents and navigate to the Docs template. Any user with permission to configure a step to a business process can view all Docs templates on that tenant. Drive domain access doesn't determine which Docs templates are selectable. Although all templates are selectable, the information in the templates isn't viewable; only users with Drive domain access and individual template access can view the template content. Docs templates are displayed and selectable even if the template is in the Trash in Drive. Delegating tasks isn't supported when you use Docs templates in a business process. Tip for Recruiting: By default, the inbox task label for the document review doesn't display the requisition number or candidate name. You can make this information display using the Business Process Maintain Step Label Override step on the Generate Document Step of the document. For example, if you update the label to Generate Offer , the inbox item will include the job requisition and the candidate name.
Set up the Review Documents steps			X
Edit/update the Docs template	X	X		Workday Docs doesn't support effective dates. As soon as you create and publish a Docs template, and associate it with a business process, the template is used when the business process runs. Whenever you want to update a Docs template, we strongly recommend that you copy the template, make your changes in the copy, and then replace the original template in the business process with the copy.
Review the generated document in Docs (still launched from Inbox)			X	Reviewers click the Review button to open the generated document from the Inbox. The BP configuration defines who can review. Users who generate documents, such as Recruiters, don't need Drive access. Note : In the Review step of your business process, within Configure Review Document Step, make sure the Document field is selected from the Generate Document Step category, and not the Document Template . If you select Document Template here, manual edits to the generated document aren't saved.
Review the final generated PDF			X	The reviewer, such as a recruiter, can download a PDF by opening the generated document from Inbox, clicking Review, and then downloading the PDF from the File menu. The generated PDF uses the Roboto font; the font selection isn't editable.
Transfer ownership of Docs templates	X	X		In Workday Docs, templates have individual users as owners. You can transfer ownership at any time if needed. See Transfer Ownership of Drive Items to a Different User .
Purge documents generated by the Generate Documents step	See notes			You can use a data purging task. Keep in mind that the Purge Person task permanently deletes all Personally Identifiable Information (PII) data associated with a Worker, including links to Worker documents. You need access to the Purge Person Data domain and the Purge Supplier sub-domain.