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Administrator Guide
Last Updated: 2024-06-28
Steps: Set Up Journeys

Steps: Set Up Journeys

  • Configure the
    Journey Distribution
     business process and security policy in the System functional area.
    Security:
    Set Up: Journey Administration
     domain in the System functional area.
Workday Journeys provides a personalized section on the Home page with links enabling recipients to:
  • Complete tasks.
  • Navigate to multiple sites.
  • View information in and outside of Workday.
You can distribute journeys to selected people in your organization based on the condition rules you set for each journey step group. Journeys provides a personalized page with links enabling recipients to view information, complete tasks, and navigate to multiple sites. Workday automatically saves a recipient's journey progress, enabling them to work at their own pace and easily find where they left off.
Purchase the Student Journeys SKU to use journeys for student recipients. Student Journeys SKU is a separate product from the Journeys SKU and requires a separate license.
  1. On the
    Innovation Services Opt-In
     task, select the
    Journeys
     service on the
    Available Services
     tab in the
    People Experience
     category.
  2. Enable the
    Journeys
     functional area.
  3. Grant security groups permissions to these domains in the Journeys functional area:
    • Self-Service: Journeys
    • Set Up: Journey Administration
    • Manage: Journey Builders
  4. Set up segmented security to enable individuals or groups to view, modify, or distribute specific Journey Categories. You must have access to the
    Manage: Journeys Builders
     domain for specified categories.
    To configure security permissions for an individual to a specific category, you must:
    • Access the
      Create Security Group
       task to create a user-based security group.
    • Add users to the security groups using the
      Assign Users to User-Based Security Group
       task.
    • Create a Segment-Based Security Group and select the user-based security group that you created in the Group Criteria section.
    • In the
      Access Rights
       section, from the
      Access to Segments
       prompt, select security groups that you want to be able to access
      Journeys > Journey Category
      .
    • Add the segment-based security group to the
      Manage: Journeys Builders
       domain.
    • Activate Pending Security Policy Changes after completing the configuration process.
    Security:
    Manage: Journey Builders
     domain in the Journeys functional area.
    To configure distribute permissions, navigate to the
    Edit Business Process Security Policy
     task, and click
    Journey Distribution
     business process type. You must have:
    • Modify permissions for the category that you're secure to using the
      Set Up: Manage Journey Builders
      .
    • Permissions to start the
      Business Process > Journey Distribution Business Process
      .
    Example: You can create a
    Distribute Journeys
     security group that enables HR partners to distribute journeys but doesn't grant permissions to the Onboarding Administrator group to distribute journeys.
  5. Access the
    Journeys Workspace
     report to create step groups and configure journeys for recipients.
    Security:
    Set Up: Journey Administration
     in the System functional area.
  6. (Optional) Access the
    Maintain Journey External Links
     task to create, configure, edit, maintain, and view any internal or external links to use in a
    Link Step
     type in the journeys editor.
    Links referenced in either a distributed journey or journey configuration gets migrated to
    Journey External Links
     in the
    Maintain Journey External Links
     task.
    Security:
    Manage: Journey Builders
     in the Journeys functional area.
  7. Access the journeys editor in the
    Journeys Workspace
     report to create condition rules that allows you to customize the content for multiple contexts such as roles, locations, and organizations.
    Condition rules are evaluated first at the step group level and then at the step level. You must:
    • Select the condition rule prompt from the
      Edit Journeys Step Group
      panel in the
      Journeys Editor
      .
    • Create a condition rule from the modal in the journeys editor.
    • Save the condition rule after configuring it.
    You can add up to a maximum of 50 condition rules to a journey.
    Security:
    Manage: Journey Builders
     in the Journeys functional area.
  8. Access the journeys editor in the
    Journeys Workspace
     report to create and upload video content.
    You must:
    • Drag and drop videos into your journey steps.
    • Select
      Create Journey Video
      from the edit panel to upload a new video for your journey.
    • Access the
      Create Journey Video
       task through the global search.
    Security:
    Manage: Journey Builders
     in the Journeys functional area.
  9. Access the journeys editor
    in the
    Journeys Workspace
     report to create Knowledge Base (KB) articles.
    You must:
    • Drag and drop an
      Article
       from the
      Edit Journeys Step Group
      panel.
    • Select
      Create Article
       from the article prompt in the step edit panel.
    • Select published articles from the drop-down menu.
    Security:
    Manage: Journey Builders
     in the Journeys functional area.
  10. (Optional) Access the journeys editor in the
    Journeys Workspace
     report to upload an image for your journey.
    You can upload images on journey
    Steps
    ,
    Step Groups
    , and
    Welcome Page
     and they must be:
    • File types such as GIF, JPG, JPEG, PNG, and TIFF.
    • Minimum of 630 pixels by 360 pixels, or higher resolution.
    • Smaller than 10 megabytes (MB).
    • For best results, we recommend you to use images 16:9 aspect ratio for Journey Steps and 20:7 aspect ratio for Welcome page and Journey Step Groups.
    Security:
    Manage: Journey Builders
     in the Journeys functional area.
    To restrict the file types enabled in your tenants further, you can use the
    File Type Setup Instructions > Allow Only Specific File Types
     on the
    Reference: Edit Tenant Setup - System
      task.
  11. Access the journeys editor in the
    Journeys Workspace
     report to configure
    Due Dates
     through the Due Dates prompt in the
    Edit
     panel for the individual journey step.
    Select
    Add Date
     for the individual journey step. Select a due date based on an
    Event Date
     or a
    Calendar Date
    .
    Examples:
    • Event date: An onboarding journey step due 6 months after an employee's hire date.
    • Calendar date: A security training journey step due by December 31.
    Security:
    Set Up: Journey Administration
     in the System functional area.
  12. Access the
    Distribute Journeys
     task from the
    Journeys Workspace
     report.
    Distribute your journeys to your recipients.
    You can only distribute 1 journey category at a time.
    Workday distributes journeys to a maximum of 100 recipients at a time if using
    Create Journeys
      in the
    Journeys Workspace
    . You can also use the
    Mass Operation Management
     to distribute journeys without any restrictions on the total number of the recipients.
    Mass Operation Management
    :
    • Distributes up to 50,000 journeys at a time by using a standard or a custom report containing all the recipients.
    • Creates a custom report using the
      Indexed All Workers
       and
      Workers for Public Organizations
       data sources.
    Security:
    Set Up: Journey Administration
     in the System functional area.
A journey card representing a link displays on the Workday Home page of each recipient.