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Administrator Guide
Last Updated: 2024-06-28
Concept: Journeys Workspace

Concept: Journeys Workspace

The Journeys Workspace is a dashboard that enables you to:
  • Create and manage journeys, eliminating the need to search for multiple configuration tasks.
  • View journey metrics, providing current distribution information for all your journeys.
  • View metrics for individual journeys and specific steps for detailed analysis.
You can access the
Journeys Workspace
 report (secured to the
Set Up: Journey Administration
 domain) through global search.

All Journeys

Workday displays all the journeys configured in your tenant on the
All Journeys
 table in the
Journeys Workspace
 report. By clicking the header on the
All Journeys
 table, you can sort the data in a meaningful order for analysis, such as:
  • Alphabetically
  • Chronologically
  • Logically
You can click the
Resources
 icon on the top-right corner of the page that has links to the:
  • What's New in Journeys
  • Workday (Journeys) Administrator Guide
  • Brainstorm on Community
You can click
Create Journey
 to start the journey configuration process. When you click
Create Journey,
Workday displays a pop-up modal. The modal displays:
  • Explore Templates
     to browse through the Workday-delivered templates.
    You can view Workday-delivered templates by selecting either
    Template Details
     or select
    Preview
     or
    Use Template
     from the Related Actions menu.
  • Build your Journey
     by starting from scratch on the journey builder.

Journey Details

You can enter these journey details when you click either
Explore Templates
 or
Build your Journey
 on
Journeys Workspace
:
  • Journey Name
     (Required): Name of the journey. Only journey admins can see this field.
  • Journey Description
    : The description doesn't display to recipients. Only journey admins can see this field.
  • Recipient Type
    : Select either Worker or Student.
  • Journey Category
    : Defines the type of journey. Select an existing category or create new to group similar journeys.

Journey Editor

You can create your
Step Groups
 and
Steps
 that you want to include in a journey by:
  • Dragging and dropping
    Steps
     into your
    Step Groups
    .
  • Dragging and dropping to reorder your steps.
  • Configuring your steps in the Edit panel.
    • You can select either Admin View or Worker View tabs.
The editor displays the internal journey name field on the top-left side of the navigation panel. It also displays the Journey Category label that a specific journey is organized into.
Additionally, the journey name for recipients (Worker or Student) displays as
Untitled Journey
. You can navigate to the Edit panel and update the
Journey Name
 for the intended recipient.
Select a short display name and description for your recipients.

Journey Preview

You can click
Preview
 on a journey to preview what the journey looks like from the recipient's perspective before you distribute. You must meet the condition rules set for your journey before you can preview the journey. You can change who you preview as to meet the condition rules.
You can preview a journey by:
  • Clicking that journey and selecting the
    Preview
     option.
  • Selecting the worker or student whose journey experience you want to review.
You have the ability to customize the
Welcome Card Title
 and
Welcome Card Message
 for journeys. This allows you to set expectations or welcome an employee or a student to the journey they’re about to embark on.
The
Welcome Card Title
 has a maximum character limit of 60, and the
Welcome Card Message
 has a maximum character limit of 280.

Headline Metrics

You can select a journey in the All Journeys table and select
Metrics
 to view these metrics for distributed journeys:
  • Distribution date and method.
  • Number of recipients to whom the journey was distributed.
  • Number of journeys that have been started but not completed, and those that have not yet been started.
  • Total number of journeys distributed.
  • Journey completion rates.
Additionally, these are the other reporting options you can consider:
  • View Journeys
     - Delivered report that gives a Journeys overview for self-service end users to see all journeys distributed to them. Includes active journeys and past/completed journeys.
  • View All Journeys
     - Delivered report that lists configured journeys and status (by recipient) for administrators.
    • You can cancel a
      In progress
       Journeys.
  • Custom Reports
     - Build custom reports using the Journeys report data source and several report fields available on the journey business object.

Journey Settings

You can click the
Settings
 page to access:
  • Journey Details
     page to view and edit the
    Journey Name
     and
    Journey Description
     fields.
  • Journey Category Details
     page to view the
    Journey Category Name
    ,
    Journey Category Description
    , and
    Recipient Type
    . You can only edit the
    Functional Area
     field.

Journey Distribution

Before you distribute a journey, you can click
Check for Errors
 on the
Editor
 tab to ensure that you've completed all required fields.
You can distribute journeys by:
  • Selecting
    Distribute
     in the
    Journeys Workspace
     report so that Workday can distribute the journey to a maximum of 100 recipients.
  • Configuring a business process Service step and specifying a
    Journey Distribution Service
     using a journeys-enabled business process.
  • Accessing
    Mass Operation Management
     task, selecting
    Distribute Journey
     as the
    Mass Operation Type
    , and then selecting a custom report for the journey distribution.
You can use the
View All Journeys
 report to:
  • View distributed journeys.
  • Change the status of an in-progress journey from the related actions menu of a journey event

Journey Step Groups

You can drag and add step groups to the journey and then similarly, add 1 or as many steps to each step group in the journey. You can rearrange journey step groups on the
Editor
 tab.
Option
Description
Step Group
Details you enter here are only visible to you. When you edit this field, Workday doesn't reflect the change in previously distributed journeys.
Select step groups in the same category as the journey.
Workday delivers step groups in the order that you define on the editor tab.
Step Group Name
Details you enter here are only visible to you. The name you enter in this field will change the step group.
Step Group Condition Rule
Details you enter here are only visible to you. You can select or create a journey condition rule to determine which step groups each recipient receives on distribution. Example: When hiring new managers, you can use condition rules to select only the step groups applicable to the correct organization and location for the managers.
We recommend that you verify how condition rules operate in a test environment. Workday distributes any step groups without condition rules to all journey recipients.
Configuration Description
Details you enter here are only visible to you.
Step Group Name
Workday displays this name in distributed journeys. You can enter up to 500 characters, but Workday only displays the first 140 to recipients.
You can repeat an existing step group name.
Step Group Description
Journey recipients can see this description. When you edit this description, Workday doesn't display the change in previously distributed journeys.

Journey Step Types

You can add these step types to your step groups and steps. To provide access to articles and learning content, enable the Help and Learning SKUs for your tenant. You can view the articles or the learning content only if you have access to the Help and Learning domains.
Option
Description
Article
You have the ability to search and add articles but you can't view the articles if you don't have domain access for Help. These must be articles stored within Workday.
Document
You can upload relevant documents for your users to view, download, and print on their journey steps. Workday supports file formats such as .pdf, .doc, .docx.
Learning
Your users can benefit from the curated learning courses. You can't view the learning content if you don't have domain access for Learning.
Link
You can configure all internal and external links in the journeys editor and maintain them in the
Maintain Journey External Links
 task.
Task
You have access to any Workday-delivered tasks and:
  • Can open Workday tasks in a new tab.
  • Can open and complete Workday tasks in the journey itself.
To Do
You can include the To Dos in plain text with additional instructions for your users.
Video
You can display an embedded video that your users can watch.

Due Dates on a Journey Step

You can add event-based and calendar-based due dates on Journey steps.
Option
Description
Event Date
Event Date based due dates are due in relation to an event, such as Journey Received Date/Time. You can configure a due date in relation to an event. You can configure a due date before or after an event takes place.
Example: You select the Journey Received Date/Time event. You configure the due date 1 week after the event. When a worker receives the step on 2022-10-07, the due date is 2022-10-14.
The Journey Received Date/Time event is the only event based due date available for student journeys.
Calendar Date
Calendar Due Dates configured by a Workday administrator aren’t specific to the time zone in which the due date is set, but it's the absolute date for every recipient.
Example: You select 2023-01-01 as the calendar due date. The due date for your users is 2023-01-01.
To familiarize yourself with how due dates work, refer to:
Option
Description
Time Zones
Workday Journeys uses the recipient's preferred time zone to calculate due dates. This applies for Preview, Proxy, and calculations at distribution.
Due Date Calculation
Calendar Due Dates that's configured by a Workday administrator aren’t specific to the time zone in which the due date is set, but rather are the absolute date for every recipient.
Example: If 12/5/2022 is selected as a due date:
  • The step is due on 12/5/2022 GMT
    -07:00
     for a user in GMT
    -07:00
  • The step is due on 12/5/2022 GMT
    +09:00
     for a user in GMT
    +9:00

Journey Templates

You can access
Journey Templates
 through the
Journeys Workspace
 report by clicking the
Resources
 icon on the top-right corner of the report. You can also click
Create Journey
 and select templates.
The templates are designed to accelerate your curation process and provide exceptional experience for your employees. They include:
  • First-time Manager: This template guides new managers to succeed in their initial weeks within the organization.
  • Onboarding: This template allows you to tailor your employee onboarding process to match your specific needs.
  • Open Enrollment: This template helps you streamline your open enrollment period.
  • Commitment to Belonging and Diversity: This template guides you to supercharge your Diversity, Equity, Inclusion, and Belonging (DEIB) communications by providing you with a tailored experience for your employees.
You can also use the
Copy Link
 button to share a view-only template with anyone outside of the
Journeys Workspace
.
Security:
Set Up: Manage Journey Builders
 domain in the System functional area.