Global Navigation
Understand the Homepage
Search Toolbar and Filters
View Inbox and Notifications
Set up the Workday App Android
Set up the Workday App Apple
Check Status of My Processes
Complete Your Go-Live Checklist
View and Understand Your Profile
Complete Profile-Related Actions
View Personal Information
Set Up Account Preferences
Add Emergency Contact
Change Emergency Contact
Add or Change Photo
Add or Change Home Contact
Verify/Edit Your Legal Name
View/Edit Your Preferred Name
View Organization Chart
View Team
Delegate a Business Process
Act on Behalf of Another User
For additional help, please use the WorkdayHelp Ticket System.
Action
A step in a business process within Workday a worker must complete (e.g. edit information, approve, deny, etc.).
Alert
Alerts display in orange and note the number of alerts. Alerts notify you of potential problems on a page, but do not prevent you from completing the task.
Application
Quick access to tasks and reports from the Workday home page.
Employee Self Service (ESS)
Allows employees to perform tasks associated with their work status, including updating personal address, emergency contacts, etc.
Error
Errors display in red and note the number of identified errors. You cannot complete a task until you correct all errors.
Event
A transaction that occurs within your organization.
Inbox
To-do’s or task action items in a business process that require a follow-up step appear in a user's Workday inbox. When a user receives an action in their inbox, the user needs to do something, for example reviews or approves.
Initiator
The user that initiates the business process instance.
Manager Self-Service (MSS)
Manager self-service allows supervisors to perform tasks that pertain to their manager status. For example, supervisors can initiate job changes for their workers such as transfer, promotion or termination.
Worktags
Term at Trinity: Accounts
Worktags are identifiers, composed of letter and number combinations, that show where money is coming from and going, what it's being used for, and who's associated with it.
Task
A business process step that you must complete. For example, task alert notifications are triggered by steps in a business process.
Global Navigation
Explanatory Videos
This video (and its accompanying powerpoint presentation) provide a general overview of how to navigate Workday.
This video orients you to the Workday homepage and ways to access features such as Global Navigation, Search, Profile, Inbox and Notifications, and Announcements.
This video shows how to access the Global Navigation menu and customize the applications and shortcuts.
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After logging into Workday (https://www.myworkday.com/trinity/) , click the Menu in the top navigation bar to access apps available in global navigation.
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From the Global Navigation Menu, you may access each of the available apps listed.
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To add an App to your Menu, click on the Add Apps button at the button on the global navigation panel.
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Type in the Search field to find the app you wish to add. In this example, we searched for “career.” Click the plus sign icon 
to add a new app.
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The app will be added to your menu.
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You may use Shortcuts to save reports, tasks, and external links here. Click on the Add Shortcuts button to begin.
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You may search for available tasks, reports, and external links to add to your menu. A maximum of 10 Shortcuts can be configured.
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Enter text in the field and results will be generated. To add a shortcut to your menu, click the plus sign next to the item.
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The shortcut will now be added to your menu.
You may edit your Apps and Shortcuts at any time by clicking on the Edit button at the bottom of each tab.
Explanatory Videos
This video orients you to the Workday homepage and ways to access features such as Global Navigation, Search, Profile, Inbox and Notifications, and Announcements.
This video shows how to access the Global Navigation menu and customize the applications and shortcuts.
This video walks through Workday’s powerful search functionality and ways to conduct searches to get the results you’re looking for.
1. The Global Navigation Menu is where you will access your apps and shortcuts, allowing you to prioritize your frequently used apps.
2. Search bar has a filter tool to search by People and Tasks/Reports.
3. Access your profile menu, notifications, and inbox from the top navigation bar.
4. Awaiting Your Action provides a list of your most recent three action items.
5. Timely Suggestions provides updates on your active items.
6. Recommended for You cards provide helpful customized reminders, information, and resources.
7. View All Apps provides quick access to the global navigation menu.
8. Announcements will also appear for timely alerts.
1. From the Workday Homepage, click in the Search toolbar.
2. The Search toolbar now provides a filtering tool to search for People, Tasks and Reports, or Drive.
3. Select the filter (optional) and type in the name of the Person, Task Report, or Drive to initiate the search. You can also search by keywords and partial names (see example below).
4. Click on the item in the search results to open it.
Explanatory Video
This video walks through how to manage your inbox - approving, sending back, denying, or canceling requests and also demonstrates how to access your notifications.
Your Workday inbox is where you will find business process steps assigned to you for review and approval under the Actions tab. For this reason, it is a good idea to check the inbox frequently to ensure that business processes are moving forward. You will also receive an email in your trinity.edu account notifying you that there is an item in your Workday inbox.
1. After logging into Workday, click the Inbox icon at the top right corner, as circled below. The number that appears on the icon represents the number of items currently awaiting your approval or review.
You can also access your inbox from your home page by clicking on Go to All Inbox Items in the Awaiting Your Action section.
2. To review an event in the inbox, click on the title in the list on the left-hand side under the Actions tab. Items that appear here are those that require your attention or review and approval. Items that you have completed and submitted will appear under the Archive tab.
3. Review the inbox item to see if it requires you to add any information or if you need to change something. For steps that require your approval, you will see options at the bottom of the page such as Submit, Save for Later and Cancel or Close. To approve the step, click Submit.
Note: The Gear icon in the top right corner of the inbox event will provide additional actions. The available options will vary depending on the action (e.g., Cancel, Reassign, Skip This Task, View Details).
4. Note that some steps that you have submitted may be returned to you if other approvers are missing information or need something corrected.
Your Workday notifications screen is where you will find information from a business process that you should be aware of, but that does not require action (e.g., when a business process has been completed).
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After logging into Workday, click the Notification icon at the top right corner, as circled below. The number that appears on the icon represents the number of items currently awaiting your review.
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To review a notification, click on the title in the list on the left-hand side. Notifications that appear here are those that you should be aware of. You can click on the Details link to view additional information.
Download the App
1. Access the Play Store using the icon on your device.
2. In the Store, search for Workday and then click the Install button.
Set up the App
1. Once the app has been installed, open Workday on your mobile device. On the main screen, select Log In.
2. Enter the Organization ID (which is trinity) and then tap the Next button. Workday will connect to the Trinity University system, and you will be able to sign in with SSO credentials.
Download the App
1. Access the App Store using the App Store icon on your device.
2. In the Store, search for Workday and then click the Get button.
Set up the App
1. Once the app has been installed, open Workday on your mobile device. On the main screen, select Log In.
2. Enter the Organization ID (which is trinity) and then tap the Next button. Workday will connect to the Trinity University system, and you will be able to sign in with SSO credentials.
Check Status of My Processes
In Workday, a business process is a task that has an approval structure that routes automatically to pre-designated users for approval. Examples of tasks that are business processes include hiring a worker, entering time worked, and requesting time off.
The following steps can be used if you have initiated a business process that has not yet been completed and you wish to check the status of the process.
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After logging into Workday, click the Inbox icon at the top right corner, as circled below. The number that appears on the icon represents the number of items currently awaiting your approval or review.
You can also access your inbox from your home page by clicking on Go to All Inbox Items in the Awaiting Your Action section.
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To view past business processes that you initiated, click the Archive tab on the left-hand side of the screen. Items that you have completed and submitted will appear under this tab. On the left, click the event in the list you wish to view.
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The Event will display. The Overall Status field will indicate the status of the process, e.g. In Progress, Successfully Completed, etc. Click the Process tab. Note that the level of detail you see here may be limited by your role and your security.
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The remaining steps in the process can be viewed in the Process History section. Be sure to scroll to the bottom of this section to view any Awaiting Action steps in the status column. Here you can see all upcoming steps in the Status column, and in the Person column, the person, or people to whom they are assigned.
Explanatory Video
This video (and its accompanying powerpoint presentation) cover how to complete your go-live checklist for the launch of Workday Human Capital Management (HCM).
Explanatory Videos
This video walks through the accessing and editing your personal information and contact information from your worker profile.
This video walks through the profile Actions - viewing and updating your profile photo and contact information, and demonstrates how to access organizational charts and employee profile details, e.g. benefits.
Access Your Profile
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After logging into Workday, click the photo icon at the top right corner, as shown below, then click on the View Profile button.
Your Worker Profile contains your personal and contact information as well as information about your position. If you are a manager, you will also see links to view information about your team.
View Your Profile
After logging into Workday, click the cloud or photo icon at the top right corner, as shown below, then click on the View Profile button.
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The top left area of the profile shows your name, your picture if you have added one, and your title.
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The Actions button under your name provides links to many tasks and reports you can use to manage your information, such as changing contact/photo or managing your procurement card. (There is more information about Actions later in this document.)
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Click on the Team icon to navigate to the Org Chart report.
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A series of Menu Links display vertically. Each link is to a different area of your worker profile, such as Benefits for viewing your benefit elections or Time Off for checking your time off balances. When you go to your profile it will automatically take you to the Summary area, which contains the following information:
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Work location and manager
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A Job Details section that shows the basic information about your position including hire date, title, and FTE
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Your Public Contact Information
As always, click on any blue text to see more information. To return to the home page at any time, click the Trinity University logo at the top left corner of your screen
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To return to the home page at any time, click the Trinity University logo at the top left corner of your screen.
Profile Menu Links
On the left side of the screen, you will see a list of different links you can access. You may need to click More to see additional links. These links take you to more detailed information and edit options.
Each link may have more than one tab listed at the top. Take time to get familiar with the information and options available on each link and tab.
The Actions button under your name and title provides another navigation path and additional tasks and reports. You will sometimes hear this referred to as Related Actions.
At the top of the menu on the left are Frequently Used Actions. As you use tasks more often, they will automatically appear here.
When you hover over the options on the left, the menu will expand to show more options. In the screenshot above, you can see the options available to this worker in the Benefits menu. Managers will have additional options for managing their direct reports.
Explanatory Videos
This video walks through the accessing and editing your personal information and contact information from your worker profile.
This video walks through the profile Actions - viewing and updating your profile photo and contact information, and demonstrates how to access organizational charts and employee profile details, e.g. benefits.
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After logging into Workday, click your photo or image icon at the top right corner, as shown below, and click View Profile:
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Your Profile contains your personal and contact information as well as information about your position. If you are a manager, you will also see links to view information about your team.
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On the left side of the screen, you will see a list of different sections you can access. To update your Personal Info, click the Personal section. You may need to click the More item to see additional sections.
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The Personal section contains your personal details, including your date of birth, national ID (e.g., Social Security Number), ethnicity, and citizenship information. Tabs along the top provide access to different types of personal data. This section opens to the Personal Information tab by default.
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To make changes to this information, click the Edit button.
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On the Edit screen, use the pencil icon 
in each section to make changes to your data. Clicking the checkmark icon 
after each edit. Fields with a red asterisk 
are required. When you are finished, click Submit.
Note: Some personal data, such as citizenship status, may require you to present supporting documentation to Human Resources to complete the change. Once your Change Your Personal Information submission goes through the proper approvals, your updated information will be added to your profile, and you will receive a notification in Workday indicating the change was successfully completed.
Set Up Account Preferences
After logging into Workday, click on your profile photo icon in the top right corner.
2. In the drop-down menu, navigate to My Account, then Change Preferences.
3. On the Change Preferences task there are five headings: Global Preferences, Search Preferences, Account Preferences, Workflow Preferences, and Background Notification Preferences. See more information about some of the commonly used options available:
Global Preferences
● Preferred Display Language: this field allows you to specify your preferred display language if it differs from the default display language set up by your organization. The language you select here will be the language that displays for you when you log into Workday.
Search Preferences
● Workday Search Provider: this field allows you to select between the Classic Workday Search experience or the New Workday Federated Search experience.
Account Preferences
● Preferred Home Page: Use this field to identify the dashboard you wish you appear on your home page after logging into Workday.
Workflow Preferences
● Email Address for Business Processes: This field is populated with the email address used for business process notifications. It is not editable in this location.
Background Notification Preferences
● The options under this heading allow you to control if and how you receive notifications in Workday for different notification types. The frequency options are Daily, Immediately, or Mute. Note: Daily will provide a daily digest of relevant notifications for that type.
Add Emergency Contact
Explanatory Video
This video walks through the accessing and editing your personal information and contact information from your worker profile.
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After logging into Workday, click the Menu in the top navigation bar to access the global navigation.
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Click on the Personal Information menu item.
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On the Personal Information dashboard, click the Emergency Contacts button under the Change heading.
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On the My Emergency Contacts page, click Add button at the top of the screen.
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You can specify one contact as your Primary Emergency Contact. Use the pencil icon 
to add information for each field. Note: The Legal Name and Relationship fields are required; Preferred Language is optional. To add contact information, click on the Add button below the chosen field(s). The available options are as follows: Primary Address, Primary Phone, Additional Phone, Primary Email, Additional Email, Primary Instant Messenger, Primary Web Address).
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You may add other emergency contacts as Alternate Emergency Contacts. Use the pencil icons in each section to add information about the contact.
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Click the Submit button at the bottom of the screen when finished.
Change Emergency Contact
Explanatory Video
This video walks through the accessing and editing your personal information and contact information from your worker profile
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Click the Menu in the top navigation bar to access the global navigation.
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Click on the Personal Information menu item.
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On the Personal Information dashboard, click the Emergency Contacts button under the Change heading.
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On the My Emergency Contacts page, click the Edit button at the top of the screen.
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Existing emergency contacts will appear on this screen. Use the pencil icon to edit existing information.
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You may add other emergency contacts as Alternate Emergency Contacts. Use the pencil icons in each section to add information about the contact.
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Click the Submit button at the bottom of the screen when finished.
Add or Change Photo
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From your home screen in Workday, click your profile icon at the top right corner. If you do not yet have a photo uploaded, this will appear as an outline of a person icon. From this icon, click View Profile.
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Your worker profile will appear. Click the Actions button underneath your name to access the Actions menu.
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In this menu, navigate to Personal Data > Change my Photo.
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In the next edit screen, you can choose the photo you would like to use for your profile either by selecting the file or dropping it into the Attachments. This is a required field.
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After finalizing your photo, click Submit to proceed. You can also choose to Save for Later. You do not need to enter a Comment.
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Once your Change My Photo submission goes through the proper approvals, your photo will be added to your profile.
Add or Change Home Contact
Explanatory Video
This video walks through the accessing and editing your personal information and contact information from your worker profile.
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After logging into Workday, click the Menu in the top navigation bar to access the global navigation.
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Click on the Personal Information menu item.
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On the Personal Information dashboard, click the Contact Information button under the Change heading.
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On the Contact page, click the Edit button at the top of the screen.
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Your Home Contact Information will appear here. Use the pencil icon 
to edit existing information and Add buttons to add new information in this section.
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Once you have finished adding or changing information, click the Submit button at the bottom of the screen.
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You will receive a message confirming your submission and indicating any remaining approval steps. In most cases, you will need to wait until the change is approved before your new contact information will appear in Workday.
Verify/Edit Your Legal Name
Explanatory Video
This video walks through the accessing and editing your personal information and contact information from your worker profile.
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After logging into Workday, click the Menu in the top navigation bar to access the global navigation.
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Click on the Personal Information menu item.
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On the Personal Information dashboard, click the Name button under the View heading.
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Your current legal name information will display. If your legal name is accurate, no further action is required.
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If you wish to edit your legal name, click Edit.
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Your current legal name will be pre populated on this screen. You may edit the fields to indicate your legal name change. Fields with a red asterisk 
are required.
Note: Changing your legal name may require supporting documentation or approvals before appearing in the system. The system will display the next step in the process once you click submit.
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Click Submit.
View/Edit Your Preferred Name
Explanatory Video
This video walks through the accessing and editing your personal information and contact information from your worker profile.
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After logging into Workday, click the Menu in the top navigation bar to access the global navigation.
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Click on the Personal Information menu item.
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On the Personal Information dashboard, click the Name button under the View heading.
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If you wish to change your preferred name in Workday, select Edit. If not, not further action is needed.
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To edit any information, first uncheck the Use Legal Name as Preferred Name box, which will make the information display as editable. Make all desired changes. Fields with a red asterisk 
are required.
Note: Country is a required field; this determines the name format and defaults to the United States of America.
Note: Changing your preferred name may require supporting documentation or approvals before appearing in the system. The system will display the next step in the process once you click Submit.
6. If you are currently using a preferred name and wish to remove it, select the box next to Use Legal Name as Preferred Name.
7. Click the Submit button when finished.
This video walks through the profile Actions - viewing and updating your profile photo and contact information, and demonstrates how to access organizational charts and employee profile details, e.g. benefits.
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After logging into Workday, click the Menu in the top navigation bar to access the global navigation.
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Click on the Directory menu item.
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On the Directory menu under View, click on More. Click on the My Org Chart tile.
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The Org Chart is an interactive view of the management structure and hierarchy in Workday. Your own level in the org chart will appear first. You can click the name blocks to explore different levels of the org chart.
Note: You may also access the Org Chart with your profile by following the steps below:
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After logging into Workday, click your photo or image icon at the top right corner, as shown below, and click View Profile:
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Click on the icon for Team on the left side panel.
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Your own level in the org chart will appear first. You can click the name blocks to explore different levels of the org chart.
View Team (for Managers)
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After logging into Workday, click the Menu in the top navigation bar to access the global navigation.
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Click on My Team Management menu item.
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The My Team Management screen provides quick links to manage your such as Business Title Change, Add Job, Terminate, Compare Team, and more.
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On the left side of the page, you will see your direct reports under My Team.
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You can click a worker’s name to see their Worker Profile, a summary of their job, contact, and personal information. Use the headings along the left side of the screen to view information about the employees Job, Compensation, Time Off, Contact Information, Performance, and Career, and for each of these pages.
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You may click on the available tabs along the top of the screen to access detailed information. In the example shown below, you may click on the employee's Job tab to view details about an employee's job. There are tabs along the top of the screen to access detailed information. The available options will vary for each heading.
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To access another set of information, return to the menu along the left side of the screen to select a different heading.
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To exit a Worker Profile, you can easily navigate back to your profile using the options in the top navigation bar.
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Utilize the global navigation menu
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Click on the Trinity University to return Home
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Search for People or Tasks and Reports
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Click on your profile icon to View Profile
The following guidelines apply to delegation in Workday:
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We encourage temporary delegation to peers and supervisors.
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Delegation to people OTHER THAN peers and supervisors should be limited to specific approved scenarios such as the initiation and preparation (BUT NOT submission or approval) of expense reports. Submission and approval of expense reports should only be delegated to peers and supervisors.
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All delegation should have an end-date.
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Long-term delegation i.e. for expense reports, should follow the fiscal year.
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Other delegation should coincide with the end-date of a planned or unplanned absence or other circumstance that necessitates the delegation.
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All delegation should be approved by a manager.
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All delegation decisions will be captured in the system, and reports of delegation will be reviewed for appropriateness.
Delegate a Business Process
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From your home screen in Workday, click your profile icon at the top right corner. If you do not yet have a photo uploaded, this will appear as an outline of a person icon. From this icon, click View Profile.
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Your worker profile will appear. Click the Actions button underneath your name to access the Actions menu.
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In this menu, navigate to Business Process > My Delegations.
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On the My Delegations page, you can manage your current business process delegations and review the tasks that have been assigned, approved, reviewed, and so on.
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To create a new delegation, click Manage Delegations.
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At the top of the Manage Delegations screen, you can click on Business Processes Allowed for Delegation to see a list of all allowable business processes.
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To create a new delegation, fill in the onscreen information or use the plus sign to add a new delegation. Note that any field with an asterisk is required.
The key fields are as follows:
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Begin and End Date: The date range in which you want this delegation to apply. A begin date is required; if you leave the end date blank it will remain active indefinitely.
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Delegate: The employee(s) to whom you are delegating your tasks. Typically, you would choose just one, but you may choose several other employees.
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Use Default Alternate: Typically leave this checked. If checked, the manager of any listed delegate can function as an alternate for BP approvals and reviews in special situations. If unchecked, you can manually choose an Alternate Delegate below.
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Start on My Behalf: If you wish for a delegate to start a business process on your behalf select that business process in this field. If a delegation is for inbox tasks only, you may leave this blank.
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In the Do Inbox Tasks on My Behalf column, your choices are as follows:
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For All Business Processes: The employee will be able to complete all inbox tasks (e.g., Approve, Send Back, Review, etc.) for all business processes.
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For Business Process: The employee will be able to complete inbox tasks for only the business processes you specify in this field.
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None of the above: This is not typically used.
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It is recommended you check the box to Retain Access to Delegated Tasks in Inbox. This will allow you to continue seeing inbox items as usual, even though your delegate may complete tasks for you.
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Use the Plus icon at the top left of the grid to add as many new Delegation rules as needed.
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When finished, click Submit. You will initial see an Alert notifying you that “When you delegate the creation of an item, you give the delegate access to all of your previously created items of that type”. This is only an Alert meant to provide addition information before you Submit for approval.
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If you wish to continue adding this delegation, click Submit again.
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You will see a confirmation message. Your delegation request will route for approval as part of a business process before they take effect.
Act on Behalf of Another User
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From your home screen in Workday, click your profile icon at the top right corner. Select Switch Account from the menu below.
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Selecting Switch Account presents you with a list of users who have delegated Inbox tasks or Initiating Actions to you. Select the user for whom you want to act as a delegate.
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Once you switch accounts, Workday displays:
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On Behalf of, followed by the name and photo of the delegator.
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The Delegation Dashboard, which includes the Delegated Actions worklet, and from which you can take Initiating Actions on any business processes that have been delegated to you by the user on whose behalf you are acting.
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The Inbox, which (when selected) contains only the Inbox tasks delegated to you by the user on whose behalf you are acting, and from which you can view the details and complete the tasks.
Note: Delegated Inbox tasks are displayed in your Inbox (for your Workday account) as well. The action item titles display On Behalf of, followed by the name of the delegator to indicate that they are delegated tasks. However, you cannot view the details or complete the tasks until you switch accounts. In addition, you cannot view the details of or complete delegated Tasks steps, such as those found in the Onboarding business process.
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To initiate the action, click on the appropriate Report or Task available (see example below) and follow the steps for the specific action.
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To switch back to your Workday account, select Switch Account again.
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Select your own name to your return to your account.
There are currently no forms for these topics.
For additional help, please use the WorkdayHelp Ticket System.