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1 | Learning
1.1 | Learning Setup and Maintenance
1.1.1 | Setup Considerations: Learning

You can use this topic to help make decisions when planning your configuration and use of
Learning. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
Workday Learning combines development, peer learning, and required training into a single
platform. It enables you to manage:

Delivery of learning content for specific users or the entire workforce.

Storage of learning materials.
Worker and external users engagement and progress.

Business Benefits
Workday Learning:

Helps ensure users only access appropriate content.

Makes it easy to find and consume material by providing an intuitive and configurable
interface.
Streamlines your employees' career development by enabling then to check available
learning opportunities when setting goals, or recommend courses when they change
positions.
Helps you keep your learning catalog up to date by enabling subject matter experts to create
their own content.
Uses machine learning to suggest content that can help develop, or improve existing, skills.
Maintain standards by adding steps to your business process requiring approval before you
make content available.
Maximize efficiency as you mass drop learners from a course offering or digital course.

Use Cases

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Organize your learning into categories relevant to specific skills, to find content more easily.
Enable learners to set personal preferences, such as improving specific skills. Workday
Learning suggests courses that are relevant to their interests.
Curate content for specific skills or expertise.
Define an approval process for new content.
Enroll team members or entire teams in programs or courses.
Require learners to take lessons or courses.
Create courses that instructors deliver in person, have digital content, or a combination of
both.
Inform potential learners when courses are available and configure reminders when they
enroll.
Report on the usage, progress, or pass rate of your learning content.
Capture a learner's progress by entering scores, grades, or feedback with a training activity.
Enable your learners to provide feedback through questionnaires or ratings.

Questions to Consider

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Question Consideration

How do you want to organize your learning Categorize courses, lessons, and programs
catalog? into topics that your learners can browse.

Administrators can tag specific skills to

learning content. The content can display on
worklets as recommendations to learners for
skills they want to improve, or develop.

Workday delivers standard topic icons that

you can use to help workers find relevant
content.

You can also collate content using:

Campaigns to highlight learning

content. You can then send your
campaigns to a specific audience,
and configure notifications to remind
them of due dates. Example: A
manager creates a campaign to
ensure that his team members
complete a course on a new release
process.

Learning paths to enable learners to

create their own personalized
curriculum from the learning catalog.

Learning programs to define a group

of courses and lessons, and create 1
assignment for a group of workers.
Example: You can create an
Onboarding program for new hires.

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Question Consideration

Where do you train your learners? You can create courses that are:

Instructor-led. These courses are

held in person in a specific location.

Digital or online. Example: Create a

digital course when you have learners
in many time zones.

Blended. These courses have a

combination of instructor-led, digital,
webinar, and training segments.

How do you want to enroll learners? Along with enrolling individual workers,
managers can mass enroll learners by:

Role. Example: Enroll managers in a

course on conducting employee
reviews.

Team. Example: Enroll your Absence

team in a learning course about
configuring time off plans.

Learners can also enroll themselves in

available courses or programs.

If you make an error when enrolling workers,

you can also mass drop learners from a
course offering or digital course.

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Question Consideration

How do you want to publicize available You can use worklets to:
learning opportunities?

Inform workers of required courses

or lessons. Example: Compliance
with a company policy.

Recommend learning content that is

relevant to your workers' skills
development, career path, or
interests.

You can also create campaigns, which are a

combination of lessons, programs, and
courses that you can send to a group of
users. You can configure notifications to
announce the campaign, its purpose, and
send them as emails to prospective learners.

What existing content do you want to import Cloud Connect for Learning and Public
from external systems? Learning Content enable you to import third-
party media content. Workers can also
access external content by search, or linked
as a recommended course. You can load
media into Workday using:

The Workday Learning interface to

documents or graphics to an existing
course or lesson.

Media importer or web services to

bulk load external learning content.

Configure Workday to import Skillsoft

content and:

Automatically add new content.

Activate or deactivate content.

Update existing course materials.

Who can access or create your training You can use segmented security to provide
materials? access to, and ability to edit, learning content

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Question Consideration

for different types of workers. Examples:

All employees.

Contingent workers.

External learners.

Managers.

Pre-hires.

You can also:

Restrict course content based on

different criteria. Example: Restrict
access based on a worker’s location,
role, organization, or job.

Suggest equivalent courses for

workers if they don't have access to
one they're interested in. Example: A
user experience developer wants to
access a software testing course.
You can create an equivalency to
display a quality assurance
fundamentals course as an
alternative.

Create prerequisites, requiring

learners to complete a content item
before they start. Example: A
confidentiality agreement.

Structure your content sequentially

when you want your learners to
complete courses in a certain order.

Configure business processes to add

approval steps when workers:

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Question Consideration

Create learning content.

Edit learning content.

Manage learning content versions.

Who are your instructors? You can have your course or lessons given
by:

Internal instructors.

External instructors.

Subject matter experts who you can

assign as instructors for specific
lessons.

External instructors can’t:

Enroll in courses, unless they are also

extended enterprise learners.

View worker profiles or details about

a worker that aren’t relevant to the
courses they teach.

Do you charge for your courses? Workday enables you to configure pricing
and price display options for learning
courses and course offerings. You can
configure prices in different currencies and
use condition rules to set prices for groups
of learners and extended enterprise learners.
You can also track and measure the value of
interdepartmental training programs.

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Question Consideration

When do you schedule your learning You can assign roles to plan schedules and
opportunities? How do you assess your assess learners:
learners?

Learning assessors manage

schedules along with the grading and
attendance roster from their
dashboards. They can also enter
grading and attendance results for
learners enrolled in a course offering.

Instructors can enter results for

learners who attend their lessons.

Primary instructors and learning

administrators can override each
result.

How often do you update your courses and Whenever you update an existing lesson, or
lessons? add content to a course, you can set a date
for the update to become effective. Example:
Create a lesson describing a new feature and
create an effective date for the release date.

You can also create versions for blended

courses. Example: You can send legacy
blended courses to learners who are working
on an earlier version of your software.

Recommendations
Consider performance impacts when adding learners or courses or creating campaigns, Workday
restricts you to fewer than 50,000 learners on any learning campaign. We recommend that you have
fewer than 250,000 courses in your learning catalog. This number doesn't include imported records
or content.

Requirements
Create topics before you create courses or lessons to improve the catalog search and browsing
experience. Learners search by topic for learning materials. Example: Create a topic named HR
before creating the relevant learning content.

Limitations

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You can't delete topics, you can only inactivate topics. Workers can't search for topics you
inactivate.
You can only apply version control for blended courses.
You can't set up billing for courses in Workday Learning.
You can only add 1 standard icon per topic.
You can't purge learning content from your tenants.

Tenant Setup
Use the Edit Tenant Setup - HCM task to configure tenant-wide options for:

Course and lesson rating.

Learning paths.
Packaged content. Example: SCORM digital courses.
Enabling pricing configuration on content for specific workers.
Segmented security.
Declarations of interest in a course or lesson.

You can use the Edit Tenant Setup - System task to configure tenant-wide options for:

Acceptable media use policy text.

Comments on courses or lessons.
Default video playback quality.
Download and upload of content to Drive.
Video captioning.

You can use the Edit Tenant Setup - Notifications task to configure tenant-wide notifications for:

Campaigns.
Changes to Drive. Examples: Adding or removing content and changing access.
Expirations.
Reminders.
Surveys.

Security
You can use:

Workday-delivered security groups to provide users access only to specific learning content.
A user-based security group to provide learning administrators with access to all learning
content.
A segment-based security group to provide access to learning content for different types of
workers.

To view the different security domains for Learning, access the Domain Security Policies for
Functional Area report and select a Learning functional area.

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Functional Area Considerations

Learning Core Security domains in this functional area

enable users to configure and use core
learning features. They can view the
contents of your learning catalog and create
or edit:

Assignments.

Campaigns.

Content.

Grades for learners.

Enrollments.

Instructors and assessors.

Integrations with third-party software.

Pricing.

Reports.

Waitlists.

Backpack Hub Service Security domains in this functional area

enable users to configure and use basic
media content features in Learning,
including:

Accessing media tracking data.

Configuring content synchronization.

Creating, editing, and viewing.

Expiring out-of-date packaged

content.

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Functional Area Considerations

System Security domains in this functional area

enable users to configure and use Workday
features with learning, such as:

Downloading iCal files for Microsoft

Outlook calendars.

Drive.

Segmented security.

Surveys.

Questionnaires.

Worker Profile and Skills Users with access to the Set Up: Skills and
Experience domain can access details such
as:

Certifications.

Education.

Skills tagging for relevant content.

Training.

Work experience.

Business Processes

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Business Process Description

Cancel Course Offering

Create condition rules and custom
notifications.

Enroll in Course
You can create condition rules and custom
notifications using report fields for learning
content on the Learning Enrollment Event
business object.

Example: Learners can drop on-demand

courses without manager approval, but not if
they're required learning (either campaigned
or manager-enrolled courses).

Waitlist in Course
If a course is full, the Waitlist in Course
initiating action enables learners to join a
waitlist until a seat is available. When a
course begins, Workday automatically drops
learners from the waitlist.

Manage Course You can add approval steps when workers:

Manage Lesson
Create learning content.
Manage Program

Edit learning content.

Manage learning content versions.

Manage Course Offering

You can configure the business process
security policy to enable learning
administrators or instructors to move
instructor-led classroom training online in
course offerings.

Mass Enroll You can configure this business process to

enable managers to enroll their teams in a
course. Users with access to the Find
Workers to Enroll report can enroll specific
workers.

Reporting
To view the available reports for Workday Learning, access the Workday Standard Reports report.

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Report or Dashboard Description

Courses and Lessons Created (Last 12 Use this report to monitor the rate at which
Months) users create learning content. Example: Use
this information to plan for which
department requires more courses.

Expression of Interest in Learning Courses Use this report to identify expressions of

interest. Example: Use this information to
build a learning campaign when workers in
your team express interest in the same
courses.

Learning Admin Use this dashboard to provide an

administrative view of learning content with
access to:

Tasks and reports that enable you to

maintain the learning catalog.

Learning content reports and

employee self-service tasks for
learners.

Reports that provide insight into the

value and effectiveness of training.

Learning by Length of Service Use this report to analyze learning

engagement across the organization by
worker length of service. Example: Identify
whether there are sections of the worker
population who aren't engaging with
learning.

Learning Content by Rating Use this report to identify:

How learning courses and stand-

alone lessons are performing.

The highest performing content.

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Report or Dashboard Description

Learner Engagement Use this report to evaluate learner

engagement in terms of enrollments and
completions, so you can examine why some
learners engage more than others.

The report only displays data for the last

complete month.

Learning Trainer Use this dashboard to enable trainers to:

View your schedule and the course

offerings that they're teaching.

Manage your training activities.

Find workers to enroll in courses.

Manage waitlists.

Manage grading and attendance.

My Library Use this dashboard to enable learners to

create, access, and manage their learning
paths.

My Team's Learning Use this report to display a summary of

learning progress for all direct reports and
pre-hires, including:

Attendance status.

Completion status.

Enrolled content.

Integrations
Workday provides multiple web services and integrations for common learning inputs and
configurations. Consider these fundamental web services and integrations when configuring
Workday Learning.

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Web Service Consideration

Manage External Learning Instructors Use these web services to create internal
instructors from workers inside your tenant
Manage Internal Learning Instructors
or external instructors.

Use these web services to convert learning

Manage Course Offering
content, or how you offer available courses

Manage Learning Course to potential learners.

Manage Learning Program

Manage Lesson

Put Learning Imported Content Use these web services to bulk load existing
content or enrollments into Workday.
Put Learning Imported Record

Put Learning Topic Use to create learning topics.

Workday also supports integrations with third-party media content providers, including:

Harvard ManageMentor®
LinkedIn Learning™
Skillsoft
Udemy
YouTube

Connections and Touchpoints

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Touchpoint Consideration

Absence When an employee attempts to enroll in a

scheduled course, Workday checks their
approved absences. When there’s a conflict,
Workday displays a warning message so the
worker can adjust their absence or
enrollment.

Opportunity Graph Workday Learning helps learners identify

courses ranked most highly by those workers
in positions on their Opportunity Graph.

Talent You can:

Use the survey functionality from

Talent as a lesson type within a
course. Surveys enable you to get
feedback on the course, that you can
use to improve your learning content.

Use Talent Marketplace to suggest

learning content to help close skills
gaps.

View the learning content you

completed to achieve a competency,
and suggestions for other content.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

Concepts
Concept: Learning Topics
Concept: Translations
Setup Considerations: Campaigns
Setup Considerations: Learning Content
Setup Considerations: Learning Lessons
Setup Considerations: Pre-Hire Access to Learning
Setup Considerations: Pricing Enablement
Setup Considerations: Segmented Security for Learning
Tasks
Steps: Set Up Security for Learning
Steps: Set Up Pricing for Learning
Reference
Reference: Security Domains for Learning

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The Next Level: Prepare for a Workday Learning Deployment

The Next Level: Learning for Learning Instructors
Preconfigured Content: HCM Delivered Configurations

1.1.2 | Setup Considerations: Learning Instructors

You can use this topic to help make decisions when planning your configuration and use of learning
instructor functionality. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
Workday learning instructor functionality enables you to select and configure settings for
instructors who:

Manage waitlists.
Give lessons.
Grade learners' course work.

Business Benefits
Intuitive interface that makes it easy for instructors to manage their schedule and classes.
Configure dashboards and notifications to keep instructors informed about their upcoming
classes.
Reduce administrator maintenance by enabling instructors to manage the enrollment
waiting list and by bulk uploading existing instructors into Workday.
Maintain security over your learning catalog and worker information.
Enable instructors to create lessons and schedule course offerings.
Maintain standards by including approval steps before you publish lesson content.
Improve your learner experience by assigning external users or SMEs as instructors.

Use Cases
Enable instructors to enter grades, scores, and attendance for learners on their course.
Assign instructors to individual courses or lessons.
Generate PDFs of each course roster.
Configure alerts to notify instructors when you assign them to a course offering.
Upload existing instructors into Workday.

Questions to Consider

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Question Consideration

Who are your instructors? You can have your courses or lessons given
by:

Internal instructors.

External instructors. Example:

Subject matter experts who you can
assign as instructors for specific
lessons.

External instructors can’t:

Enroll in courses, unless they’re also

extended enterprise learners.

View worker profiles or details about

a worker that aren’t relevant to the
courses they teach.

How do you want to inform instructors of You can let instructors know about
classes? upcoming classes by configuring:

Your instructors' learning dashboard

to display upcoming classes on their
calendar. Instructors can export
details to add to third-party
calendars.

Notifications for new course

offerings that you assign to them.

Schedules to send reminders to your

instructors. Example: Set up
reminders to notify instructors who
haven't taken attendance on courses.

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Question Consideration

How do you assess your learners? You can assign an instructor to grade work,
and record attendance in individual lessons.

You can also assign primary instructors

when scheduling a course offering. These
instructors mark the overall grade and
attendance in the course. Primary instructors
can review passing grades and override the
results if necessary.

How do you manage your training materials? You can enable instructors to create and edit
learning content. Instructors can also verify
their content by viewing it as a learner.

You can also restrict access to course

content based on different criteria. Example:
Restrict access based on an instructor's
location.

You can configure business processes to

add approval steps when instructors:

Create learning content.

Edit learning content.

Manage learning content versions.

Recommendations
No impact.

Requirements
Create external learning user accounts for external learning instructors.

Limitations
Learners don't receive automatic notifications when you convert an instructor-led classroom
training lesson to a webinar.

You can't assign instructors by role-based groups.

You must display instructor names to learners on course offerings.

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Tenant Setup
No impact.

Security
You can use:

Workday-delivered security groups to provide instructors access only to specific learning

content.
A segment-based security group to provide access to learning content for instructors.

Domains Considerations

Self Service: Learning Instructor Users with access to this domain can use
roster management tasks and reports such
as:

Instructor schedules.

Grading and attendance for course

offerings.

Waitlists.

Manage: Create and Edit Learning Roles Users with access to this domain can access
administrative tasks and reports to manage
learning instructors.

Business Processes

Business Process Description

Manage Course Offering

You can configure the business process
security policy to enable learning
administrators or instructors to move
instructor-led classroom training online in
course offerings.

Manage External Learning Instructor You can configure these business processes
to designate external third-party users as
Manage Internal Learning Instructor
external instructors and workers as internal
instructors.

Reporting
Use the Learning Trainer dashboard to enable instructors to:

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View your schedule and the course offerings that they're teaching.
Manage your training activities.
Find workers to enroll in courses.
Manage waitlists.
Manage grading and attendance.

You can use the Learning Instructors report data source when creating custom reports on learning
instructors.

Integrations

Web Service Consideration

Manage External Learning Instructors Use these web services to designate workers
inside and outside of your tenant as
Manage Internal Learning Instructors
instructors.

Get External Learning Instructors Use these web services to view instructors in
your tenant.
Get Internal Learning Instructors

Manage Learning Instructor From Worker Use this web service to add or inactivate
instructors.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

Concepts
Setup Considerations: Segmented Security for Learning
Setup Considerations: Learning Content
Setup Considerations: Learning Lessons
Tasks
Steps: Set Up Internal Learning Instructors
Steps: Set Up External Learning Instructors
Move Instructor-Led Classroom Training Online
Manage Schedules and Grading and Attendance
Manage Waitlists for Learning Course Offerings
Reference
2021R2 What’s New Post: Manage Internal Learning Instructors

1.1.3 | Steps: Set Up Learning

Prerequisites

Review setup considerations for Workday Learning.

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Context

You can set up Workday Learning to enable:

Learning administrators to create and manage learning content and enrollments.

Learners to consume content and create stand-alone lessons for peer learning.

Steps

1. Configure security for Learning.

See Steps: Set Up Security for Learning.
2. Access the Manage Topics task.
Create topics that categorize your learning content.

Security: Set Up: Learning Catalog domain in the Learning Core functional area.

3. (Optional) Translate Business Data.

Configure translations for field values on the Learning Topic business object in the Learning:
Learning Core category to support global learning.
4. (Optional) Maintain Drop Course Event Categories.
You can create categories for drop reasons and subcategories when dropping learning
enrollments.
5. (Optional) Configure Microsoft Outlook Calendar for Learning.
You can create and send calendar invites when you schedule classroom training and
webinars in course offerings.
6. (Optional) Maintain Learning Unit Types.
You can create other unit types for learning courses and course offerings.
7. (Optional) Enable learners to express interest in specific course offerings.
See Steps: Set Up Express Interest for Learning Courses.
8. (Optional) Maintain Learning Validations.
You can create and maintain custom validation messages for learning enrollments.
9. (Optional) Configure segmented security to restrict access to learning content.
See Steps: Restrict Access to Learning Content.
10. Configure the Learning report on the Career for Worker Profile profile group to enable:
Learners to access their learning history through self-service.
Managers to access the learning history of their direct reports.
See Steps: Set Up Profiles and Profile Groups.
11. Access the Copy Standard Report to Custom Report task.
Copy the Find Workers report to create a custom report.

On the Advanced tab, add a Mass Actions row and select Learning Mass Enroll from the
Workday Supplied Mass Actions prompt, enabling you to mass-enroll learners. The search
report must use a data source with Worker as the primary business object.

Security: Set Up: Learning Catalog domain in the Learning Core functional area.

12. Configure Learning Dashboards.

Configure these dashboards to set up content containers as worklets and display relevant
reports:
Learning
Learning Admin
Learning Trainer
My Library

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Note:

The user interface on the Learning Admin dashboard enables learning administrators and
trainers to run administrative tasks. Select the View as Admin button on learning content
reports to view the content as an administrator and to enable Workday to remember this
setting preference. If you want to view content as a learner, select the View as Learner
button on learning reports or access the content through the Learning dashboard.

13. Assign workers as internal learning instructors.

See Steps: Set Up Internal Learning Instructors.
14. (Optional) Create external learning instructors.
See Steps: Set Up External Learning Instructors.
15. (Optional) Add approval steps that enable administrators or managers to review new:
Courses
Programs
Stand-alone lessons
Enrollments
Equivalency rules

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Business Process Option

Manage Course
Configure the Reset Expiration Date on
Enrollments for Course action step as a
completion step after any approval steps
on this business process. This
configuration initiates the Reset
Expiration Date on Enrollments task
when you update a course that has
completed enrollments. You can
configure condition rules on this step
when you want it to apply to specific
events on the business process.

Configure the Edit Additional Data action

step if you want to set a value for custom
fields on learning courses.

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Business Process Option

Manage Course Offering

Configure the Reset Expiration Date on
Enrollments for Course Offering action
step as a completion step after any
approval steps on this business process.
This configuration initiates the Reset
Expiration Date on Enrollments task
when you update a course offering that
has completed enrollments.

Configure condition rules on this step to

apply to specific events on the business
process. Example: You can create a
condition rule using the Initiated by
Update Offering to Version report field
that applies when the Update Offering to
Version task initiates this business
process.

Configure the
Edit Additional Data action step if you
want to set a value for custom fields on
learning course offerings. You can
rescind an event for this business
process once there are no outstanding:

Enrollments in the course

offering.

Events for the course offering in

progress.

Mass enrollment events in

progress for the course offering.

Newer events you must rescind.

Manage Program
Configure the Edit Additional Data action
step on this business process to set a
value for custom fields on learning
programs.

See Edit Business Processes.

16. (Optional) Create Locations.

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Create training rooms for learning instructor-led classroom training lessons.

17. (Optional) Access the Create Learning Assessor task.
Assign users as learning assessors for course offerings with training activity lessons.

Security: Manage: Create and Edit Learning Roles domain in the Learning Core functional
area.

18. (Optional) Access the Edit Tenant Setup - Global task.

Enable supported language options for learning content search results.

Security: Set Up: Tenant Setup - Global domain in the System functional area.

19. (Optional) Configure translations in your tenant.

See Steps: Manage Translations.
20. Create content for the learning catalog.
See Steps: Manage Learning Content.
21. Enable activity streams on these objects so that learners can collaborate using comments
after they enroll in or complete courses or stand-alone lessons:
Enrollable Learning
External Lesson
Learning Lesson

See Steps: Enable Activity Stream.

22. Manage tenant-wide settings for learning.

See Reference: Edit Tenant Setup - HCM.
23. Access the Edit Tenant Setup - System task.
In the System Setup section, for the File Type Setup Instructions option, ensure that you
include .ics to enable learners to download the iCalendar (.ics) file type.

Related Information

Tasks
Steps: Manage Translations
Reference
Reference: Edit Tenant Setup - System
The Next Level: Prepare for a Workday Learning Deployment
2020R2 What's New Post: Learner Experience

1.1.4 | Steps: Set Up Internal Learning Instructors

Context

You can create internal learning instructors from workers already in your tenant.

Steps

1. Edit Business Processes.

Configure the Manage Internal Learning Instructor business process in the Learning Core
functional area.
2. Edit Business Process Security Policies.
3. Edit Domain Security Policies.
Configure the security policy for the Self Service: Learning Instructor domain.

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4. Configure Dashboard Content.

Configure these worklets for the Internal Learning Instructor as Self security group:
My Course Offerings on the Learning Trainer dashboard.
Learning Trainer on the Home dashboard.
5. Access the Create Internal Learning Instructor task.
Security: Manage Internal Learning Instructor business process in the Learning Core
functional area.

Result

Workday adds newly created internal learning instructors to whichever of these security groups are
relevant:

All Internal Learning Instructors.

Internal Learning Instructor as Self.
Internal Learning Instructors.

Next Steps

Assign instructors to courses.

Related Information

Reference
Reference: Security Domains for Learning
Reference: Learning Business Processes
2021R2 What’s New Post: Manage Internal Learning Instructors

1.1.5 | Steps: Set Up External Learning Instructors

Prerequisites

Create external learning user accounts.

Context

You can create external learning instructors from external learning users already in your tenant.
External instructors can’t:

Enroll in courses, unless they’re also extended enterprise learners.

View worker profiles or details about a worker that aren’t relevant to the courses they teach.

Steps

1. Edit Business Processes.

Configure the Manage External Learning Instructor business process in the Learning Core
functional area.
2. Edit Business Process Security Policies.
3. Edit Domain Security Policies.
Configure the security policy for the Self Service: Learning Instructor domain.
4. Configure Dashboard Content.
Configure these worklets for the External Learning Instructor as Self security group:

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My Course Offerings on the Learning Trainer dashboard.

Learning Trainer on the Home dashboard.
5. Access the Create External Learning Instructor task.
Activate the external learning instructor persona on existing external learning user accounts.
Security: Manage External Learning Instructor business process in the Learning Core
functional area.

Result

Workday adds newly created external learning instructors to whichever of these security groups are
relevant:

All External Learning Instructors.

External Learning Instructor as Self.
External Learning Instructors.

Next Steps

Assign instructors to courses.

Related Information

Reference
Reference: Security Domains for Learning
Reference: Learning Business Processes
2021R2 What’s New Post: Manage Internal Learning Instructors
2021R2 What’s New Post: Unified System Account for External Learning Personas

1.1.6 | Steps: Set Up Express Interest for Learning Courses

Prerequisites

Configure the Manage Course Offering business process and security policy in the Learning Core
functional area.

Context

You can enable learners to:

Express interest in course offerings with specific dates and locations that suit them.
Configure email notifications to tell them when these offerings become available.

Steps

1. (Optional) Configure the Location field on the Configure Optional Fields task.
2. Access the Edit Tenant Setup - HCM task.
In the Learning section, select the Enable Express Interest check box.
Security: Set Up: Tenant Setup - HCM in the System functional area.
3. Create 3 calculated fields for the Manage Course Offering business process:
a. Use these values for the first calculated field:

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Business Object Learning Course Offering Event

Function Lookup Related Value

b. Select these prompt options on the Calculation tab:

Lookup Field Course Offering

Return Value Matching Interests

c. Use these values for the second calculated field:

Business Object Learning Interest

Function True/False Condition

d. On the Calculation tab, add a condition with these values:

Field Matching Course Offerings

Operator count is less than or equal to

Comparison Type Value specified in this filter

Comparison Value 2

Note: This comparison value ensures that a learner only gets 1 notification per
interest expressed.
e. Use these values for the third calculated field:

Business Object Learning Course Offering Event

Function Extract Multi-Instance

f. Select these prompt options on the Calculation tab:

Source Field Select the first calculated field you

created.

Condition Select the second calculated field

you created.

4. Access the Manage Course Offering business process definition.

a. From the related actions menu, select Business Process > Add Notification.
b. Add the third calculated field to Related Instances field in the Repeat On section.
5. (Optional) Add the Expression of Interest in Learning Courses report to the Learning Admin
dashboard.
See Steps: Set Up Dashboards and Landing Pages.

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Result

Learners can:

Specify suitable course offering dates and locations.

Receive a notification when an offering becomes available.

Next Steps

Run the Expressions of Interest in Learning Courses report to view learner demand.
Schedule offerings based on the data.
(Optional) Select the Disable Express Interest check box on the Create Course task.

Related Information

Tasks
Create Calculated Fields

1.1.7 | Steps: Set Up Learning Discovery Boards

Prerequisites

Review set up considerations for learning content and enrollments.

Set up your tenant for Drive.
Security: These domains in the System functional area:
Discovery Boards: Administration
Discovery Boards: Create
Discovery Boards: Manage Delivered Discovery Boards

Context

Discovery Boards improve how you track and report on the quality of your learning content. You can
configure and customize them to monitor ratings and learner engagement according to your
organizational needs.

Steps

1. Access the Delivered Discovery Boards task.

2. Select Learning from the list of discovery boards available in your tenant.
3. Select Make a Copy and save it in your Drive.
4. Configure your Learning discovery board and select filters as you see fit.
Workday updates indexed data sources and fields every hour.

Result

You can view detailed insights on learning content and enrollments for your organization.

Next Steps

You can:

Customize the discovery board for your organization by adding visualizations and sheets.
Share the discovery board with your learners.

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Related Information

Tasks
Steps: Set Up Drive
Steps: Set Up Tenant for Discovery Boards
Steps: Create a Visualization
Set Up Curated Field Lists
Reference
2021 R2 What's New Post: Discovery Boards for Learning

1.1.8 | Steps: Set Up Machine Learning for Learning Recommendations

Prerequisites

Add 1 or more of these worklets to your Learning dashboard:

Based on Your Skills to Develop

Recommended for You

Security: Manage: Innovation Services domain in the Innovation Services functional area.

Note: You must subscribe to Innovation Services to use this feature. Contact your Customer
Success Manager to request the Innovation Services order form, or see Workday Innovation
Services in the Workday Community for more information.

Context

Provide more relevant content recommendations for learners by enabling machine learning on
these worklets:

Based on Your Skills to Develop

Recommended for You
You Might Also Be Interested In

Steps

1. Access the Innovation Services Opt-In task.

In the HCM section, select the HCM Machine Learning GA Features option to enable
machine learning for these worklets:
Based on Your Skills to Develop
Recommended for You
You Might Also Be Interested In
2. Access the Maintain Innovation Services Data Selection Opt-In task.

As you complete the task, consider:

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Option Description

Learning Data Select this option in the Learning Core

section to enable machine learning data
for these worklets:

Based on Your Skills to Develop

Recommended for You

You Might Also Be Interested In

Worker Profile Data Select this option in the Learning Core

section to enable machine learning data
for the Recommended for You worklet.

Note: When you exclude a country from

Worker Profile Data, learners with that
country as their primary location won't
see machine learning Recommended for
You suggestions.

3. Access the Edit Tenant Setup - HCM task.

Select the Enable Related Content Recommendations check box to enable the You Might
Also Be Interested In worklet.

Result

The Based on Your Skills to Develop worklet generates recommendations using the skills tagged
on the content, those discovered using machine learning, and the learner's skill interests.

The Recommended for You worklet provides learners relevant content based on the:

Previous content the learners completed.

Learner's Workday profile, including job profile, skills, resume, and education details.
Learning patterns in content completed by workers in similar roles.

The You Might Also Be Interested In worklet displays related content that learners might be
interested in when they access or complete a course. Workday uses machine learning to identify
related content based on characteristics such as the title, description, skills, and topics.

Next Steps

Access the Innovation Services Summary report (secured to the Manage: Innovation Services and
View: Innovation Services domains) to view service opt-in status and last-modified information, and
to access service descriptions on Workday Community.

Related Information

Reference

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Reference: Learning Content Organization

Reference: HCM Machine Learning GA Features Innovation Service
2020R2 What's New Post: Skills Development Worklet
2021R1 What's New Post: Machine Learning Recommended for You Worklet
2021R1 What's New Post: Related Content Recommendations

1.1.9 | Configure Learning Dashboards

Prerequisites

Enable the security domains you want to use to secure your dashboards.

Security: These domains in the Learning Core and System functional areas:

Learning Access
Manage: Learning Content
Manage: Learning Course Enrollments
Manage: On the Job Training
Self-Service: Learning Instructor
Set Up: Learning Catalog
Set Up: Tenant Setup - Worklets

Context

Learning dashboards consolidate administrative tasks and reports in a single location. Users
access these dashboards based on configurable security.

Steps

1. Access the Maintain Dashboards report.

2. As you complete the report, consider:

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Option Description

Learning Click Edit to access learning content

reports and employee self-service (ESS)
tasks for learners.

Workday provides containers that you

can configure as worklets on this
dashboard to display recommendations
and required or optional learning to
learners.

Learning Admin Select worklets for administrative tasks

and reports to:

Maintain the learning catalog.

Track the value and effectiveness

of training.

Workday displays menus for:

Training Activities: To view and

maintain content for training
activity lessons.

Campaigns: To create and edit

audiences and message
templates for campaigns.

Learning Trainer Click Edit to enable assessors and

instructors to manage lessons and
enrollments for course offerings.

To ensure that trainers access tasks and

reports through the Learning Trainer
dashboard, remove the:

Assessor Dashboard worklet.

Instructor Dashboard menu.

My Library Click Edit to enable learners to manage

their learning paths and create a
personalized curriculum from the
learning catalog.

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Next Steps

Create or assign internal trainers.

Related Information

Tasks
Configure Dashboard Content
Reference
Reference: Learning Content Organization

1.1.10 | Maintain Learning Validations

Prerequisites

Security: Set Up: Learning Catalog domain in the Learning Core functional area.

Context

A validation message is the message Workday displays to users when they can't drop or enroll in a
course. You can only use this task to create custom validations for these processes. If you
configure help text for this business processes using the Maintain Help Text task, Workday displays
the help text above any validation messages that trigger, so you need to consider both the help text
and the validation messages in context. If using together, use the help text for general informational
purposes only and use individual learning validation messages to provide troubleshooting
information for specific validation contexts.

Use the Maintain Learning Validations report to create and manage custom validation messages
for these business processes:

Drop Learning Enrollment

Enroll in Course

Steps

1. Access the Maintain Learning Validations report.

2. Select a course validation context.
3. Set a Severity level for the new validation:
Critical: Prevents users from dropping or enrolling in a course.
Warning: Alerts users but enables them to continue.
4. As you complete the Add New Custom Validation task, consider:

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Option Description

Description The message that Workday displays to

users when they can't drop or enroll in a
course if you haven't configured a
separate validation message. To
configure a validation message for a
Critical or Warning message, select
Validation > Configure Validation
Message from the related actions menu
in the Validations column.

Category (Optional) Assign a category to make the

validation rule easier to find later.

Create Custom Validation Rule categories

on the Maintain Condition Rule
Categories task.

Derived Logic The statement that you’ve defined

through the rule conditions. The field
displays:

Existing statements.

New statements after you define

and save them.

Copy Condition from Rule (Optional) Copy and modify an existing

validation rule to create a new one.

5. To ensure that the validation rules apply to the correct learning content type, configure rule
conditions that specify the Course Type as either:
Course Offering
Digital Course
You can only create validation rules for digital courses that require enrollment.

Example

Use the Maintain Learning Validations report to prevent learners from enrolling in a course. Select
Drop Content Validation Context, and create a validation with this description: You are already
enrolled in this course.

Create a rule condition with these values:

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Field Value

And/Or And

Source External Field or Condition Rule Learning Course Enrollments

Relational Operator count is greater than or equal to

Comparison Type Value specified in this filter

Comparison Value Select the course title.

1.1.11 | Maintain Drop Course Event Categories

Prerequisites

Security:

Set Up: Configure Optional Fields domain in the System functional area.
Set Up: Learning Catalog domain in the Learning Core functional area.

Context

You can create event categories to enable learners and learning administrators to provide reasons
why they're dropping enrollments. Categorizing drop course reasons enables you to understand
potential issues with learning content.

Steps

1. Access the Maintain Drop Course Event Categories task.

2. Enter a Reason Category such as Difficulty Level on the category row for the drop course
reason.
3. Enter a Reason such as Too Advanced on the row for the drop course event subcategory.
4. (Optional) Access the Configure Optional Fields task.
You can require the Learning Drop Course Reason field on the Drop Learning Enrollment
task.

Related Information

Tasks
Hide or Require Optional Fields

1.1.12 | Maintain Learning Unit Types

Prerequisites

Security: Set Up: Learning Catalog domain in the Learning Core functional area.

Context

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Workday Learning provides these standard unit types that you can add as units to courses and
course offerings:

Continuing Education
Continuous Professional Development
Course Units

If your organization needs additional unit types, you can create and manage them. When you add
units to a course or course offering, we display them on the View Course report so that learners
understand the units associated with the content and their value.

Steps

1. Access the Manage Other Unit Types task.

2. Configure the additional unit types that you require and set a value for each type.

Next Steps

You can add these unit types to the Units grid on these tasks:

Create Course
Edit Course
Schedule Course Offering
Edit Course Offering

1.1.13 | Concept: Learning Topics

Topics enable you to categorize learning content, improving the learning catalog search and
browsing experience for learners. You can associate topics with learning content when you:

Create or edit a program, blended course, digital course, or stand-alone lesson.

Configure external content.

You can configure segmented security for learning topics, if required.

From the Learning dashboard, learners can:

Select Topics to browse learning content by topic.

Set topic preferences to enable Workday to suggest personalized related content in the
Based on Your Interests worklet.

Use the Create Learning Topic task to create topics that meet your learning catalog requirements,
associating an icon or custom image with each topic. As a convenience, Workday delivers these
standard topic icons:

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Compliance and Legal

Data Privacy and Security
Finance and Administration
Health and Safety
IT and Software
Management
Marketing and Sales
Operations
Productivity
Project Management
Skills
Team and Culture

You can reuse the icons across multiple topics if you need to create additional topics beyond this
list.You can only add 1 image per topic.

You can enter up to a maximum of 50 characters for your topic title.

Related Information

Reference
The Next Level: Peer Learning

1.1.14 | Reference: Learning Content Organization

Workday enables you to consolidate your learning content items on the dashboards of your
learners. For optimal user experience, we limit the number on your Learning dashboard to 6.

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Option Description

Based on Your Interests Displays content based on topics that

learners select on the Learning Preferences
task.

Only displays programs, courses, and stand-

alone lessons when available.

Workday sorts content by:

Third-party external publication date.

Workday creation date.

Based on Your Skills to Develop Displays recommendations and content

relevant to the skills a worker wants to
develop or improve.

Continue Learning Displays in progress, not started, and

unsuccessfully complete learning content.

If you opt-in to Learner Experience, add

Continue Learning to your My Learning page
to display in progress and not started
content.

Highlights Promotes content based on condition rules

that you configure for specific learner groups
on the Configure Learning Content
Highlights task.

This displays to learners when:

There's active highlighted content in

your tenant to display and 1 or more
rules apply to learners.

You haven't exceeded 6 items on your

dashboard.

Workday removes content when learners

complete it.

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Option Description

Learning Paths Displays personalized learning paths that

learners can create from the learning
catalog.

Most Popular Workday bases popularity calculations for:

Blended courses, on the number of

approved enrollments that aren't on a
waitlist, but aren't complete.

Digital courses and programs, on the

number of enrollments.

Stand-alone lessons, on the number

of views.

Only displays programs, courses, and stand-

alone lessons when available.

My Learning Content Displays complete, in progress, and not

started learning content.

My Team's Learning Displays learning progress for all direct

reports in a single place.

Popular in your Role Displays content that other workers in the

learner's role have enrolled in. Workday runs
a weekly job that gathers all completed
content per job profile.

We display image thumbnails for the top 20

learning content items and enable learners to
view up to 100.

We display this worklet for learners when:

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Option Description

There are 5 or more people in the

role.

There's content in the learning

catalog to recommend.

The job profile is public.

You haven't exceeded the limit on the

dashboard.

Extended Enterprise learners can't view this

on their dashboards as they don't have job
profiles in Workday.

We order content by popularity, taking into

account the number of enrollments and their
ratings.

If you've disabled the

Opportunity Graph and
Popular in your Role and want to enable this
functionality, use these domains to configure
it:

Self-Service: Opportunity Graph

Worker Data: Opportunity Graph

You'll experience a lag period until the next

Workday maintenance service window
before the learning content displays on your
interface.

Progress Displays learning history and enrolled

content to learners.

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Option Description

Recently Added Courses that require enrollment must be

open.

Displays content added to your tenant

recently through the user interface or web
services.

We display the content in order by creation

date.

Recommended for You Uses data from Workday Learning and HCM
to recommend relevant content. Example: A
Project Design course that scored a high
rating from a team member.

Workday bases the order on several factors

including:

Content that workers on your team or

worker profile have consumed.

Courses with the same instructor as

courses you've rated highly.

You can also configure machine learning to

provide your learners with more accurate
recommendations.

When there are no recommendations

available, Workday displays content based
on topic preferences.

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Option Description

Required for You Workday creates these assignments for:

Manager enrollment.

Mass enrollment.

Retraining purposes.

Required learning campaigns.

Only displays learning assignments with an

open status.

You Might Also Be Interested In Displays related content that learners might
be interested in when they access or
complete a course. You can configure
machine learning to identify related content
based on characteristics such as the title,
description, skills, and topics.

Related Information

Tasks
Configure Learning Dashboards
Configure Dashboard Content
Steps: Set Up Opportunity Graph

1.1.15 | Learning Security

1.1.15.1 | Setup Considerations: Segmented Security for Learning

You can use this topic to help make decisions when planning your configuration and use of
segmented security in Learning. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
Workday segmented security enables you to provide specific users permission to create and access
learning content.

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Business Benefits
Increase the effectiveness of learning in your organization as you can adopt a more targeted
approach.
Helps ensure confidentiality of sensitive learning content.
Improves the user experience as they only access content that is relevant to them.
Reduces administrative overhead as you assign content to the correct audience.
Help keep your learning catalog up to date by enabling subject matter experts to create their
own content.

Use Cases
Provide access to learning content for different types of workers.
Restrict access based on a worker’s location, role, organization, or job.
Provide different training course selections for sales and marketing as well as product
development.
Create different learning administrator groups to ensure that only subject matter experts
can maintain subject matter courses.

Questions to Consider

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Question Considerations

What content do you want to secure? You can secure:

At the program and course level by

associating the content with a
security category segment.

At the topic level.

You can also do a combination of topic and

security category-based segmented security.

Access to a security category on a program

or course takes precedence over access to a
topic.

If you want to enable learners to select from

the complete list of topic preferences, don't
restrict access on a topic-by-topic basis.

Which content do you want to provide to When configuring segmented security,

different learning administrators and consider which level of granularity
learners? administrators will need to maintain the
learning catalog.

You can create multiple copies of the

Learning Administrator security group to
achieve this level of granularity. You can then
select the relevant Learning Administrator
group when creating or editing a segment-
based security group.

Do you want workers on leave of absence to You can restrict access to entire programs,
be able to access Learning? courses, or specific topics for workers who
are on leave.

Do you have external content from third-party You can apply topic-based segmented
providers that you want to include in your security to external content. When you
learning catalog? configure external content, you map it to
topics in your learning content. Any topic-
based segment that applies to those topics
also applies to the external content.

Do you need to provide access to learning The Extended Enterprise Learning product
content to people outside of your company? enables you to give external users limited
access. You can configure segmented
security to restrict access to learning content
for extended enterprise learners.

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Recommendations
When you create or edit programs, Workday recommends that you associate the same:

Security categories with programs and the courses that they contain so that learners have
access to all course content items.
Topics with programs and the courses and stand-alone lessons that they contain so that
learners have access to all content items.

You can create topic security segments associated with 1 or more topics. When learning content
has multiple topics, learners can access the content if they have access to any of the topics. When
you use topic-based segments to secure content, Workday recommends that you select only 1 topic
on each program, course, or stand-alone lesson.

If you find that learners can access content that's restricted by a segment-based security group on
the Learning Access domain, and they’re not members of the segment-based security group, ensure
that they’re not members of an unconstrained security group on this domain. Unconstrained
security groups on the Learning Access domain override all segment-based security access.

In Production tenants, a search indexing job runs every 12 hours. In non-Production tenants, this job
runs every 24 hours. Depending on the size of your learning catalog, the job itself can take a few
hours to complete. Ensure the appropriate amount of time passes in your tenant before testing
changes to:

Topic-based segmented security.

Security categories.
Segment-based security groups and domains.

Requirements
When you configure worklets on the Maintain Dashboards report for the Learning dashboard,
ensure that the segment-based security groups on the Required for Groups prompt match the
groups on the Learning Access domain.

Limitations
Learners can still view, but can't access, completed programs and courses in their enrollment
history after you change the segmented security configuration to remove their access.

You can't create a proxy access policy for administrators that provides segmented security access
to learning content. You can only use unconstrained security groups on proxy policies.

Tenant Setup
You can select the Enable Security Categories check box in the Learning section on the Edit Tenant
Setup - HCM task to display a Security Category prompt when creating courses and programs.

Security

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Domain Considerations

Learning Access domain in the Learning Core Provides access to the learning catalog for
functional area. both self-service and administrative reports
and tasks.

When you add segment-based security

groups to this domain, Workday restricts
access to all content by security category or
topic segment. Before you add any segment-
based group to the domain, ensure that you
consider all users.

If you have any segment-based security

groups on this domain when you create a
new topic, you must add the topic to a topic
segment on the domain.

Manage: Learning Content in the Learning Provides access to learning content

Core functional area. management tasks and reports.

Manage: Learning Course Enrollments in the Provides access to administrative-based

Learning Core functional area. enrollment tasks. You can configure
unconstrained access for users or restrict
access using security category or topic
segments.

Set Up: Learning Catalog in the Learning Core Provides access to the learning catalog for
functional area. administrative reports and tasks.

Manage: Media Import in the Backpack Hub Allows users to import large volumes of
Service functional area. video and packaged content media files. This
domain is only available when you enable
Media Cloud in your tenant.

Business Processes
You can add segment-based security groups associated with topic and security category segments
to the security policies on these business processes:

Business Process Considerations

Manage Course Enables you to create or edit courses.

Manage Course Offering Enables you to schedule and edit course

offerings.

Manage Lesson Enables you to create and edit stand-alone

lessons.

Reporting

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Segmented security in Learning primarily applies to the Learning Content report data source, which
you can use to create or edit custom reports relating to your learning catalog. Workday also delivers
these reports that use this data source:

Reports Considerations

Browse Learning Content Enables security groups with access to a

particular security category segment to find
the restricted content.

Courses and Lessons Created (Last 12 Enables you to monitor the rate at which
months) users create learning content.

Learning Content by Rating Identifies the learning courses and stand-

alone lessons that are performing poorly in
terms of rating, as well as the highest
performing content in your tenant.

Manage Learning Security Segments Use this report to view your Learning security
set up. You can also configure:

Who can access your learning topics.

Which users are members of which

security category.

Manage Learning Content Enables learning administrators to view and

edit learning content.

My Team’s Peer Learning Content Enables managers to view a summary of

learning progress for all direct reports and
pre-hires. You can configure the report to
display on the My Team Management
dashboard.

Integrations
You can use these web services to create and update segmented security for Learning:

Get Learning Security Categories

Get Learning Topic Security Segments
Put Learning Security Category
Put Learning Topic
Put Learning Topic Security Segment

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

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Related Information

Concepts
Reference: Access to Learning Content by Report
Tasks
Create Segment-Based Security Groups
Steps: Restrict Access to Learning Content
Reference
Workday Community: Sign Up for Workday Media Cloud
Workday Community: Topic Based and Course Based Security
The Next Level: Prepare for a Workday Learning Deployment
The Next Level: Peer Learning
The Next Level: Learning Topic and Course Segmented Security

1.1.15.2 | Setup Considerations: Pre-Hire Access to Learning

You can use this topic to help make decisions when planning your configuration and use of pre-hire
access to Learning. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
When pre-hires have a confirmed start date, you can grant them access to Learning content so they
can start their training in advance.

Business Benefits
Organizations can meet their compliance needs by enabling pre-hires to complete required
training before their first day on the job.
Pre-hires can experience the culture of their future workplace before they start.
You can include pre-hires in audiences for learning campaigns.
You can create a single learning catalog and restrict access for pre-hires to specific content,
eliminating the need to create separate catalogs.
You can update the security groups of pre-hires to employees or contingent workers,
providing a smooth transition.

Use Cases
Pre-hires can:

Complete required training such as safety regulations or a code of conduct course.

Consume learning content relevant to their roles or organizations such how to operate a
piece of machinery or use an application.

Questions to Consider

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Questions Considerations

Do you want to restrict access to your You can provide access to the learning
learning catalog? catalog and use segmented security to
restrict pre-hire access to courses and
topics. Example: You can restrict access to
items that they can't complete until after they
start.

What kind of pre-hires do you want to grant You can configure security and worklets to
Learning access? make content available for contingent pre-
hires and full-time pre-hires on their
dashboards before their start dates.

If a pre-hire must complete the content

before their start date, you can also
configure the Required for You worklet on
the Onboarding dashboard to make the
content available.

Do you need to mass enroll pre-hires on a You can mass enroll large numbers of pre-
regular basis? hires using a custom report based on the
Find Workers report with modifications to
the sort, prompts, and advanced settings.

Do you plan to use campaigns for pre-hire When creating a campaign, consider whether
Learning content? your audience is a pre-hire, employee, or
both. Only include content that is relevant to
their required learning.

Recommendations
Restrict your learning catalog so that pre-hires are only able to access content that is
relevant to them.
Configure worklets on your Learning dashboard so that pre-hires can access learning
content.

Requirements
Remove the Enable dynamic removal and resend option on the exclusion rule on learning campaigns
to ensure that the campaigned content remains required learning when pre-hires transition to
employees.

Limitations
You can only grant Learning access to pre-hires after you enter a confirmed start date for them in
Workday.

Tenant Setup
No impact.

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Security

Domains Considerations

Learning Access in the Learning Core Users can:

functional area

Complete lessons.

Search the catalog.

Set preferences.

View content progress.

View content information.

Self-Service: Learning in the Learning Core Users can view their learning history
functional area transcripts.

Self-Service: Take Surveys in the System Users can access Workday surveys in
functional area learning course lessons.

Worker Data: Public Worker Reports in the Managers can search for their workers and
Staffing functional area view their pre-hire content completion on the
worker profile.

Business Processes
To add pre-hires as a security group that can start or initiate a business process, configure these
business processes and their security policies in the Learning Core functional area:

Business Process Considerations

Drop Learning Enrollment Enables learners to drop an enrollment for a

program, a course offering, or a digital
course (both internal and external).

Enroll in Course Enables learners to enroll in a course

offering or a digital course (both internal and
external).

Reporting
When creating pre-hire audiences for learning campaigns, you can select custom reports that use
the All Workers for Pre-Hires report data source (RDS). This RDS provides all workers with a future
start date.

You can use these reports and dashboards:

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Reports or Dashboards Considerations

Browse Learning Content report Pre-hires can run this report to search for
learning content.

Learning dashboard You can grant pre-hires access to this

dashboard so they can complete learning
content and self-service tasks.

Learning Admin dashboard Access tasks, reports, and dashboards that

enable you to create and manage content
and campaigns for pre-hires.

My Library report Pre-hires can view their learning paths on

this report. Learning paths enable pre-hires
to create a personal curriculum by adding
relevant onboarding videos to their library as
they consume learning content.

Integrations
You can use these web services to enroll pre-hires in learning courses:

Web Services Considerations

Enroll in Learning Course Enables you to enroll learners into blended or

digital courses.

Put Learning Enrollment Enables you to update an existing enrollment

or create legacy enrollments.

Connections and Touchpoints

Features Considerations

Staffing You can create required learning campaigns

to display on the Required for You worklet on
the Onboarding dashboard.

Talent You can enable learners and their managers

to access their pre-hire learning history.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

Concepts
Concept: Security in Learning
Tasks
Steps: Configure Pre-Hire Access to Learning Content

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Steps: Set Up and Launch Learning Campaigns

Steps: Set Up Profiles and Profile Groups
Steps: Set Up Worker Onboarding

1.1.15.3 | Steps: Set Up Security for Learning

Context

You can set up security to determine who can create, manage, and consume learning content.
Workday Learning enables you to configure granular domain access for tasks and reports that your
organization uses to manage:

Learning content.
Learning enrollments.
Reminders for courses with expiration dates.

Steps

1. Create User-Based Security Groups.

Create security groups for your learning administrators to support the level of granularity
that you require to manage learning and assign users.
2. Access the Maintain Functional Areas task.
Enable these functional areas:
Common Financial Management
Learning Core
Security Configuration domain in the System functional area.
3. Edit Domain Security Policies.
Configure security domains for Learning.
4. Edit Business Process Security Policies.
Configure these business processes security policies:

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Business Process Edit

Enroll in Content To enable primary and secondary

instructors to approve enrollments, add
the Internal Learning Instructor as Self
and External Learning Instructor as Self
security groups on the approval step.

To enable assessors to manage training

content, add the Learning Assessor as
Self security group on the Manage: On
the Job Training domain.

Manage Course Offering To enable learning administrators or

instructors to move instructor-led
classroom training in course offerings
online, add their security groups on the
Update Offering to Online Only initiating
action.

5. Activate Pending Security Policy Changes.

Related Information

Concepts
Concept: Security Groups
Concept: Expiry Periods for Learning Courses
Tasks
Create or Edit Condition Rules
Reference
Reference: Security Domains for Learning
Reference: Learning Business Processes
The Next Level: Learning for Learning Instructors

1.1.15.4 | Steps: Restrict Access to Learning Content

Prerequisites

Read Concept: Security in Learning.

Context

You can restrict access to learning content using segmented security based on:

Security categories on courses.

Security categories on programs.
Topics.

Security categories on courses and programs provide more granular security. When you view a
topic, you can only view programs or courses that you have permission to view based on the

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security category on the program or course. Programs and courses that have no security category
are open to all users with access to Learning, provided they have access to the topic.

Topic-based segmented security applies separately to programs and courses. Learners can view a
program when they have access to all of the topics associated with the program, but can only view
each course within the program if they have access to the topics associated with the course.

Steps

1. Access one of these tasks:

Create Learning Security Category
Create Learning Topic Security Segment
Create security segments to restrict access by security category or topic, or both.
Security: Learning Segment Setup domain in the System functional area.
2. Create Segment-Based Security Groups.
Create the security groups to associate with the security segments if existing security
groups don’t meet your business requirements. Map these groups to 1 or more of the
learning security category or topic security segments.

The security groups that you grant access to in the Group Criteria section must be
unconstrained.

3. Edit Domain Security Policies.

Grant your learning segment-based security groups access on the Learning Access domain
so that members of these groups can access content on the Learning dashboard.
4. Activate Pending Security Policy Changes.
5. Access the Edit Tenant Setup - HCM task.
In the Learning section, select the Enable Security Categories option to display a Security
Category prompt on these tasks:
Create Course
Create Program
Edit Course
Edit Program

See Reference: Edit Tenant Setup - HCM.

Example

This example illustrates how to grant access for managers to a management-related topic and
make other topics available to all.

1. Create 3 topics:
Management
Health and Safety
Skills
2. Create 2 learning topic security segments. Example:
Name the first segment Topics for Managers and select the Management topic.
Name the other segment Public Topics and select the Health and Safety and Skills
topics.
3. Create 2 segment-based security groups: 1 for managers and 1 for everyone else. Example:
Managers
Public
For each of these security groups, select:

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1 or more groups from Group Criteria. Example:

For Managers, select Manager (Unconstrained).
For Public, select:
All Contingent Workers
All Employees
The learning topic security segments to grant access to in Access Rights. Example:
Topics for Managers
Public Topics

Next Steps

Create learning content such as:

Programs, courses, and stand-alone lessons that contain topics.

Programs and courses with security categories.

Test the security policy changes.

Note: In Production tenants, a search indexing job runs every 12 hours. In non-Production tenants,
this job runs every 24 hours. Depending on the size of your learning catalog, the job itself can take a
few hours to complete. The search indexing job is required to populate the Learning dashboard and
for relevance searching in Learning. After configuring topic-based segmented security, security
categories, and associated segment-based security groups and domains, ensure that you allow the
appropriate amount of time to pass in your Production or non-Production tenant before testing
these changes.
For each segment:

Sign in as a user who's a member of a segment-based security group associated with a

topic or security category.
Verify that you can access the learning content for that segment.

Related Information

Reference
The Next Level: Learning Topic and Course Segmented Security

1.1.15.5 | Steps: Configure Pre-Hire Access to Learning Content

Prerequisites

Read Reference: Security Groups for Pre-Hires.

Consider restricting access to your learning catalog and use segmented security to restrict
the topics you display to your pre-hires.
Security: Security Configuration domain in the System functional area.

Context

Set up access to enable pre-hires to consume learning content before their start date.

Steps

1. Configure access for the All Pre-Contingent Workers, All Pre-Employees, or All Employees
security groups for these domains:

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Learning Access
Self-Service: Learning
Self-Service: Take Surveys
Worker Data: Public Worker Reports
2. To add pre-hires as a security group that can start or initiate a business process, configure
these business processes and their security policies in the Learning Core functional area:
Drop Learning Enrollment
Enroll in Course
3. Access the Maintain Dashboards report.
In the Required for Groups prompt in the Worklets section of these dashboards, provide
access to pre-hire security groups:
Learning
My Library (for access to the Learning Paths worklet)
Onboarding

See Steps: Set Up Dashboards and Landing Pages.

1.1.15.6 | Concept: Security in Learning

You can restrict access to learning content using:

Security category segments for programs and courses associated with a particular security
category. Learners who are members of a security group with access to the segment can
find the restricted content using the Browse Learning Content report.
Topic security segments for learning content associated with a particular topic. Topic-based
security creates a more contextual user experience for learners so that:
Only members of learning administrator groups with access to a specific topic
segment can create content for topics within the segment.
Only learners with access to a specific topic segment can view content and create
stand-alone lessons for topics within the segment.

If learners have access to a category on a program or course, but don't have access to the
associated topic, Workday includes the content in the Browse Learning Content report, but
excludes the topic from the Topics view.

If the security changes for a program or course after learners have completed the content, and
those learners no longer have access, the content remains in their enrollment history, but they can't
view the details.

The Learning Access domain in the Learning Core functional area provides segmented access to
the catalog. If you add any segment-based security groups for security categories or topics to this
domain, Workday restricts access to all content by security category or topic segment. Users can
only access content associated with security categories or topics in those segments, if they're
members of the security group within the Group Criteria of the segment-based group.

You can add groups based on these Workday-delivered security types to the Learning Access
domain:

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Public Groups
Segment for Learning Category
Segment - Learning Topic
User-Based Groups

Note: To provide access to all learning self-service tasks, learners need View and Modify access to
the Learning Access domain.
Use the Manage Learning Security Segments report to view your Learning security set up. You can
also configure:

Who can access your learning topics

Which users are members of which security category

Related Information

Concepts
Concept: Configurable Security
Concept: Security Groups
Concept: Locations and Location Hierarchies

1.1.15.7 | Reference: Access to Learning Content by Report

You can use segment-based security to configure access to learning content, depending on your
security requirements. Workday restricts access to content on some reports, depending on whether
learners are members of security groups with access to a topic or security category.

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Learner Access Scenario Access by Report

Access to the topic on a course but not to Learners can’t access the course on these
the security category. reports:

Browse Learning Content

Topics

Access to the security category on a

Learners can access the program or course
program or course, but not to the topic.
on the Browse Learning Content report, but
can’t browse to the content from the Topics
report.

Access to the security category on a

Learners can access the program but not the
program, but not to the security category on
course on these reports:
a course content item.

Browse Learning Content

View Learning Program

Access to the topic and security category on

Learners can’t access the course on the
a program, but not to the topic on a course
Topics report. However, they can access the
content item.
program and the course on these reports:

Browse Learning Content

View Learning Program

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Learner Access Scenario Access by Report

Access to the topic on a program, but not to

Learners can access the course on the
the security category on a course content
Topics report, but can’t access the course on
item.
these reports:

Browse Learning Content

View Learning Program

1.1.15.8 | Reference: Learning Business Processes

Workday delivers these business processes in the Learning Core functional area. Use them to
configure and define the security policies for learning in your organization.

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Business Process Description

Cancel Course Offering Initiates when you cancel a course offering.

You can create condition rules and custom

notifications on the Cancel Course Offering
business process, using report fields for
learning content on the Learning Course
Offering Management Event business object.

Cancel Learning Enrollment Initiates when you cancel an enrollment for a

course offering.

You can create custom notifications on the

Cancel Learning Enrollment business
process, using report fields for learning
content on the Learning Enrollment Event
business object.

Drop Learning Enrollment Initiates when learners drop an enrollment

for a program, a course offering, or a digital
course (both internal and external).

You can create condition rules and custom

notifications on the Enroll in Course business
process, using report fields for learning
content on the Learning Enrollment Event
business object.

Example: Learners can drop on-demand

courses without manager approval, but not if
they're required learning (either campaigned
courses or manager enrolled). Use these
report fields to define a condition rule to
remove manager approval for on-demand
courses flagged as required learning:

On Demand Enrollment

Required Learning Enrollment

Edit Course Additional Data Initiates when you enable selected security
groups to approve the addition of custom
fields to learning courses.

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Business Process Description

Edit Course Offering Additional Data Initiates when you enable selected security
groups to approve the addition of custom
fields to learning course offerings.

Edit Program Additional Data Initiates when you enable selected security
groups to approve the addition of custom
fields to learning programs.

Enroll in Course Initiates when learners enroll in a course

offering or a digital course (both internal and
external).

If a course is full, the Waitlist in Course

initiating action enables learners to waitlist
until a seat is available. When a course
begins, Workday automatically drops
learners from the waitlist.

You can create condition rules and custom

notifications on the Enroll in Course business
process, using report fields for learning
content on the Learning Enrollment Event
business object.

Manage Course Initiates when you create and edit learning

courses and manage their versions.

Manage Course Offering Initiates when you schedule or edit course

offerings, or update offerings to a new
course version.

Configure the business process security

policy to enable learning administrators or
instructors to move instructor-led classroom
training in course offerings online. Grant
access to security groups for the Update
Offering to Online Only initiating action.

Configure the Copy Course Offering task by

granting access to security groups for the
Copy Course Offering initiating action on this
business process to create a copy of an
existing course offering.

Manage Equivalency Rule Initiates when you create and edit

equivalency rules.

Manage Internal Learning Instructor Initiates when you create or edit internal
learning instructors.

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Business Process Description

Manage External Learning Instructor Initiates when you create or edit external
learning instructors.

Manage Lesson Initiates when you create and edit internal

stand-alone lessons.

Manage Program Initiates when you create and edit learning

programs and manage their versions.

Mass Cancel Learning Enrollments Initiates when you cancel multiple

enrollments for 1 or more course offerings.

You can create custom notifications on the

Mass Cancel Learning Enrollments business
process, using report fields for learning
content on the Learning Enrollment Event
business object.

Mass Enroll Initiates when:

Managers enroll their team members

in learning courses.

Users with access to the Find

Workers to Enroll report run the
Learning Facilitated Enroll task.

Once you configure this business process for

Manager Enroll, Workday displays an Enroll
My Team button on these reports:

View Course

View Digital Course

For the Learning Facilitated Enroll task,

Workday displays a Facilitated Enroll button
on the Find Workers to Enroll report.

Related Information

Tasks
Create Custom Business Processes
Edit Business Process Security Policies
Edit Business Processes

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1.1.15.9 | Reference: Security Domains for Learning

You can configure these domains in the Learning Core functional area to provide access to tasks
and reports for Learning.

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Domain Description

Learning Access Provides access to learning self-service

tasks and reports. Learners with access to
this domain can:

Search for learning content.

View programs, courses, and

lessons.

Set their learning preferences.

Complete learning surveys.

View their progress for learning

content.

Express interest in courses.

Add content to learning paths.

Manage: Create and Edit Learning Roles Provides access to administrative tasks and
reports to manage learning assessors and
instructors.

Manage: Facilitated Enrollments Provides selected users with access to the

Find Workers to Enroll report to manage
enrollments for blended and digital courses.

We recommend that users with access to

this domain don't have access to the
Manage: Learning Course Enrollments
domain. This ensures they can only enroll
learners that they have access to.

You can add a validation on the Mass Enroll

business process definition to prevent
selected user groups from enrolling learners
into required learning.

Manage: Learning Additional Data Provides administrator access to create and

manage custom objects for learning content.

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Domain Description

Manage: Learning Assignments Provides administrator access to manage

campaign record assignments.

Configure this domain to grant View and

Modify permission to the Learning
Administrator security group.

Manage: Learning Content Provides access to some administrative

tasks and reports to manage learning
content.

Manage: Learning Course Enrollments Provides access to administrative based

enrollment tasks. You can configure the
domain security policy to provide access for
users in an unconstrained user group. These
users aren't Learning Administrators, but can
mass enroll and mass drop learners from
courses in the organizations they support.

You can also restrict access using learning

security category or topic segments.

Manage: Learning Pricing Provides access to most tasks for

configuring pricing enablement, including:

Training credit mappings.

Learning organization payment

configurations.

Prices and advanced pricing rules on

courses and course offerings.

Manage: Learning Pricing Rules Provides access to create condition rules for
pricing enablement.

Manage: Mass Enrollments Provides constrained access to these tasks:

Mass Drop by Role

Mass Enroll by Role

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Domain Description

Manage: On the Job Training Provides access to tasks, reports, and data
related to training activity lessons.

You can configure this domain to grant

View and
Modify permission to these security groups:

Self-Service - Learning Assessor

Self Service - Internal Learning

Instructor

Self-Service - External Learning

Instructor

Manage: Unrestricted Mass Enrollments

Provides unrestricted access to the

Find Workers to Enroll report and these
tasks:

Learning Mass Enroll

Mass Drop

Person Data: Learning Provides access to another person's learning

transcript.

Reports: Learning Campaign Records Provides access to the Learning Campaign

Record report data source, enabling you to
report on learning campaigns.

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Domain Description

Reports: Learning Record Provides access to reports that display

learning record data, including:

Enrollments.

Equivalencies.

Historical tracking.

Media tracking.

Reporting: Learning Pricing Provides access to data sources for

reporting on pricing configuration and
enrollment pricing records.

Self Service: Learning Provides access to the learner to view their

course calendar and learning transcript.

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Domain Description

Self-Service: Learning Instructor Provides access to roster management

tasks and reports such as:

Instructor schedules.

Grading and attendance for course

offerings.

Waitlists.

You can grant unrestricted access or restrict

access so instructors can view enrollment
and grading information only on courses for
which they are the primary or secondary
instructor. Grant permissions to the:

All Internal Learning Instructors and

All External Learning Instructors
security groups for unrestricted
access.

Internal Learning Instructor as Self

and External Learning Instructor as
Self security groups for restricted
access.

Set Up: Learning Catalog Provides access to a large number of tasks

and reports that enable administrators to
manage learning content.

Set Up: Learning External Content Integrations Provides access to the Configure External
Content task and the external content
integrations for Learning.

Set Up: Sale Item Provides access to tasks and reports that
enable you to manage sales items for
learning program and course costs.

View: Sale Item Provides access to view a specific sales

item.

You can configure these domains in the System functional area.

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Domain Description

Calendar Download Access Provides access to download iCal files.

Drive Provides access to the Drive user interface

to create and manage Workday files
associated with media files.

Learning Segment Setup Provides access to administrators to

manage security segments for learning
content.

Questionnaire Creation and Distribution

Provides access to questionnaires in
learning survey lessons.

Questionnaire Results Provides access to tasks and reports related

to results in learning survey lessons.

Self-Service: Take Surveys Enables learners to participate in learning

survey lessons.

You can configure these domains in the Backpack Hub Service functional area.

Domain Description

Manage: Media Advanced Provides access to manage media and set

passing scores on video interactions.

Media Reporting Provides access to media tracking data for

reporting.

1.1.16 | Learning Pricing Enablement

1.1.16.1 | Setup Considerations: Pricing Enablement

You can use this topic to help make decisions when planning your configuration and use of Pricing
Enablement for Learning. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

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Workday enables you to configure pricing and price display options for learning courses and course
offerings. You can configure prices in different currencies and use condition rules to set prices for
groups of learners and extended enterprise learners. Workday creates pricing records for each
enrollment. You can report on prices or use web services to send them to applications that support
billing or payment processing.

Business Benefits
Pricing your learning content enables you to:

Communicate the value of your training by displaying prices to users.

Report on prices associated with each course or course offering enrollment.
Monetize your training if you integrate with an application that handles billing.

Use Cases
This table describes use cases for pricing learning content:

Audience Use Case

External (Extended Enterprise) Strategically price learning content according

to contracts with customers, partners, and
other extended enterprise affiliates.

Internal (Learning) Track and measure the value of

interdepartmental training programs.

Questions to Consider

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Questions Considerations

Who do you want to configure pricing for? Workday supports pricing enablement for
workers and extended enterprise learners.
You can enable functionality for workers only,
extended enterprise learners only, or both.

Which time zone is most appropriate for Training credit mappings become effective
enabling new training credit mappings? on pacific time. New mappings that go into
effect can impact currency values and prices
for all users. Consider which time zone will
minimally impact your users and select it
from the Time Zone Credit Mapping prompt
in tenant setup.

Which currencies should I plan to include in You can configure whichever currencies you
my training credit mappings? want to display prices in. The currencies you
include in your training credit mappings have
no relationship to currency used elsewhere in
Workday, nor do they respect the preferred
currencies of individual users. Consider the
audiences who will consume your learning
content and the currencies you need to
communicate value to them. Each
supervisory organization and extended
enterprise affiliation can only have 1
currency.

How many training credit mappings can I You can create as many training credit
create? mappings as you want, but only 1 can be in
effect at a time. You can prepare new
training credit mappings for the future and
set an effective date so they automatically
apply when ready. You can't edit or delete
training credit mappings that are currently in
effect. To change an existing training credit
mapping, you must copy it, edit it, then set a
new effective date.

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Questions Considerations

Who should be in charge of pricing Workday secures pricing functionality to

administration functionality? different domains than learning
administration functionality. Administrators
who manage your learning catalog might not
understand your pricing strategy or
contractual obligations with your affiliates.
Similarly, pricing administrators might not
understand the details of individual courses.
Consider this as you decide:

Who gets access to pricing and

pricing rule security domains.

How you might configure business

process definitions to ensure
appropriate approvals.

What are the differences between course The Costs section on the Create Course task
costs and pricing? is intended to itemize and display the cost of
course-related expenses and materials on
the course. The Pricing section is for
configuring the enrollment price for a course.
You might need to explain these differences
to users who can edit courses.

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Questions Considerations

Can I use decimals in pricing configurations? You can enter up to:

10 digits before the decimal point

and 5 digits after the decimal point in
training credit mappings and course
prices.

12 digits before the decimal point

and 4 digits after the decimal point in
pricing rules.

The final calculated price for a course can

have up to 20 digits before the decimal point
and 10 digits after.

Workday rounds prices for learners who view

pricing enabled learning content to the
decimal place appropriate for each currency.
Example: Prices in USD round to the
hundredths decimal place while prices in
JPY round to the nearest whole number.

In custom reporting, you can use either

rounded report fields or unrounded report
fields on the Learning Enrollment Pricing
Record data source.

Recommendations
Create pricing rules to change the price of a course for a set of users who meet the conditions you
define.

Requirements
To use pricing, you must subscribe to Workday Learning. You can also use pricing with Extended
Enterprise Learning.

Workday requires these components to calculate the price for an enrollment:

A training credit mapping with a current effective date.

A payment configuration for the organization the learner belongs to.
A default price, or training credit value, on the course or course offering with pricing enabled.

Limitations
You can't price learning programs or stand-alone lessons.

Tenant Setup

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The Enable Pricing Configuration for Person Types prompt enables the configuration of prices for
workers or extended enterprise learners. If you disable pricing configuration, you can still:

Report on enrollment prices.

Use web services to get pricing data out of Workday.
Use web services to specify training credits and pricing rules for courses.

Security
These domains in the Learning Core functional area:

Domain Considerations

Manage: Learning Pricing Secures most pricing configuration

functionality for pricing administrators.

Manage: Learning Pricing Rules Secures the Create Worker Pricing Rule and
Create Extended Enterprise Learner Pricing
Rule tasks. You don't need access to this
domain to add pricing rules to a course.

Reporting: Learning Pricing Secures report data sources needed to

create custom reports for pricing and pricing
records. This domain is for users who need
to report on prices, but not configure them.

Note: Contextual security applies to learning

enrollment pricing records so that managers
and affiliation managers can only view
records for learners who are in their
organization at the time of enrollment.
Administrators can view all records.

Business Processes

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Business Process Considerations

Enroll in Course You can configure a step so managers or

affiliation managers can approve enrollment
prices.

Manage Course You can configure a step so pricing

administrators can approve course prices.

Manage Course Offering You can configure a step so pricing

administrators can approve course offering
prices.

Mass Enroll You can configure a step so managers,

affiliation managers, or pricing
administrators can approve enrollment
prices for each learner.

Reporting
You can create custom reports with the:

Learning Contents report data source to view pricing by course.

Learning Enrollments report data source to view pricing records by enrollment.

Integrations
You can use these web services to configure pricing:

Get Training Credit Mappings

Get Learning Organization Payment Configuration
Get Learner Pricing Rules
Put Training Credit Mapping
Put Learning Organization Payment Configuration
Put Learner Pricing Rule
Manage Course Offering
Manage Learning Course

You can use the Get Learning Pricing Records web service to send enrollment pricing records to
third-party applications. The only way to change the Document Payment Status field from Unpaid is
with the Put Learning Pricing Record Document Payment Status.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

Reference
2020R1 What's New Post: Pricing Enablement for Learning

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1.1.16.2 | Steps: Set Up Pricing for Learning

Prerequisites

Set up Learning or Extended Enterprise Learning.

Context

You can configure pricing and price display options for internal and external learners.

Steps

1. Edit Domain Security Policies.

Configure security policies for these domains:
Manage: Learning Pricing
Manage: Learning Pricing Rules
Reporting: Learning Pricing
2. Access the Edit Tenant Setup - HCM task.
Use these prompts on the Learning section to select who you can configure pricing for, and
when new training credit to currency mappings become effective:
Enable Pricing Configuration for Person Types.
(Optional) Time Zone for Training Credit Mappings.
Security: Set Up: Tenant Setup - HCM domain in the System functional area.
3. Access the Maintain Training Credit Mappings task.
Specify the value of 1 training credit in each currency you want to configure pricing for.
Security: Manage: Learning Pricing domain in the Learning Core functional area.
4. Create Learning Organization Payment Configurations.
5. (Optional) Create condition rules for pricing.
You can access these tasks to create condition rules that change the default price of
courses for groups of learners:
Create Extended Enterprise Learner Pricing Rule.
Create Worker Pricing Rule.
Security: Manage: Learning Pricing Rules in the Learning Core functional area.
6. Create Learning Courses.
Enter the default price for the course in the Price (Training Credits) field, and select the
Enable Pricing check box. You can optionally use the Advanced Pricing Rules grid to apply
any pricing rules you've created.
7. (Optional) Edit Business Processes.
Update these business process definitions to include approval steps for pricing:
Enroll in Course
Manage Course
Manage Course Offering
Mass Enroll
Examples: Managers or affiliation managers can approve enrollments. Pricing
administrators can approve pricing changes to courses.

Result

Workday applies pricing settings to courses. After a learner enrolls in a course, Workday:

Creates an enrollment pricing record.

No longer displays the pricing details on the course.

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Next Steps

Create a custom report using:

The Learning Contents report data source to view pricing configurations for courses.
The Learning Enrollments report data source to view pricing records for enrollments.

Related Information

Concepts
Setup Considerations: Pricing Enablement
Reference
Reference: Edit Tenant Setup - HCM

1.1.16.3 | Create Learning Organization Payment Configurations

Prerequisites

Security: Manage: Learning Pricing domain in the Learning Core functional area.
Enable pricing configuration for the Worker or Extended Enterprise Learner person type on
the Edit Tenant Setup - HCM task.

Context

Configure the currency and price display options for supervisory organizations and extended
enterprise affiliations. You can create a configuration for each organization or apply a configuration
to subordinate learning organizations in a hierarchy for more simple setup.

Steps

Access the Create Learning Organization Payment Configuration task.

As you complete the task, consider:

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Option Description

Supervisory Organization Select organizations to include in the

payment configuration. This prompt only
displays when you enable pricing for the
Worker person type.

Extended Enterprise Affiliation Select organizations to include in the

payment configuration. This prompt only
displays when you enable pricing for the
Extended Enterprise Learner person type.

Include Subordinate Learning Organizations Applies configuration options to

subordinates of selected supervisory
organizations and extended enterprise
affiliations.

Subordinate organizations that already have

their own payment configuration retain their
existing settings. If you remove an
organization from a payment configuration
that includes subordinates, its subordinates
no longer inherit pricing settings.

Display Pricing In Select a display option for prices.

Currency Select a currency to use for organizations in

this payment configuration.

Workday doesn’t consider the preferred

currency settings of individual users when
displaying prices.

Next Steps

Create a custom report with the Learning Organization Payment Configurations data source
to review which learning organizations belong to or inherit which learning organization
payment configurations.
Use the Move Learning Organization Payment Configuration task to move organizations
from 1 learning organization payment configuration to another. To move an organization, the
old and new learning organization payment configuration must have the same setting on the
Include Subordinate Learning Organizations check box.

Related Information

Tasks
Create Custom Reports

1.1.16.4 | Reference: Pricing Terminology for Learning

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This table defines pricing concepts and terminology for Workday Learning and Extended Enterprise
Learning:

Term Description

Advanced Pricing Rule A condition rule used to change the default

Price (in Training Credits) on a course for a
group of learners.

Document Payment Status A report field on the Learning Enrollment

Pricing Record business object that tracks
the payment status of an enrollment.
Workday automatically sets the status to
Unpaid. You can update the status with the
Put Enrollment Pricing Record Document
Payment Status web service to reflect
payments processed in third-party systems.

Learning Enrollment Pricing Record Pricing data that Workday records with each
course enrollment. Pricing records enable
you to report on prices as Workday
calculates them at the time of enrollment.
The only element of this record you can edit
is the Document Payment Status.

Learning Organization Payment Specifies the currency and price display

Configuration option for members of an extended
enterprise affiliation or supervisory
organization.

Training Credit The standard currency used in exchange for

consuming learning content. You can define:

How much a credit is worth in each

currency.

How many credits each course or

course offering is worth.

Training Credit Mappings Specify the value of a single training credit in

different currencies.

Training credit mappings become effective

on pacific time unless otherwise specified on
the Edit Tenant Setup - HCM task.

1.1.17 | Learner Experience

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1.1.17.1 | Setup Considerations: Learner Experience

You can use this topic to help make decisions when planning your configuration of the learner
experience. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
You can provide tailored experiences for different learners based on their characteristics in
Workday.

Business Benefits
Configure different interfaces for different audiences in your organization, providing
flexibility.
Make it easy for learners to identify required or relevant content.
Create an engaging, more streamlined experience for learners to browse your catalog or
complete their content.

Use Cases
Promote a task, report, or external content to your learners using spotlight cards.
Add links to relevant content that learners can access on the panel menus.
Target content for specific groups of users.

Questions to Consider

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Questions Considerations

How do you want to display information to Workday provides a default configuration

your learners? including:

A side panel from which learners can

return to their learning homepage,
view links, the My Learning, and
Discover pages.

Banner image and welcome

message.

Cards, called Spotlight Cards, that

enable learners to see their current
status in, and type of learning
content.

The ability for learners to swipe to

view required or recommended
content.

You can configure pages to display content

that:

Is in progress, required, or of interest

to a learner.

Develops learner skills or

competencies, or is of interest to the
learner.

Required.

You can also:

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Questions Considerations

Add menu items for tasks, reports, or

external content in the links section
of the side panel.

Create spotlight cards that display

that you can use to highlight tasks,
reports, or both to a Learner.

Display required content dynamically.

3 or more items of content display
from left to right this view. Fewer
than 3 items of content display
vertically.

Which content do you want to call attention To make content more visible and easier to
to? access, you can add links to content, custom
reports, or tasks on:

The links section of the main

navigation menu.

Spotlight cards that display on the

learning homepage.

Highlights that you add to your page,

which learners can use to swipe
through the content.

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Questions Considerations

How do you want to configure the experience You can use segmented security to configure
for different learners? different learner experiences for different
types of workers. Examples:

All employees.

Contingent workers.

External learners.

Managers.

Pre-hires.

You can structure your required content to

display sequentially on the page when you
want your learners to complete courses in a
certain order. Spotlight cards and links only
display to learners who have access to the
tasks or reports that you add.

How do you want your learners to browse You can configure a spotlight card that you
your learning catalog? link to your learning content report. Learners
can then browse your catalog to find content
that is relevant to their interests. Learners
can also use the Discover page to help them
develop their skills or competencies or just
find content of interest.

Recommendations
Add these to your My Learning page to provide your learners with the best experience:

Continue Learning.
Required Learning.

Provide more relevant content recommendations for learners by enabling machine learning on:

Based on Your Skills to Develop.

Recommended for You.

To maximize performance, reduce the number of security groups.

Requirements
You must opt in to access the tasks to configure the learner experience interface. You can opt out
at any stage.

Limitations

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Workday provides a default configuration to ensure a consistent experience for your learners. You
can't configure:

The interface on which learners consume content.

The welcome message or image.
The top 3 menu items on the side panel.
More than 3 spotlight cards per page.
More than 120 characters in spotlight card subtitles.

To provide a streamlined experience, you can only add 3 or fewer of these Workday-delivered
spotlight cards to your Learning Home and My Learning pages:

Create Lesson.
Drop Enrollment.
Edit Lesson.
Edit Preferences.
View Transcript.

You can only add:

Continue Learning to the Home and My Learning pages.

Highlights to the Home page.
Most Popular, Popular in Your Role, or Recently Added to the Home and Discover pages.

Required for You to the Home and My Learning pages.

You can only translate your spotlight cards into French, Italian, Portugese, and Spanish.

Tenant Setup
Use the Edit Tenant Setup - HCM task to configure tenant-wide options for:

Course and lesson rating. Workday suggests content with high ratings to learners.
Packaged content. Example: SCORM digital courses.

Security
Configure these domains in the Learning Core functional area:

Domains Considerations

Learning Access Enables users to:

View content information.

View content progress.

Set Up: Tenant Setup - Worklets Users with access to these domains can
configure the learner interface.
Set Up: Learner Experience

Business Processes

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No impacts.

Reporting

Reports or Dashboards Considerations

Browse Learning Content report Add this report, or your custom version, to
spotlight cards that enable learners to
browse your learning catalog.

My Library dashboard Enables learners to manage their learning

paths and create a personalized curriculum
from the learning catalog.

Integrations

Web Services Considerations

Get Learning Navigation Items Use to view or add links to relevant content.

Put Learning Navigation Item

Get Learning Page Items Use to view or add content items to your
pages.
Put Learning Page Item

Get Spotlight Cards Use to view your current configuration, or

load spotlight cards into Workday.
Put Spotlight Cards

Connections and Touchpoints

Touchpoints Considerations

Learning Content Learners can view courses and lessons you

create on their Learning interface.

Opportunity Graph Learners can identify courses ranked most

highly by workers in positions on their
Opportunity Graph.

Talent You can use the survey functionality from

Talent as a lesson type to get feedback on
the usability of your learner interface.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

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Concepts
Setup Considerations: Learning
Setup Considerations: Learning Content
Tasks
Steps: Restrict Access to Learning Content
Reference
2021R1 What's New Post: Learner Experience Home Page
2021R1 What's New Post: Learner Experience Administration
2020R2 What's New Post: Learner Experience
Reference: Workday-Delivered Reports for Learning
Reference: Learning Content Organization

1.1.17.2 | Steps: Set Up Learner Experience

Prerequisites

Review Setup Considerations for Learner Experience.

Context

You can configure your learner experience so learners can access, complete, or view content using:

Custom links that learners can use to access tasks, custom reports, or external content.
Spotlight cards that highlight specific content for groups of learners.

Steps

1. (Optional) Configure Learning Spotlight Cards.

Create spotlight cards that direct learners to specific content. Example: A custom report
from which they can browse your learning catalog to find content that helps them develop
new skills.
2. Access the Maintain Learner Experience task.
Security: The Set Up: Learner Experience domain in the Learning Core functional area.
3. Select Customized Configuration on the tab for the page you want to configure.
As you add rows, consider:

Option Description

Page Content Select a card that Workday displays to

your learners. You can select the order in
which your content items display.

Condition Rule Add condition rules to specify who can

view external links. Example: Add a
condition rule display an external link to
managers.

Task/ Report or External Link Add a link that displays on the side panel
on the Learning Home page.

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You can select Default Configuration to return to the Workday-delivered configuration.

4. Access the Maintain Feature Opt-ins report.
Security: The Set Up: Learner Experience domain in the Learning Core functional area.
5. Select Learner Experience-Home.

Related Information

Reference
Reference: Learning Content Organization
Reference: Workday-Delivered Reports for Learning

1.1.17.3 | Configure Learning Spotlight Cards

Prerequisites

Security: These domains in the Learning Core functional area:

Set Up: Tenant Setup - Worklets

Set Up: Learner Experience

Context

You can configure spotlight cards to highlight specific tasks, reports, or external content to your
learners. You can configure different spotlight cards to deliver information to specific groups of
learners.

Steps

1. Access the Manage Learning Spotlight Cards task.

2. Edit or view your spotlight cards in the Custom Cards area.
3. Configure the Workday delivered cards in the Delivered Cards area. Example: Configure the
Browse Learning Catalog spotlight card to link to your custom report to enable your learners
to find content of interest.
4. As you complete the task, consider:

Option Description

Save As Enter an identifier for the this name with

the Put Spotlight Cards web service to
load the card into Workday. Configure
Title to display the spotlight card name
to your learners.

Subtitle Enter a description of fewer than 120

characters that describes the spotlight
card.

Button Label Displays to the learners on the spotlight

card, enter an intuitive label. Example:
Add 'Open Video' when you link to an
external video.

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5. (Optional) From the related action menu of your spotlight card, select Translation >
Translate Instance.
Select the language into which you want to translate the name, title, and subtitle of your
spotlight cards. Currently you can select from French, Spanish, Italian, and Portugese.

Next Steps

Add spotlight cards to your learner experience.

Related Information

Reference
Reference: Learning Content Organization
Reference: Workday-Delivered Reports for Learning

1.2 | Learning Content

1.2.1 | Setup Considerations: Learning Content

You can use this topic to help make decisions when planning your configuration and use of learning
content. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
With Workday Learning, you can create content, such as courses, lessons, and programs, to add to a
learning catalog for your organization.

Business Benefits
Associate learning content with competencies when you create or edit a course or program
so that users can search for content by competencies.
Ensure that learning content meets requirements before publication by adding approval
steps to the business processes.
Gain insights on content in your learning catalog by creating a discovery board.
Increase efficiency of catalog maintenance by enabling subject matter experts to create
their own content.
Increase flexibility and improve the user experience by blending internal and external
learning content.
Make it easier to educate and ensure compliance in your organization.
Provide an interactive learning environment by enabling employees to personalize their
content, such as content on performance goals.
Simplify searches by grouping topics in your catalog according to specific skills, such as HR
and Product Management.

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Use Cases
Create courses that instructors deliver in person, have digital content, or a combination of
both.
Curate project management content to build project design skills and expertise.
Enable your learners to provide feedback through questionnaires or ratings.
Deliver a mandatory Health and Safety course to a group of first responders.
Include third-party external content, such as Skillsoft or YouTube videos, in your courses,
lessons, and programs.
Set a deadline for an online Security Training course that all employees must complete.

Questions to Consider

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Question Consideration

What type of content do you need to create You can create and mix these content types:
for your organization?

Blended courses: A combination of

digital content and 1 or more
scheduled, instructor-led lessons.

Digital courses: A combination of

digital content items that don't
include a scheduled, instructor-led
lesson.

Stand-alone lessons: A single piece

of content such as a recorded lecture
or a job aid.

Programs: A combination of courses

and lessons.

What content items do you need to include in Both blended and digital courses can include
your learning courses? any combination of these items, depending
on the needs of your organization:

Documents, such as course guides,

activity guides, and job aids.

External materials and links.

Images and diagrams.

Learning activities.

Presentations, videos, simulations,

and recorded webinars.

Quizzes, knowledge checks, surveys,

and exams.

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Question Consideration

Do you have existing media content that you Workday handles any element that isn’t an
need to load from external systems? external link or survey as media content.
Example: Documents, recorded webinars,
software simulations, tests, quizzes, and
videos.

Cloud Connect for Learning and Public

Learning Content enable you to import third-
party media content. Workers can also
access external content by search or through
links as a recommended course. You can
import media into Workday using:

The Workday Learning interface to

load documents or graphics to an
existing course or lesson.

Media importer or web services to

bulk load external learning content.

Skillsoft to add new content and

update existing course materials.

Do you want to monitor content creation? All users can create content but you can
monitor its creation by adding approval steps
to ensure that content meets specified
requirements before publication.

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Question Consideration

How do you want to manage your learning You can create assessors and instructors to
content? plan schedules and assess learners. You can
assign them to content depending on the
lesson type:

Assessors: You can create assessors

for course offerings with training
activity lessons.

Instructors: You can create internal

instructors from workers already in
your tenant and external, third-party
instructors for courses and lessons.
You can also assign subject matter
experts as instructors for specific
lessons.

Who do you want to access your learning You can use segmented security to provide
content? access to learning content and control the
ability to edit it. Examples of segmented
security groups are:

All employees.

Contingent workers.

External learners.

Managers.

Pre-hires.

You can also suggest equivalent courses for

workers when they can't access their desired
course.

Recommendations

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Configure segmented security so that topics inherit or override their catalog's default
security if you've created multiple learning catalogs for your organization.
Remove the Assessor worklet and Instructor menu from the Learning dashboard to ensure
trainers access their tasks and reports through the Learning Trainer dashboard.
We recommend that you’ve fewer than 250,000 courses in your learning catalog. This
number doesn't include imported records or content.
Workday associates each topic in your learning catalog with an image. You can use any
image that meets your company requirements.
Use a total pixel size of 1,427 x 803 for your images. You might have to crop your image if it
exceeds the recommended parameters.
Use an image aspect ratio of 16:9 (in case of 1,366 x 768), and 4:3 (in case of 1,024 x 768).

Requirements
Create a topic before you can build learning content. Topics group your content so that learners can
find it in the learning catalog.

Limitations
Workday can't track external materials. You can't set lessons with external materials as
required learning because you can't know their completion status.
Workday doesn't support retraining for equivalencies.
You can apply a single security segment to either learning catalogs or learning topics, but
not both.
You can only display courses as a comma-separated list in your email notifications.
You can't include surveys in a course until you activate them. You can activate a survey by
creating a link for it, enabling it to function as a lesson within a course.
You can't select media items from Drive when using Mobile.

Tenant Setup
Use the Edit Tenant Setup - HCM task to configure these tenant-wide options for your learning
content:

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Option Description

Enable Express Interest Enables users to express interest in courses

when no suitable offerings are available to
them in a specified location and date range.

Enable Learning Paths Enables learners to add content to learning

paths.

Enable Pricing Configuration for Person Enables pricing configuration for workers
Types and Extended Enterprise learners. Once you
enable it for at least 1 person type, you can
configure:

Learning organization payment

configurations.

Prices for individual courses and

course offerings.

Pricing rules.

Training credit mappings.

Enable Security Categories Enables you to restrict access by security

category segment.

Enable Packaged Content Enables you to upload packaged media

content in course lessons.

Enable Packaged Content Interaction Enables you to report on learner responses in

Reporting courses that contain media lessons with
packaged content.

This setting applies to interaction response

data for new completions of future packaged
content.

Enable Packaged Content on Mobile Enables users to view packaged content for
learning lessons on:

Android.

iOS.

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Option Description

Enable Rating on Courses and Lessons Enables users to rate courses that they're
enrolled in and any stand-alone lessons in
the learning catalog.

Security

Domain Consideration

Learning Access domain in the Learning Core Enables users to:

functional area

Complete learning content.

Set preferences.

View content information.

View content progress.

Manage: Learning Content in the Learning Enables you to access learning content
Core functional area management tasks and reports.

Set Up: Learning Catalog in the Learning Core Enables you to access the learning catalog
functional area for administrative reports and tasks.

Manage: Media Import in the Backpack Hub Enables you to import large volumes of video
Service functional area and packaged content media files. This
domain is only available when you enable
Media Cloud in your tenant.

Create and Manage Surveys in the System Enables you to create, edit, copy, view,
functional area launch, close, and cancel surveys.

Manage Surveys in the System functional Enables you to create, edit, copy, view,
area launch, close, and cancel surveys.

Self-Service: Take Surveys in the System Enables users to access Workday survey
functional area lessons.

Business Processes

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Business Process Consideration

Cancel Course Offering Enables you to create condition rules and

custom notifications.

Edit Course Additional Data Enables you to select security groups to

approve the addition of custom fields to
Edit Program Additional Data
learning content.

Enroll in Course
Enables you to create condition rules and
custom notifications using report fields for
learning content on the Learning Enrollment
Event business object.

Example: Learners can drop on-demand

courses without manager approval, unless
they're required learning (either campaigned
or manager-enrolled courses).

Manage Course Enables you to add approval steps to ensure

that content meet requirements before
Manage Lesson
publication when workers:

Manage Program

Create learning content.

Edit learning content.

Manage learning content versions.

Manage Course Offering Enables you to configure the business

process security policy to enable learning
administrators or instructors to move
instructor-led classroom training online in
course offerings.

Manage External Learning Instructor Enables you to create and edit internal and
external instructors.
Manage Internal Learning Instructor

Mass Enroll Enables managers to enroll their teams in a

course.

Waitlist in Course Enables learners to join a waitlist until a seat

is available.

Reporting

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Report or Dashboard Description

Business Object Translations Create translated titles and descriptions for

learning content.

Courses and Lessons Created (Last 12 Monitor the rate at which users create
Months) learning content.

Learning Admin dashboard Provide an administrative view of learning

content with access to:

Learner self-service tasks.

Manage reports that enable you to

maintain the learning catalog and
provide insight into the value and
effectiveness of training.

Learning Content by Rating Use this report to identify the:

Highest-performing content.

Performance for learning courses

and stand-alone lessons.

Learner Engagement Evaluate enrollments and completions, so

you can examine why some learners engage
more than others.

The report only displays data for the last

complete month.

Learning Trainer dashboard Enable trainers to:

Find workers to enroll in courses.

Manage grading and attendance.

Manage training activities.

Manage waitlists.

View schedules for lessons that

they're teaching.

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Report or Dashboard Description

My Library dashboard Enable learners to manage their learning

paths and create a personalized curriculum
from the learning catalog.

Integrations

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Web Service Consideration

Edit Learning Course Additional Data Enables you to update effective-dated

custom fields for learning content.
Edit Learning Course Offering Additional Data

Edit Learning Program Additional Data

Enroll in Learning Content Enables you to enroll learners into learning

content.

Respects due dates that you set when you

mass enroll learners using this web service.

Manage External Learning Instructor Enables you to create internal instructors

from workers inside your tenant and external
Manage Internal Learning Instructor
instructors.

Manage Equivalency Rule Enables you to create or update equivalency

rules.

Manage Learning Course Enables you to create or update learning

content types.
Manage Lesson

Manage Learning Program

Manage Learning Prerequisite Rule Enables you to create or update prerequisite

rules.

Put Learning Assessor Enables you to create or update learning

assessors.

Put Learning Content Subscription Enables you to create or update

subscriptions for learning content.

Put Learning Imported Content Enables you to bulk load existing content or
enrollments into Workday.
Put Learning Imported Record

Put Learning Other Unit Types Enables you to create or update other unit
types for digital and blended courses.

Put Learning Topic Enables you to create or update learning

topics.

Workday also supports integrations with third-party media content providers, including:

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Harvard ManageMentor®
LinkedIn Learning™
Skillsoft
Udemy for Business
YouTube

Connections and Touchpoints

Touchpoint Consideration

Career and Development Planning Workday Learning helps learners identify

courses ranked highest by workers in their
positions on their Opportunity Graph.

Onboarding You can create required learning campaigns

to display learning content on the Required
for You worklet on the Onboarding
dashboard.

Talent You can:

Use the survey functionality from

Talent as a lesson type within a
course. Surveys enable you to get
feedback on the course, that you can
use to improve your learning content.

Use Talent Marketplace to suggest

learning content to help close skills
gaps.

View the learning content you

completed to achieve a competency,
and suggestions for other content.

View recommended learning content

that's relevant to skills that you want
to develop or improve.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

Concepts
Concept: Learning Topics
Concept: Opportunity Graph
Setup Considerations: Talent Marketplace
Tasks

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Steps: Manage Learning Content

Steps: Set Up Internal Learning Instructors
Steps: Set Up and Launch Learning Campaigns
Set Up Onboarding Landing Page
Create Learning Courses
Create Learning Course Offerings
Create Learning Programs
View and Edit Learning Content
Configure External Content
Manage Schedules and Grading and Attendance
Maintain Learning Unit Types

1.2.2 | Setup Considerations: Learning Lessons

You can use this topic to help make decisions when planning your configuration and use of lessons.
It explains:

Why to set them up.

How they fit into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What Are They

Lessons are an item of learning content that users can access as a single unit or as part of a
course. Examples:

Course guide.
Job aid.
Movie.
Recorded lecture.
Software simulation.

Business Benefits
Continuously improve your content by creating surveys to gather learner feedback.
Encourage social learning by enabling users to personalize content and share expertise by
easily uploading videos or other lesson content.
Optimize distribution of educational and compliance content throughout your organization.
Streamline catalog management by enabling subject matter experts to create and manage
their own content.
Target areas of your organization with audience-specific content.

Use Cases

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Build lessons from scratch or using previously loaded media.

Create lessons using content from Workday Learning or imported material, or a combination
of both.
Create media or instructor-led segments.
Create single lessons for business tasks or combine multiple lessons to create a course.
Define an approval process for new content to maintain a high standard of lesson content.
Display featured or recommended content to learners.
Host individual lessons in different locations over a specified time period.
Include materials related to job-training activities. Example: A forklift driving demonstration
and follow-up assessment.
Require learners to take lessons for legal compliance training.

Questions to Consider

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Question Consideration

What content do you want to create for You can create:

lessons?

External content. Examples: Websites

or video links.

Media. Examples: Documents or

movies.

Surveys.

Which lesson types do you want to add to

blended and digital courses?
You can add these lesson types to blended
courses:

Media.

Surveys.

Lectures.

Webinars.

You can add these lesson types to digital

courses:

Media.

Surveys.

How do you want to manage locations for You can select different locations for each
instructor-led lessons? instructor-led lesson. Lesson locations can
be anywhere your business has tagged as a
training business site.

How do you want to manage expiration dates You can ensure the continuity of lessons by
for lessons? setting an end date on the current lesson
that's the same as the start date of the new
version.

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Recommendations
Make lessons mandatory to ensure that lessons are taken in the correct order.
To ensure that instructors can track attendance and enter grades at course and lesson level,
assign them as both primary and lesson-level instructors.
Upload an image to represent the subject matter of instructor-led lessons.

Requirements
You must create topics before you create lessons. Topics enable you to categorize learning content
for ease of access.

Limitations
Workday can't track external materials. You can't set lessons with external materials as
required learning because you can't know their completion status.
Workday doesn't support SCORM or AICC packaged content files for stand-alone lessons.
Workday doesn't track lessons, only courses. To track progress for a single lesson, build a
single-lesson course.
You can't assign a correct answer to a survey response. Workday Learning only uses surveys
to gather feedback.
You must launch a survey before you can add it to a course.
You need to access Workday on desktop to mark lessons complete.

Tenant Setup
Access the Edit Tenant Setup - HCM task to configure these tenant-wide options for lessons:

Option Description

Enable Packaged Content Enables you to upload packaged media

content in course lessons.

Enable Packaged Content on Mobile Enables users to view packaged content for
learning lessons on:

Android.

iOS.

Enable Rating on Courses and Lessons Enables users to rate lessons that they're
enrolled in and stand-alone lessons in the
learning catalog.

Security

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Domain Considerations

Learning Access domain in the Learning Core Enables users to:

functional area.

Complete lessons.

Set learning preferences.

View lesson information.

View lesson progress.

Create and Manage Surveys in the System Enables users to create, edit, copy, view,
functional area. launch, close, and cancel survey lessons.

Manage Surveys in the System functional Enables users to create, edit, copy, view,
area. launch, close, and cancel survey lessons.

Self-Service: Take Surveys in the System Enables users to access Workday survey
functional area. lessons.

Business Processes

Business Process Description

Manage Learning Instructor Enables you to set up and manage internal

instructors from workers already in your
tenant and external, third-party instructors.

Manage Lesson Enables you to create and edit of all types of

lessons, including creating new versions of
an existing lesson. You can add approval
steps to ensure that lessons meet
requirements before publication.

Reporting

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Report or Dashboard Description

Courses and Lessons Created (Last 12 Monitor the rate at which users create
Months) learning content. Example: Use this
information to plan for which departments
require more lessons.

Learning Content by Rating Monitor the quality of your learning catalog

through ratings-based groupings of lessons.

Learning Trainer Enable trainers to:

Find workers to enroll in courses.

Manage grading and attendance.

Manage training activity lessons.

Manage waitlists.

View schedules for lessons that

they're teaching.

Integrations

Web Service Consideration

Manage External Learning Instructor Enables you to create internal instructors

from workers inside your tenant and external
Manage Internal Learning Instructor
instructors.

Manage Lesson Enables you to create or update stand-alone

lessons.

Put Learning Assessor Enables you to create or update learning

assessors.

Connections and Touchpoints

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Touchpoint Consideration

Onboarding You can create required learning campaigns

to display lessons on the Required for You
worklet on the Onboarding dashboard.

Talent You can use survey functionality from Talent

as a lesson type within a course to get
feedback so that you can improve your
content.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

Concepts
Setup Considerations: Talent Marketplace
Tasks
Configure External Content
Reset Learning Due Dates
Set Up Onboarding Landing Page

1.2.3 | Steps: Manage Learning Content

Context

The learning catalog comprises programs, blended and digital courses, course offerings for blended
courses, and stand-alone lessons. You can create and maintain courses and course offerings to
enable learner enrollment. Workday supports peer learning by enabling you and your employees to
create stand-alone lessons, as an employee self-service task.

Stand-alone lessons are single pieces of content that don't require enrollment. They typically have a
narrow focus on a single subject. Examples include:

Course guides.
Job aids.
Recorded lectures.
Software demonstrations.
Videos.
Any other item that learners can access on their own as a single unit.

Steps

1. Access the Maintain Sales Item Groups task.

Create a sales item group for items that relate to learning programs and course costs.
Security: These domains in the Learning Core functional area:
Set Up: Sale Item
View: Sale Item
2. Access the Create Sales Item task.
Create sales items that relate to program and course costs. Sales items include:

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Catering.
Course materials.
Fees for instructors.
Room rental.
You can add these sales items when you create or edit programs and courses. The total of
all sales items on a program or course provides the overall cost. If there are no sales items,
the learning content has no cost. Workday displays the Cost value on these reports so that
learners can view the cost before they enroll:
View Learning Program
View Course

Security: The Revenue Category field is secured to the Common Financial Management
functional area.

3. (Optional) Create skills to tag to your learning content. Workday provides automatic Skills
Cloud translations for:
Chinese (Simplified).
French (Canada).
French (France).
German.
Japanese.
Spanish.
See Enable Skills Cloud.
4. (Optional) Create competencies to add to your learning content.
See Steps: Set Up Competencies.
5. Create Learning Courses.
6. Create Learning Course Offerings.
7. (Optional) Access the Create Lesson task.
Create stand-alone lessons to add content such as videos and documents to your learning
catalog as a single lesson. Ensure that you select a media type that Workday supports.
Note: You can't add SCORM or AICC packaged media files to stand-alone lessons.

See FAQ: Uploading and Viewing Videos.

Security: These domains in the Learning Core functional area:

Learning Access
Manage: Learning Content
8. (Optional) Move Instructor-Led Classroom Training Online.
9. (Optional) Create Learning Programs.
10. View and Edit Learning Content.
11. (Optional) Create Learning Equivalency Rules.
12. (Optional) Create Learning Prerequisite Rules.
13. (Optional) Configure External Content.
Enable learners to access content from third-party providers.
14. (Optional) Configure the Learner Name innovation service.
Enable Workday to send a learner's name, ID, or both, to third-party packaged content
providers.

See: Steps: Set Up Learner Name for Packaged Content.

15. (Optional) Share media items that you’ve uploaded to Workday with other learning
administrators so they can also add the media to courses.

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a. Access Drive from the Workday main menu.

b. Select the media file or folder that you want to share and click Share to configure
permissions.

Security: Drive domain in the System functional area.

Only users with access to the Drive domain can access media that you share.

16. (Optional) Configure Learning Content Highlights Rules.

17. (Optional) Translate Business Data.
Configure translations for field values on these business objects in the Learning: Learning –
Course Management category to support global learning:
Course (for course offerings)
Instructor Led Lesson
Learning Course
Learning External Content Item
Learning Media Content Item
Learning Survey Content Item
18. (Optional) Create learning campaigns to recommend content to users.
See Steps: Set Up and Launch Learning Campaigns.

Related Information

Concepts
Concept: Best Practices for Creating Videos
Concept: Managing Files and Folders in Drive
Reference
The Next Level: Peer Learning
The Next Level: Prepare for a Workday Learning Deployment

1.2.4 | Steps: Set Up Advanced Catalog Management

Prerequisites

Security: These domains in the Learning Core functional area:

Learning Access
Manage: Learning Content
Manage: Learning Course Enrollments
Set Up: Learning
Set Up: Learning Catalog

Context

You want to create multiple learning catalogs and configure segmented security so that topics
inherit or override their catalog security.

Steps

1. Access the Create Learning Catalog task to create 1 or more catalogs for your learning
content.

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2. Access the Maintain Learning Catalogs task to set up content hierarchy for your learning
catalogs.
You can set catalogs to inactive to prevent Workday from using them for security evaluation.
3. Access the Create Learning Security Segment task to set up segmented security for your
learning catalogs.
Add a note to the Learners with Access field to act as a reminder of which learners can
access the security segment. Example: All Employees.

Result

You've created a hierarchy for your learning catalogs to simplify how Workday applies security to
your learning content.

Next Steps

Access the Manage Learning Security Segments task to view security configuration and which
content learners can access.

Related Information

Tasks
Create Segment-Based Security Groups
Reference
2021 R2 What's New Post: Advanced Catalog Management

1.2.5 | Steps: Set Up and Launch Learning Campaigns

Prerequisites

Create learning content to include as campaign items.

Context

You can create learning campaigns that engage target audiences in learning activities by:

Promoting content on their Learning dashboards. When you create required learning
campaigns, Workday displays the content in the Required for You worklet. All other learning
campaigns display in the Announcements area.
Sending notifications about the learning content.

The learning content might be:

Legally required compliance courses, such as workplace violence prevention.

Courses that the company or a manager wants their department to take, such as how to
complete their expense reports.

Steps

1. (Optional) Determine if your event is large enough that you need to work with the Workday
Production Readiness Team. See Workday Community: Customer Events: Best Practices
and Production Readiness for guidelines about opening up a Production Readiness case.
2. Create Segment-Based Security Groups.

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Grant your security group access to the Extended Enterprise Campaigns or Learning
Campaigns segments.
3. Access the Domain Security Policies for Functional Area report.
Select Domain Security Policy > Enable from the related actions menu of the Administer
Campaigns domain security policy.

Security: These domains in the System functional area:

Security Activation
Security Configuration
4. Edit Domain Security Policies.
Grant permissions to your security group to the Administer Campaigns domain.
5. Edit Business Process Security Policies.
Configure the security policy for the Campaign Event business process to add your security
group.

The security group must have access to the Extended Enterprise Campaigns or Learning
Campaigns segments.

6. (Optional) Edit Business Processes.

Configure the Campaign Event business process definition to include an approval step.
7. Enable and configure delivery settings for the Extended Enterprise Campaigns or Learning
Campaigns notification types.
See Reference: Edit Tenant Setup - Notifications.
8. (Optional) Create Email Templates.
Email templates enable you to define the layout for email notifications. Create a custom
template for emails associated with learning campaigns using the Learning Campaign
Emails email template behavior.
9. Create learning audiences and campaigns.
To assign and track required learning for specific audiences, select the Required Learning
category on the Create Campaign task.
You can enable dynamic updates to campaign audiences to:
Remove learners from audiences when they no longer meet the audience criteria.
Workday removes any campaigned learning content from their Learning dashboards,
including:
Learning content in the announcements area at the top.
Incomplete required learning content on the Required for You worklet and
Progress > Required section.
Resend learning campaigns, when learners rejoin the audience.
To enable dynamic updates, select the Enable dynamic removal and resend option on the
Exclusion Rule prompt on these tasks:
Copy Campaign
Create Campaign
Edit Campaign
Note: For pre-hire audiences, if you want campaigned content to remain as required learning
when they transition to employees, remove the Enable dynamic removal and resend option.

See Steps: Set Up Campaigns.

Related Information

Concepts
Concept: Email Templates

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Reference
The Next Level: Learning Campaigns
Reference: Event-Specific Best Practices

1.2.6 | Steps: Set Up Cloud Connect for Learning

Prerequisites

Note: You must subscribe to Innovation Services to use this feature. Contact your Customer
Success Manager to request the Innovation Services order form, or see Workday Innovation
Services in the Workday Community for more information.

Sign the Workday Media Agreement. See Workday Media.

Security: Set Up: External Content domain in the Backpack Hub Service functional area.

Context

When you set up Cloud Connect for Learning, you can import content from these third-party
providers into your tenant, enabling you to deliver rich and engaging playback experiences:

Harvard ManageMentor®
LinkedIn Learning™
Udemy for Business

To enable content provided by these third-party providers in your tenant, you must maintain a
separate subscription with them directly.

For users who opt out of the Cloud Connect for Learning Innovation Service:

No further third-party content will import into Workday Learning.

Workday marks all existing third-party content as inactive and removes it from learning
catalogs. Example: Links to learning content hosted on external platforms.
Administrators can view and access this existing third-party content but it will have
(Inactive) appended to the course title.
Administrators can't access configuration tasks.
Learners can no longer view or access third-party content in learning catalogs.

Steps

1. Access the Innovation Services Opt-In task.

On the Available Services tab in the Learning category, select the Cloud Connect for
Learning service.
Security: Manage: Innovation Services domain in the Innovation Services functional area.
2. Access the Configure External Content Provider task.
Activate the channels you want to make available in your tenant for a content provider.

See Reference: External Content Provider Configurations.

3. Configure External Content.

Enable Workday Learning to include the third-party content you configured.

Next Steps

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Access the Innovation Services Summary report (secured to the Manage: Innovation Services and
View: Innovation Services domains) to view service opt-in status and last-modified information, and
to access the service descriptions on Workday Community.

Related Information

Concepts
Setup Considerations: Learning Content
Tasks
Configure External Content
Reference
Reference: External Content Provider Configurations

1.2.7 | Steps: Set Up Public Learning Content

Prerequisites

Note: You must subscribe to Innovation Services to use this feature. Contact your Customer
Success Manager to request the Innovation Services order form, or see Workday Innovation
Services in the Workday Community for more information.

Sign the Workday Media Agreement. See Workday Media.

Security: Set Up: External Content domain in the Backpack Hub Service functional area.

Context

When you set up Public Learning Content, you can import content from YouTube into your tenant,
enabling you to deliver rich and engaging playback experiences.

Steps

1. Access the Innovation Services Opt-In task.

On the Available Services tab in the Learning category, select the Public Learning Content
service.
Security: Manage: Innovation Services domain in the Innovation Services functional area.
2. Access the Configure External Content Provider task.
Activate the channels you want to make available in your tenant for a content provider.

See Reference: External Content Provider Configurations.

3. Configure External Content.

Enable Workday Learning to include the third-party content you configured.

Next Steps

Access the Innovation Services Summary report (secured to the Manage: Innovation Services and
View: Innovation Services domains) to view service opt-in status and last-modified information, and
to access the service descriptions on Workday Community.

Related Information

Concepts
Setup Considerations: Learning Content

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Tasks
Configure External Content
Reference
Reference: External Content Provider Configurations

1.2.8 | Create Learning Courses

Prerequisites

Create learning instructors.

Create any videos or documents that you want to include as media lessons.
Create any skills that you want to tag to a course or lesson. Opt into Skills Cloud and sign
the Innovation Services Agreement for access to recommended skills from the Skills Cloud.
To add additional data that is specific to your organization, you can create custom fields for
learning courses. You can only use these custom fields in calculated fields for your learning
content.
To get feedback on a course, course offering, or lesson, or to evaluate learner knowledge,
you can add a survey. Before adding a survey as a lesson, access the Create Survey task.
Create and launch the survey and select the Send via link option. Workday generates a link
that Learning uses to enable you to add the survey as a lesson. You don't need to copy the
link.
Security: These domains in the Learning Core functional area:
Learning Access
Manage: Learning Content
Set Up: Learning Catalog

Context

Create a course and add lessons.

Steps

1. Access the Create Course task.

2. As you complete the task, consider:

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Option Description

Course Type Select either:

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Option Description

Create Blended Course: Enables

you to include these lesson types:

External Content.

Instructor Led /
Classroom Training or
Instructor Led / Webinar.

Media (video, packaged

content, and documents).

Survey.

Training Activity
(assessments,
observations, or
demonstrations for when
a learner must
demonstrate a manual
training skill that a live
trainer must sign off.
Example: A trainer
teaches a learner how to
drive a forklift and then
the learner demonstrates
their forklift driving
ability).

A blended course is a template

from which you can create unique
course offerings. You can
schedule offerings in different
locations for instructor-led
classroom training, and at
different times, for both
classroom training and webinars.
Learners can then select the
offering they want to enroll in.

You can also use a blended

course to create a digital course
with different versions that
contain only digital content. The
blended course can contain any
lesson combination of external
content, media, and surveys.

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Option Description

All course offerings relate to a

blended course, so you can report
on the course as a whole.
Workday applies effective dating
to blended courses, so you can:

Report on their changes

over time.

Schedule course offerings

based on the course
version that you're
viewing.

A course version is effective until

you add a new version. If you add
a new version for a course,
Workday replaces the current
version. The current version
expires unless its Effective Date
is in the future. In that case, it
remains available for editing so
that you can plan future
enhancements to the course.

Create Digital Course: Enables

you to include any lesson type
except Instructor Led lessons.
You don't need to schedule digital
courses, so course offerings don't
apply.

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Option Description

Skills (Optional) You can tag skills to your

course using 1 of these prompt options:

By Category: To access pre-

existing tenanted skills.

Recommended Skills: To access

recommended skills, if you've
opted into Skills Cloud and signed
the Innovation Services
Agreement. Machine learning
produces a set of recommended
skills based on the title and
description of your content.

Create Maintained Skills: Enables

you to create a new tenant-
specific skill.

Security: Set Up: Skills and

Experience domain in the Worker
Profile and Skills functional area.

Language (Optional) You can tag 1 or more

languages to your course, enabling
learners to find it when they browse the
learning catalog by a specific language.

Security Category To restrict access to the course by

security category segment, either:

Select a security category.

Click Create Learning Security

Category to create a new
category and restrict the category
and course by security segment.

Note: Workday doesn't apply effective

dating to this prompt, so changes to
blended courses affect all course
offerings.

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Option Description

Exclude from Recommendations Workday populates these content

container worklets on the Learning
dashboard with recommendations for
relevant learning content:

Based on Your Interests

Most Popular

Popular in Your Role

Recently Added

Recommended for You

Workday also includes learning

recommendations on these reports:

Opportunity Graph (in the

Popular for This Role section).

View Competency.

Select this option to exclude the course

from the results.

Exclude from Search and Browse Select this option to exclude courses
from appearing in the Browse Learning
Content report and global search results.

Administrators, assessors, and

instructors for excluded courses can still
view it using global search.

If you've customized the Browse

Learning Content report for your
company, Workday recommends that you
manually update the Exclude from Search
and Browse filter on pre-existing reports.

Disable Express Interest (Optional) For offerings on blended

courses, select this check box to disable
the Express Interest button for learners.

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Option Description

Version (Optional) For blended course types,

enter an alphanumeric version label.

Version Notes (Optional) For blended course types,

enter rich text notes about the Version.

Effective Date You can specify a date in the future to

postpone availability for scheduling
course offerings.

Time Value (Optional) Helps learners gauge the

amount of time they need to complete all
of the lessons in the course, including
any instructor-led lessons and digital
content. Depending on how long you
think the class lasts, overestimate and
round appropriately. Example: if you
select Minutes, round to the nearest 5 or
15 minutes when entering Total Course
Duration.

Enable Auto-Enrollment from the Waitlist For blended course types, select this
check box to enroll learners from a
waitlist automatically when space in a
course offering becomes available.
Ensure that you also set the Waitlist
Capacity field.

Minimum Enrollment Capacity The minimum number of enrollments

that make the course offering viable. The
default is zero. If the number of
enrollments doesn't meet this value, the
course offering can still go ahead as
scheduled. The value is for reporting
purposes only.

Maximum Enrollment Capacity For blended course types, specify the

maximum number of learners who can
enroll in a course offering. Enter a value
greater than zero to enable learners to
enroll.

Course Number (Optional) Your company can use your

own numbering scheme for courses.
Enter the number your company uses to
identify the course.

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Option Description

Status Indicates whether the digital course is:

Open: Open for enrollment.

Closed: No longer available for

enrollment. On the Learning
dashboard, learners who enrolled
in a course, then started or
completed it, can continue to
access the course from the
Progress menu.

Requires Enrollment For digital courses, this setting indicates

whether the course:

Requires enrollment (the default).

The Enroll in Course business
process applies to learner
enrollments.

Is available on demand. If you

clear the check box, when
learners begin the on-demand
course, Workday creates an
enrollment record in the
background to support robust
reporting.

Waitlist Capacity For blended course types, this value

specifies the number of spaces on the
waitlist. Enter a number greater than zero
to configure a waitlist for the course.

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Option Description

Expiry Period (Optional) Specify an expiry period that

applies to enrollments for this course.

You can create expiration rules that

define learner group rule conditions and
expiry periods for each group, on these
grids:

Advanced Learning Expiration

Rules

Advanced Learning Expiration

Rules for Extended Enterprise
Learners

Access the Create Learner Group Rule

task from the Learner Group Rule prompt
to define condition rules, or select an
existing rule. For extended enterprise
learners, use the Create Extended
Enterprise Learner Group Rule task.

Workday automatically adjusts the expiry

period of the course for learners who
meet the rule conditions of a learner
group rule.

The expiration date or duration setting is

the default expiry period of the course for
learners who don't meet the learner
group rule conditions for any expiration
rule.

Unlimited Capacity (Optional) Indicates that there's no limit

to the number of learners that can enroll
in a course offering. Selecting this check
box overrides the Maximum Enrollment
Capacity value.

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Option Description

Lesson Details You can add multiple instructor-led and

training activity lessons to blended
courses. Before you add these lesson
types, specify:

Allowed Instructors: Who can

teach the classroom training and
webinar lessons in the course.

Allowed Assessors: Who can

assess the training activity
lessons in the course.

Location: Active business sites

where you can schedule
classroom training for offerings.

Pricing Enter the number of training credits the

course is worth in the Price (Training
Credits) field.

You can use these grids to set prices for

groups of learners that are different from
the default course price:

Advanced Pricing Rules for

Workers

Advanced Pricing Rules for

Extended Enterprise Learners

Use the
Create Worker Pricing Rule and
Create Extended Enterprise Learner
Pricing Rule tasks (secured to the
Manage: Learning Pricing Rules domain)
to configure condition rules for use in
advanced pricing rules.

This Pricing section only displays when

you enable pricing configuration for at
least 1 person type on the Edit Tenant
Setup - HCM task.

3. (Optional) In the Competencies grid, add competencies that relate to the course. Workday
tags the course and course offering with the competencies that you add.
4. Click Add Lesson to add 1 or more lessons.

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5. As you complete the lesson details, consider:

Option Description

Lesson Order Sequences the lessons within the course.

The lessons display in sequence from 1-n
by default. You can reorder the sequence,
if necessary by changing the number in
this field.

Make Lesson Mandatory Indicates whether the lesson counts

towards the course completion. Clear the
check box if you want to make the lesson
optional. You can add both mandatory
and optional lessons.

Media If you select a media file from Drive, to

avoid access errors, ensure that you or
the media owner shares the file in Drive
with other learning administrators who
might need to review and approve the
course as part of the Manage Course
business process.

Provide Course Grade For media lessons, you can select the
Provide Course Grade check box to
nominate the lesson as the one that
provides the overall course grade if it is:

A video that contains multiple

choice questions as video
interactions and has a Passing
Score value set.

Packaged content.

Track Attendance Indicates whether to record attendance

for the instructor-led lesson for learners
who enroll in the course.

Track Grades Indicates whether to record grading

details for the instructor-led lesson for
learners who enroll in the course. If you
select the check box, the primary
instructor or a learning administrator
must provide the overall course grade.

The Grading Scheme that you can use to

evaluate learner proficiency for the
lesson is currently limited to Pass/Fail.

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Result

Workday routes the course for review or approval, depending on your Manage Course business
process configuration.

Next Steps

Create course offerings from a blended course if the Manage Course business process is
complete.
Use the Business Object Translations report to translate field values on the Learning Course
business object in the Learning: Learning – Course Management category to support global
learning.
You can also edit translations from the related actions menu of the learning course or topic.
Example:
1. Access the View Digital Course report.
2. Select the Administrative tab.
3. Select Translation > Translate Instance as a related action on the Digital Course title
or Topics name.

See Translate Business Data.

Related Information

Concepts
Concept: Best Practices for Creating Videos
Concept: Effective Dates
Concept: Expiry Periods for Learning Courses
Tasks
Create and Send Surveys
Create or Edit Condition Rules
Create Custom Field Types
Create Custom Object Definitions
Enable Skills Cloud
Steps: Set Up Competencies
Steps: Set Up Skills Cloud
Reference
FAQ: Uploading and Viewing Videos
Reference: Editing Videos
Reference: Security Domains and Drive Item Management
2020R1 What's New Post: Learning Objects Custom Fields for Courses
The Next Level: Learning Video Interactions

1.2.9 | Create Learning Course Offerings

Prerequisites

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Security: These domains in the Learning Core functional area:

Manage: Learning Content
Set Up: Learning Catalog
Create a blended course.
To add additional data that is specific to your organization, you can create custom fields for
learning course offerings. You can only use these custom fields in calculated fields for your
learning content.
If you want to schedule an instructor-led classroom training lesson in a specific room at an
existing business site location, ensure that you create a location with a Location Usages
value of Training Room and a Superior Location that's a business site.

Context

You can schedule course offerings based on the version of the blended course that you're viewing.

Steps

1. Access the Schedule Offering report.

2. Search for the blended course that you want to schedule as a course offering.
3. The View Course report displays the current version. You can schedule the offering based
on the current version, or click View beside a different version on the Versions tab. Click
Scheduling to open the Schedule Course Offering task.
4. As you complete the task, consider:

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Option Description

Maximum Enrollment Capacity Specify the maximum number of learners

that can enroll in the course, if different
for this offering. Enter a value greater
than zero in this field to enable learners
to enroll in the offering.

Update Status from Offering Dates For courses with instructor-led lessons
that aren’t required learning, Workday
automatically updates the Status field.
Based on the start and end dates of the
course offering, Workday moves the
offering from Open to In Progress, to
Closed. If you want to set the availability
status manually, clear the check box.

The status for closed course offerings

that have passed their end date remains
In Progress after you update grading and
attendance if the instructor-led lessons
are required learning.

Status Indicates the availability status for the

course offering:

Open: Open for enrollment.

In Progress: Course offering not

available for enrollment.

Closed: No longer available for

enrollment. Learners who have
enrolled in, started, or completed
the course can continue to
access it from the Progress
menu on the Learning dashboard.

Language If the course is available in multiple

languages, select 1 or more languages to
enable learners to filter their search by a
specific language when they browse the
learning catalog.

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Option Description

Instructor Led Details If the course offering contains instructor-

led or training activity lessons, you can
set:

Primary Instructors: Can enter

grading and attendance results
for the overall course and for all
lessons in the course. Primary
instructors can also override
results that instructors enter for
individual instructor-led training
lessons. Required for classroom
and webinar lessons.

Primary Assessors: Can enter

assessment results for training
activity lessons. Primary
assessors can also override
results that assessors enter for
individual training activity
lessons. Required for training
activity lessons.

Primary Location: The primary

business site for the offering. You
can schedule multiple lessons in
different locations. Required for
classroom lessons.

5. Add or edit lesson details that apply to the course offering. As you complete the details for
instructor-led lessons, consider:

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Option Description

Location For classroom training, you must either:

Select an existing location.

Configure ad hoc location details.

Time Zone For classroom training, if you configure

an ad hoc location, you must specify the
time zone that corresponds to the
location where the instructor will deliver
the lesson.

For webinars, you must specify the time

zone that corresponds to the location
where the instructor will host the webinar
lesson. When displaying webinar start
and end dates and times, Workday
automatically localizes these details,
based on your preferred time zone.
Course offering start and end dates and
times also reflect localized webinar
times. Classroom training lessons
display in the time zone of the location
on the lesson.

Result

Learners can find courses and enroll in course offerings on the Learning dashboard.

You can view start and end dates and times for course offerings on the Advanced Details tab.

Instructors can view start and end dates and times for the offering lessons that they deliver on the
Instructor Schedule Calendar.

Next Steps

If the Track Attendance and Track Grades check boxes are selected on an offering, you can
access the Manage Grading and Attendance task to record details for learners who are
enrolled in the offering.
Use the Business Object Translations report to translate field values on the Course business
object in the Learning: Learning – Course Management category to support global learning.

See Translate Business Data.

Use the Cancel Course Offering business process to cancel a course offering and notify the
enrolled learners and their managers. Workday hides canceled course offerings from the
Browse Learning Content report so that learners can no longer view them.

Related Information

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Tasks
Create Locations

1.2.10 | Move Instructor-Led Classroom Training Online

Prerequisites

Configure the Manage Course Offering business process security policy in the Learning Core
functional area. Grant access to security groups for the Update Offering to Online Only
initiating action.
Schedule webinar sessions to host online training. You'll need the webinar URL and login
details before you convert the training.
Run the Manage Learning Content report to select the blended course containing the
instructor-led classroom training lessons that you want to move online.

Context

You can move an existing course offering online by changing its instructor-led classroom training
lessons to webinars.

Steps

1. On the View Course report for the blended course, select the Scheduling tab.
2. Select Course > Update Offering to Online Only from the related actions menu of the course
offering.
3. Select lessons to convert from classroom training to webinars.
4. Enter the webinar details for each lesson. For Time Zone, specify the time zone of the
location where the instructor will host the webinar.

Next Steps

On the course offering, verify that Workday has converted the instructor-led classroom
lessons to instructor-led webinars.
Notify all instructors and learners of your changes.

Related Information

Tasks
Steps: Set Up Security for Learning
Reference
Reference: Learning Business Processes

1.2.11 | Create Learning Programs

Prerequisites

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Create any courses and stand-alone lessons that you want to include as content items.
Create any skills that you want to tag to a program. Opt into Skills Cloud and sign the
Innovation Services Agreement for access to recommended skills from the Skills Cloud.
To add additional data that is specific to your organization, you can create custom fields for
learning programs. You can only use these custom fields in calculated fields for your
learning content.
Configure any external content that you want to include as content items.
Security: These domains in the Learning Core functional area:
Manage: Learning Content
Set Up: Learning Catalog

Context

Workday Learning programs enable you to:

Group courses and lessons.

Create learning campaigns using a single program content item that includes multiple
courses and lessons.

Programs make it easier for:

You to create required learning campaigns that cover an entire curriculum.

Users to enroll in required learning.

When learners click Begin on the View Learning Program report, Workday effectively enrolls them
on the program as part of a background process.

Workday enrolls learners in programs, but we don't initiate a business process, so learners don't
need approval to enroll. Workday initiates the Enroll in Course business process for each course that
the learner enrolls in within a program.

Steps

1. Access the Create Program task.

2. As you complete the task, consider:

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Option Description

Skills (Optional) You can tag skills to your

program using 1 of these prompt
options:

By Category: To access pre-

existing tenanted skills.

Recommended Skills: To access

recommended skills, if you've
opted into Skills Cloud and signed
the Innovation Services
Agreement. Machine learning
produces a set of recommended
skills based on the title and
description of your content.

Create Maintained Skills: Enables

you to create a new tenant-
specific skill.

Security: Set Up: Skills and

Experience domain in the Worker
Profile and Skills functional area.

Language (Optional) You can tag 1 or more

languages to your program, enabling
learners to find it when they browse the
learning catalog by a specific language.

Security Category Select or create a security category to

restrict access to the program by security
segment.

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Option Description

Exclude from Recommendations Workday populates these content

container worklets on the Learning
dashboard with recommendations for
relevant learning content:

Based on Your Interests

Most Popular

Popular in Your Role

Recently Added

Recommended for You

Workday also includes learning

recommendations on these reports:

Opportunity Graph (in the

Popular for This Role section).

View Competency.

Select this check box to exclude the

program from the results.

Exclude from Search and Browse Select this option to exclude programs
from appearing in the Browse Learning
Content report and global search results.

Administrators, assessors, and

instructors for excluded programs can
still view it using global search.

If you've customized the Browse

Learning Content report for your
company, Workday recommends that you
manually update the Exclude from Search
and Browse filter on pre-existing reports.

Version (Optional) Enter an alphanumeric version

label.

Version Notes (Optional) Enter rich text notes about the

Version.

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3. (Optional) In the Cost grid, add sales items that relate to the program.
4. (Optional) In the Competencies grid, add competencies that relate to the program. Workday
tags the program with the competencies that you add.
5. Click Add Content to add learning content from the learning catalog in your tenant.
You can add:
Blended courses.
Digital courses (both internal and external third-party content).
Lessons (both internal stand-alone lessons and external content).
As you add content items, consider:

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Option Description

Requires Successful Completion Indicates whether the course or lesson is

mandatory. You need to complete
mandatory content items to complete the
program successfully.

Recognize Course Expiration Dates Indicates whether Workday recognizes

expiration periods on enrollments for
courses in the context of the program.

If you select this check box and the

Recognize Previous Completion check
box, we recognize previous completions
up until the point of expiry. If a course
enrollment is in an expired state, the
program won't move to completed until
the expired content is completed.

If you don't select this check box, but

select Recognize Previous Completion,
we ignore the expiry and the program
moves to completed.

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Option Description

Recognize Previous Completions Indicates whether the program

recognizes previous completions for the
content item in the learning transcript of
the learner. When you select this check
box, you must select one of these
options to specify whether to recognize:

All Previous Completions.

Completions that occur on or

after the As-of Date.

Completions that occur Within

Date Range.

When learners complete the content item

on the same day that they enroll in a
program, the program recognizes the
completion even if you:

Don't select Recognize Previous

Completions.

Set a Within Date Range value

and the completion date is
outside the date range.

When you select this check box but not

Recognize Course Expiration Dates,
enrollments for the course won't expire in
the context of the program.

Result

Workday routes the program for review or approval, depending on your Manage Program business
process and generates a unique reference ID for the program. You can also overwrite the reference
IDs with legacy reference IDs using the Manage Learning Program web service.

Next Steps

To search for the program, run the Manage Learning Content report.

Related Information

Tasks

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Steps: Set Up Competencies

Steps: Set Up Skills Cloud
Enable Skills Cloud

1.2.12 | View and Edit Learning Content

Prerequisites

Security: These domains in the Learning Core functional area:

Learning Access
Manage: Learning Content
Manage: Learning Course Enrollments
Set Up: Learning Catalog

Context

Use the Manage Learning Content report to search for learning content, which can include:

Blended Courses.
Digital Courses (with Access Type of Requires Enrollment or On Demand).
Lessons (stand-alone).
Programs.

Use the Edit Course task to edit a specific blended or digital course. You can search for a course by
either:

Topic
Delivery Mode:
Hybrid (contains both instructor-led and media lessons).
In-Person (contains instructor-led lessons only).
Self-Directed (contains media lessons only).

For courses with hybrid or in-person delivery modes, you can:

Update a specific version, based on its effective date, or select the current version.
Add a new version with a different effective date.

Note: Select the View as Admin button to view the content as an administrator and to enable
Workday to remember this setting preference. To consume learning content, learning administrators
and trainers must select the View as Learner button on the learning reports or access the content
through the Learning dashboard.

Steps

1. Run the Manage Learning Content report.

2. View and edit details for learning content. Workday displays 1 of these reports, based on the
content type that you select:

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Report Enables you to:

View Course

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Report Enables you to:

View and edit a particular version

or add a new version of a blended
course on the Administrative tab.
The Versions section lists all
versions where the Manage
Course business process has
completed.

If you edit non-effective-dated

fields, Workday updates the fields
on all course versions. Non-
effective-dated fields include:

Course Title

Skill

Description

Topics

Inactive

Cover Image

Workday applies effective dating

to all other fields on courses. If
you edit effective-dated fields in a
course version, your changes
apply only to that version.

Schedule course offerings from

the version that you're viewing.
Select More > Schedule.

Update course offerings to the

version that you're viewing and
apply version labels and notes, if
available on that version.
Example: When you edit these
values on a course version, you
can also update these values on
1 or more offerings:

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Report Enables you to:

Contacts

Cost

Expiry Period

Units

Select More > Update Offering to

Version to select 1 or more
offerings to update.

Workday updates the selected

offerings and adds, removes, or
replaces these lesson types:

External Content

Media

You can't update these lesson

types in the selected course
offerings, but you can update the
offering version:

Instructor-led classroom
or webinar lessons.

Surveys.

Course offerings with

lesson-order conflicts.

Drill into course offerings on the

Offerings grid on the
Administrative tab to:

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Report Enables you to:

View and edit a course

offering.

Enroll your team in a

course offering.

Manage the grading and

attendance roster.

Drop enrollments.

Manage or view waitlists.

Add a course offering to

your calendar.

Create course reminders.

Run the View Content

Equivalency Rules report when
there are 1 or more equivalency
rules associated with the course.

View Digital Course

View and edit a digital course.

Enroll your team in a digital

course.

Drop enrollments.

Run the View Content

Equivalency Rules report.

Note: Workday doesn't apply effective

dating to digital courses.

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Report Enables you to:

View External Lesson

View a third-party external lesson.

Inactivate or activate an external

lesson.

View External Digital Course

Launch a third-party external

digital course.

Enroll your team in an external

digital course.

Drop enrollments for your team in

an external digital course.

Inactivate or activate an external

digital course. You can't play
inactive courses.

Mark an external digital course as

complete.

Run the View Content

Equivalency Rules report.

View Learning Lesson View and edit internal stand-alone lesson

details. You can't edit videos or
documents after you submit lessons.

View Learning Program

View and edit a particular version

or add a new version of a
program on the Administrative
tab. The Versions section lists all
versions where the Manage
Program business process has
completed.

View program content items.

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1.2.13 | Create Learning Equivalency Rules

Prerequisites

Configure the Manage Equivalency Rule business process definition.

Security: These domains in the Learning Core functional area:

Manage: Learning Content

Set Up: Learning Catalog

Context

You can create equivalency rules so you can define learning courses as equivalent to 1 or more
other courses, improving compliance management in your organization. Equivalencies support
curriculum planning and simplify how learners find equivalent content to satisfy Learning
requirements.

Workday doesn't support retraining for equivalencies.

When learners complete 1 or more courses that are equivalent to a particular course, Workday
displays an Equivalency status on the content thumbnail image for that course. We display this
status to indicate that learners don't need to complete the course because they've already earned
an equivalency from another course. We only display this status when learners haven’t interacted
with the course. If they enroll in, start, or complete the course, we override the equivalency and
update the thumbnail to display 1 of these statuses:

Not Started
In Progress
Completed

When required learning courses are due or overdue, or courses are due to expire, we display the due
date or expiration date and 1 of these statuses:

Due
Overdue
Expired

Steps

1. Access the Create Learning Equivalency Rule task.

2. As you complete the task, consider:

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Option Description

Singular Equivalency Rule Enables you to add multiple courses into

the Source and Target fields.

Group Equivalency Rule

Enables you to make multiple courses
equivalent to each other quickly, so
learners can gain equivalency in multiple
courses.

Source The learning courses that learners must

take to achieve an equivalency in the
Target courses.

Target The learning courses that the learners

achieve the equivalency in by taking the
Source courses.

Two-Way Indicates that learners can take learning

courses in the Source or Target fields
and achieve an equivalency in either. This
option applies only to singular
equivalency rules.

Display Equivalency Records on Select to display the achieved

Learning History equivalency in the Learning History
section of the Learning tab on the Career
profile group. Workday displays a row for
each equivalency with a Record Type of
Equivalent Record.

Display Equivalency Options on Course Select to display an Equivalent Options

section on these reports:

View Course

View Digital Course

View External Course

This section indicates whether learners

can complete equivalent courses instead
of the selected course. Learners must
complete all courses listed under a
particular option to earn the equivalency.
To make it easier for learners to earn
equivalencies, we display the equivalency
group option with the least amount of
content left to complete first.

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Result

Workday routes the learning equivalency rule for review or approval, depending on your Manage
Equivalency Rule business process configuration.

Next Steps

Run the Manage Learning Equivalency Rules report to view and edit singular and group
equivalency rules in your tenant.
Run the Manage Learning Content report to search for a particular course that has an
associated equivalency rule. Select View Content Equivalency Rules on these reports:
View Course
View Digital Course
View External Course
Create custom reports using the Learning Equivalency Record report data source to report
on course equivalencies earned.

1.2.14 | Create Learning Prerequisite Rules

Prerequisites

Security: These domains in the Learning Core functional area:

Manage: Learning Content

Set Up: Learning Catalog

Use your learning catalog to identify the prerequisite rules you want to create.

Context

You can create prerequisite rules that define completion of 1 or more courses or programs as a
prerequisite to the enrollment or consumption of other learning content. Prerequisites enable you to
manage completion of content in your learning catalog.

Workday replaces the enrollment option with a View Prerequisites button when a learning course or
program has related prerequisites that learners must complete before they can enroll in the target
content. Workday continues to indicate these prerequisites by displaying a Pending Items button on
the target content until learners successfully complete the prerequisite content.

Steps

1. Access the Create Learning Prerequisite Rule task.

2. As you complete the task, consider:

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Option Description

Target The learning course or program that

learners can consume once they
complete the required prerequisite items.

Qualifier Indicates whether learners must either

complete or enroll in the prerequisite
items.

3. Create rules for the prerequisite content that specify the learning course or program that
learners must complete or enroll in before they can consume the target content:

Option Description

AND Enter multiple prerequisite items in the

same row. Example: Enter Project Design
and Project Metrics in the same row to
specify that learners must complete both
items before consuming Project
Management.

OR Enter each prerequisite item in a

separate row. Example: Enter Project
Design in 1 row and Project Metrics in a
separate row to specify that learners
complete either item before they can
consume Project Management.

Result

Workday displays details of the rules you've created for the content on the View Learning
Prerequisite Rule report.

Next Steps

Run the Manage Learning Prerequisite Rules report to view and edit all prerequisite rules in your
tenant.

Related Information

Reference
20202R1 What's New Post: Learning Prerequisites

1.2.15 | Configure Microsoft Outlook Calendar for Learning

Prerequisites

Security: These domains in the Learning Core functional area:

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Public Reporting Items

Set Up: Learning Catalog

Existing integration system users (ISUs) don't need access to these security domains to run the
integration.
Register a new application in the Microsoft Azure portal:

Take note of its Application (Client) ID value.

Give the API permission: Calendars.ReadWrite to this application.
Add a Client Secret and enter the Secret Key Value to this application.

The Client ID and Client Secret you generate from Microsoft Azure are added to your Workday
tenant.

Context

You want to create calendar invites that automatically sync with course offering updates and
enrollment events. The integration ensures that learners have the most up-to-date information in
their calendars.

Steps

1. Select the calendar integration option on the Edit Tenant Set Up – HCM task.
2. Enter a value for Integration System User.
3. Assign it to the Learning Administrator security group.
4. Enter values for these Parameter fields on the Edit Tenant Set Up – HCM task in order to
customize your message templates. This information should be available in your IT
department:
Client ID
Client Secret
Mailbox
Tenant ID

We recommend that you set up a new mailbox to manage your invites as the mailbox might
get busy.

5. Access the Manage: Learning Calendar Message Templates task to create and manage
content for these message templates:
Cancellation
Classroom
Webinar

Use the Instructor Led Offering business object to add dynamic fields to email templates.

Note: Message templates are at tenant level and will apply to all email invites generated as a
result of this integration. The integration won't run until you set up message templates to
prevent learners from receiving empty calendar invites.

Result

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Instructors and enrolled attendees receive the same version of the invite. Attendees can't
view other attendees on invites.
Invites respect the learner's time zone and display correctly in their calendar.
Email invites send to learners with any email client.
Note: Workday limits attendees on a single invite to 500, and automatically creates another
invite when you reach this limit. The number of emails you can generate in 24 hours is
9,900.

Next Steps

Access the Learning Calendar Integration Status report to check the integration status. You can
only view this report if you've enabled Microsoft Outlook calendar integration for your tenant.

Related Information

Reference
2021R1 What's New Post: Outlook Calendar Integration for Learning
The Next Level: Outlook Calendar Integration for Workday Learning Webinar

1.2.16 | Configure External Content

Prerequisites

Set up Cloud Connect for Learning for Harvard ManageMentor®, LinkedIn Learning™, and
Udemy for Business using the Configure External Content Provider task.
Set up Public Learning Content for YouTube using the Configure External Content Provider
task.
Security:
The Set Up: External Content domain in the Backpack Hub Service functional area.
The Set Up: Learning External Content Integrations domain in the Learning Core
functional area.

Context

You can enable learners to access third-party content from these providers in search, discovery, and
recommendations alongside internal content on the Learning dashboard:

Harvard ManageMentor®
LinkedIn Learning™
Skillsoft
Udemy for Business
YouTube

Workday Learning only supports Skillsoft courses on mobile that Skillsoft has designed for mobile.

Steps

1. Access the Configure External Content task.

2. As you complete this task, consider:

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Option Description

Content Provider Select either:

External Course: for Harvard

ManageMentor®, LinkedIn
Learning™, Skillsoft, or Udemy for
Business content.

Video: for YouTube.

Default Learning Topic Select a default learning topic from your

tenant to map to third-party content.

3. In the Topic Mapping grid, add rules to enable Workday to map tagged third-party content to
learning topics in your tenant. As you complete the grid, consider:

Option Description

Order Workday resolves the mapping rules in

the order that you specify. If it can't
resolve any of the rules, it maps the
content to the Default Learning Topic.

Topics Select 1 or more learning topics to

associate with the content.

Tags Select 1 or more tags that are already

associated with the third-party content.

For Skillsoft content, Workday only

displays tags after you run the Skillsoft
integration for the first time.

Workday only maps the content if it

contains all of the tags that you specify.
Ensure that you only specify the tags that
you need to apply to the rule.

Note: When you associate learning topics with external content, Workday applies the topics
to the content immediately. Any topic-based segmented security that restricts access to the
content also applies with immediate effect. However, updates to the Topic facet in Learning
search results can take up to 6 hours. Ensure that you allow the appropriate amount of time
to pass before verifying that Workday maps the external content to the topics in your tenant.

Result

When you select a lesson or course, Workday displays the content in these reports:

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View External Lesson: Enables learners to consent to third-party terms and play videos.
Learning administrators can activate and inactivate the lesson.
View External Digital Course: Enables learners to view external digital course content. To
complete a course, learners must click Mark Complete.

1.2.17 | Configure Learning Content Highlights Rules

Prerequisites

Security: Set Up: Learning Catalog domain in the Learning Core functional area.

Context

You can use condition rules for specific learner groups to determine which learning content items
display in the Highlights worklet on the Learning dashboard.

Steps

1. Access the Configure Learning Content Highlights task.

2. As you complete the task, consider:

Option Description

Order Indicates the order in which the rules

apply. When learners are eligible for the
same content under different rules,
Workday only displays the first instance
in the Highlights worklet.

Rule Select or create a learner group rule for

learners within the company or extended
enterprise learners.

Display Until Select a date to indicate when Workday

should no longer display the content in
the worklet.

Content Select 1 or more content items to display

for each rule, adding a row for each.

Order In the subsection, select the display order

for the content items in the worklet.

Next Steps

Configure the Highlights worklet on the Learning dashboard.

Related Information

Tasks
Configure Dashboard Content
Reference

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2020R1 What's New Post: Learning Highlights

1.2.18 | Concept: Expiry Periods for Learning Courses

Workday enables you to set an expiry period for courses. For compliance or local regulations, you
might need learners to re-enroll in a course after a certain amount of time, which you can determine
with an expiry period. Expiry periods enable you to manage retraining needs across your
organization, based on required learning that originates from:

Learning campaigns.
Learning administrator mass enrollment.
Manager enrollment.

You can require workers to retake courses for multiple reasons, ensuring they receive regular and
updated training. You can also remind learners to complete required content.

Expiration Date and Expiration Duration

When specifying an expiry period for a course, you can select either a:

Date: The expiration date automatically displays on the learner history after the learner
completes their course enrollment.
Duration: The expiration duration automatically calculates an expiration date relative to the
date that the learner completes the course enrollment.

The expiration date or duration displays on the Administrative tab when you're viewing the course
and on the Learning report on the Career profile group.

You can mass reset expiration dates on course enrollments that have a future expiration date using
the Reset Expiration Date on Enrollments task.

To reset expiry periods on completed enrollments to zero, select the check box for 1 or more
enrollments and clear the Proposed Expiry Period value. Workday removes the expiry periods from
the selected enrollments.

Workday automatically runs a daily background job to recalculate expiration dates on course
enrollments based on your course Expiry Period settings. This update doesn't apply to expiration
dates you reset manually using the:

Reset Expiration Date on Enrollments task.

Put Learning Enrollment web service operation.

When loading enrollments using the Put Learning Enrollment web service operation, the Manual
Expiration Override flag indicates whether to:

Allow the job to override the expiration date. Set the flag to N (false).
Prevent overrides. Set the flag to Y (true).

When the expiration date is in the past, the background job sets the expiration date to today's date.

When creating a new version of a course with different Expiry Period settings, if you select Update
Offering to Version, Workday updates the expiration date to the latest date on any completed
enrollments.

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Expiration Date Reminders and Statuses

When you view a course that has an expiry period, you can configure reminders that automatically
notify learners about the expiration date of their completed course enrollment. You can configure to
send reminders on the expiration date or on a date relative to the expiration period.

For courses with configured reminders, we display the required learning content on the Required for
You worklet when the first reminder triggers, with a status of Due and their due date on their content
thumbnail images. If users don't complete the content by the due date, we display an Expired status,
to indicate that their completed enrollment has expired and they need to re-enroll in the course.

If there are no reminders, we display the Expired status directly.

Advanced Learning Expiration Rules

When you're creating or editing a learning course, you can create learner groups and define expiry
period rules that apply to different learner groups. Example: In an organization, office staff are
required to take a manual handling course every 2 years but engineers are required to take the
course annually. You can set up a learner group for office staff and a learner group for engineers to
specify different learning expiration rules.

If a learner doesn't meet the rule conditions of the learner group, the default expiry period of the
course applies to their course enrollment. If a learner meets multiple rule conditions, the first
advanced learning expiration rule in the table will apply to their course enrollment.

1.2.19 | Concept: Completion Status for Learning Content

Learning Transcripts
Workday displays a learning transcript for each learner on the Learning report on their Career
profile. The Learning History section on this report indicates the completion status for all learning
content associated with the learner. Workday only considers a video lesson complete when a
learner watches 100% of the content.

Completion Status for Digital Courses

Workday changes the status of digital course enrollments with lessons that aren’t required learning
to Completed once learners complete all mandatory lessons in the course. Update grading and
attendance for digital course enrollments with lessons that are required learning to change the
status to Completed.

Workday doesn't provide completion tracking on all external digital courses. To complete an
external digital course for these third-party providers, learners must click Mark Complete on the
View External Digital Course report:

Harvard ManageMentor®
LinkedIn Learning™
Udemy for Business

Workday provides completion tracking on Skillsoft courses.

Completion Status for Blended Courses

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Workday tracks completion for all media lessons in blended courses, regardless of whether you set
Track Attendance or Track Grades on the course offering. When entering time, replace the
numerical value instead of deleting it to ensure Workday updates the information.

Workday displays a completion status of Not Started before the start date and time of the first
instructor-led lesson.

Workday determines the In Progress status based on whether you select Track Attendance or Track
Grades on the course offering. If:

Not selected, we display In Progress from the start date and time of the first instructor-led
lesson until the end date and time of the last instructor-led lesson.
Selected, we display In Progress:
From the start date and time of the first instructor-led lesson until the end date and
time of the last instructor-led lesson.
When an instructor or learning administrator hasn't entered overall attendance and
grading results.

Workday determines the Completed status based on whether you select Track Attendance or Track
Grades on the course offering. If:

Not selected, we display Completed after the end date and time of the last instructor-led
lesson.
Selected, we display Completed when an instructor or learning administrator has entered
overall attendance and grading results, regardless of whether it's after the end date and time
of the last instructor-led lesson.

Blended Course Outcomes on the Learning History

When learners access the Learning History worklet in the Progress section on the Learning
dashboard, Workday displays 1 of these outcomes on the image thumbnails of their completed
course enrollments:

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Outcome Description

Completed Displays when any of these conditions are

true:

The primary instructor or a learning

administrator has entered an overall
Pass grade for the learner on the
blended course.

A learning administrator selected

Provide Course Grade on a media
lesson that contains video
interactions with the Passing Score
percentage value set, and the learner
achieves the passing score.

Track Attendance and Track Grades

aren't selected on the course offering
and the end date and time of the last
instructor-led lesson has passed.

Unsuccessful Displays when any of these conditions are

true:

The primary instructor or a learning

administrator enters an overall Fail
grade for the learner.

A learning administrator selected

Provide Course Grade on a media
lesson that contains video
interactions with the Passing Score
percentage value set, and the learner
doesn't achieve the passing score.

You use an EIB to load course

completions.

Completion Status for Internal Stand-Alone Lessons and External

Lessons
Workday displays these completion statuses for stand-alone lessons and external lessons:

In Progress when learners start playing the video and pause it.
Completed when learners play the video to the end.

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Because you can't enroll in these lessons, we don't display a Not Started status.

Completion Status for Programs

Workday determines the overall completion status of program enrollments for individual content
items based on these check boxes on the Create Program and Edit Program tasks:

Recognize Course Expiration Dates

Recognize Previous Completions
Requires Successful Completion

Workday tracks the completion status of program enrollments against the mandatory content items
within a program. Workday sets the completion status for the enrollment to Not Started when:

A learner doesn't have any previous completions for the mandatory content.
Recognize Previous Completions isn't selected on the program.

Workday updates the status to In Progress:

When the learner accesses any of the media content.

From the start date and time of the first instructor-led lesson until the end date and time of
the last instructor-led lesson within the last mandatory course.

When a learner successfully completes all mandatory items, Workday:

Updates the completion status for the enrollment from In Progress to Completed.

Sets the completion date to the date on which the learner completed the last mandatory
item, based on whether the Recognize Previous Completions check box is selected.

When you select the Recognize Course Expiration Dates check box, Workday recognizes expiration
periods on enrollments for courses in the context of the program.

When you also select the Recognize Previous Completion check box, we recognize previous
completions up until the point of expiry.

Learners can re-enroll in a program when they complete their previous enrollment for the program.

When a learner successfully completes all mandatory items before enrolling in a program on the
same day, Workday updates the completion status to Completed.
When a learner unsuccessfully completes a mandatory item due to a failing grade, the program
remains In Progress. When the learner re-enrolls in the mandatory item and successfully completes
it, Workday:

Updates the completion status of the program to Completed.

Records each course enrollment in the Learning History section on the Learning report on
the Career profile.

When you rescind an enrollment for a mandatory course, as part of the Enroll in Course business
process, Workday changes the program status from Completed to In Progress.

1.2.20 | Example: Create a Message Template for Learning Campaigns

This example illustrates how you can create and use a message template for a learning campaign
item.

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Scenario

Andy Fraiser needs to set up multiple learning campaigns targeting Global Modern Services
employees. He decides to create a message template to save time.

Steps

1. Access the Create Message Template task.

2. In the Setup section, enter these settings:

Option Description

Name Andy's Enrollment Notification Content

Notification Type Learning Campaigns

3. Click Next.
4. In the Message section, enter these values:

Option Description

From Display Name Andy Fraiser

Reply To [email protected]

Subject Please Enroll for this Online Training

Body Please enroll and complete this required

training. You have 14 days to complete
this training.

If you have any questions, please contact

Andy Fraiser at [email protected].

5. Click Next, then Save.

6. Access the Create Campaign task.
7. Enter these settings:

Option Description

Title Health & Safety Update 2019

Type Learning Campaign

Audience San Francisco Employees

Start Date 01/02/2019

End Date 04/30/2019

8. Click OK.

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9. Click Add Item.

10. In the Item Details section, enter these settings:

Option Description

Title Online Training Alert

Content Type Notification

11. Click Next.

12. In the Setup section, select Andy's Enrollment Notification Content from the Message
Template prompt.
13. Click Next.

Result

The message template content automatically populates the text boxes in the Message section for
campaign items. Andy can continue to edit content in the text boxes; further edits don't save to the
message template.

1.2.21 | Reference: External Content Provider Configurations

You can use these Innovation Services and the Configure External Content Provider task to enable
third-party provider content in your tenant:

Cloud Connect for Learning

Public Learning Content

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Provider Settings

Harvard ManageMentor® Parameters:

Enter the subdomain that your organization

uses for Single Sign-On (SSO).

Channels:

The channels correspond with Harvard

ManageMentor courses that can contain
content such as text, video, and quizzes.

Workday displays the courses in Learning,

but you must manually launch the course in
Harvard ManageMentor to view the
associated lessons and assessments.

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Provider Settings

LinkedIn Learning™ Integration System User:

Has both Report/Task Permissions and

Integration Permissions for the Set Up:
Learning External Content Integrations
domain security policy.

While you can associate the Integration

System User with integration, there isn't any
action required of them. Example: When you
run the Diagnostic Audit Report for Workday
Learning course information, Workday
associates the Integration System User with
the LinkedIn Learning courses.

Parameters:

Contact LinkedIn Learning support for your

client credentials.

Channels:

The channels correspond with LinkedIn

Learning subjects that contain courses.
Workday displays the courses in Learning but
you must manually launch the course in
LinkedIn Learning to view the associated
lessons and assessments.

The Unclassified channel corresponds to

LinkedIn Learning courses that don't belong
to any specific subject.

You must have an All Language License from

LinkedIn Learning to activate non-English
channels.

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Provider Settings

Udemy for Business Integration System User:

Has both Report/Task Permissions and

Integration Permissions for the Set Up:
Learning External Content Integrations
domain security policy.

While you can associate the Integration

System User with integration, there isn't any
action required of them. Example: When you
run the Diagnostic Audit Report for Workday
Learning course information, Workday
associates the Integration System User with
Udemy for Business courses.

Parameters:

Contact Udemy for Business for your client

credentials.

Channels:

The channels correspond with Udemy for

Business sub-topics that contain courses.
Workday displays the courses in Learning but
you must manually launch the course in
Udemy for Business to view the associated
lessons and assessments.

YouTube™ Channels:

The channels correspond with YouTube

channels that contain videos. Workday
displays the videos in Learning as
standalone lessons.

You can only activate these channels from

the Workday-delivered list:

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Provider Settings

99u

Berkeley Haas

Collision Conference

Columbia Business School

Content Marketing Institute

DataCamp

DevTips

ESADE

Forbes

GOTO Conferences

Harvard Business School

HSGUniStGallen

INSEAD

Jack Welch Management Institute

Kellogg School of Management

KnowledgeAtWharton

Lean In

LearnCode.academy

LevelUpTuts

London Business School

Microsoft Office 365

Mind The Product

Presidents Institute

Rotman School of Management

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Provider Settings

Said Business School, University of

Oxford

SimonSinek

South x Southwest (SXSW)

Stanford Graduate School of

Business

Startup Grind

The Economist

The Ross School of Business -

University of Michigan

Workday

1.2.22 | Troubleshooting: Learning Content Access

Learners can't access new topics.

Cause: You didn't add the learners to the relevant security group.

Solution:

Security: User-Based Security Group Administration domain in the System functional area.

1. Access the Assign User to User-Based Security task.

a. Add the learners to the security group when you create new topics.
b. Add the security group to the Learning Access domain.
2. Activate Pending Security Policy Changes.

Learners access content that's not appropriate to them.

Cause: Your segmented security configuration for the Learning Access domain is incorrect.

Solution:

Security: User-Based Security Group Administration domain in the System functional area.

1. Access the Domain Security Policies for Functional Area report.

2. Select the Learning Core functional area.
3. Remove the learner from all unconstrained security groups on the Learning Access domain.

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Learning administrators can't view learning content.

Cause: Learning administrators only have access to the Set Up: Learning Catalog domain.

Solution: Add learning administrators to the Learning Access domain.

Related Information

Concepts
Setup Considerations: Learning Content
Tasks
View and Edit Learning Content
Steps: Manage Learning Content

1.2.23 | Packaged Content

1.2.23.1 | Setup Considerations: Packaged Content for Learning

You can use this topic to help make decisions when planning your configuration and use of
packaged content. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
Workday uses the term packaged content to describe learning content that's compliant with SCORM
or AICC file type specifications. Packaged content also includes courses licensed from content
vendors, such as Skillsoft.

Since e-learning content can contain many media files, packaged content contains a manifest file or
a set of descriptor files that defines the basic functions of the package. You can create Workday
Learning courses for both desktop and mobile using packaged content.

Business Benefits
Create a familiar and intuitive experience for learners by enabling them to consume
packaged learning content formats within Workday.
Create a more personalized learning experience by configuring learner names or learner IDs
to display on packaged learning content.
Simplify reporting for managers as Workday displays tracking information for packaged
content in learning reports.
Support industry standard e-learning content published in SCORM 1.2, SCORM 2004, and
AICC versions.

Use Cases

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Automatic recovery of missing data and update of records with the best completion, score,
success, or latest received interactions.
Create packaged content using external applications, such as Adobe Captivate and
Articulate Storyline.
Import packaged content into Workday as lessons within a course.
Select a packaged content lesson within a course to provide the primary score and grade for
the course.
Send a learner, or extended enterprise learner's name, ID, or both, to third-party packaged
content providers.
Track pass/fail grades and overall numerical scores.
Track the status of each package launched in Workday Learning based on a completion
status of Not Started, Incomplete, or Complete, depending on learner progress.

Questions to Consider

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Question Consideration

What kind of content do you want to use in You can use AICC and SCORM packaged
your learning? content with Workday Learning. Specifically,
we support these following versions of each
standard:

AICC 2.x

SCORM 1.2

SCORM 2004 (2nd Edition)

SCORM 2004 (3rd Edition)

SCORM 2004 (4th Edition)

How do you want to display packaged You can include packaged content for iPad,
content to mobile users? iPhone, and Android using devices running:

Android 5.0 or later.

iOS11 or later.

Enable packaged content on mobile on the

Edit Tenant Setup - HCM task.

What are the tracking components of a Unscored Content: Considered completed

scored and unscored content? once the user has viewed all of the content in
the course. Example: A quiz.

Contains no pass or fail mechanism, and no

strict requirement to achieve a specific score
in order to complete. Tracking is based on
completion status, not started, incomplete,
or complete, depending on learner progress.

Scored Content: Contains a formal

assessment that the learner must pass in
order to complete the course.

Its main tracking components are

completion status, grade, and score. In some
courses, learners must achieve a passing
grade to obtain a completed status.

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Question Consideration

Do you need to manage interactions for To enable Workday to receive question-level

packaged content? data from SCORM or AICC quizzes, you
must:

Enable packaged content interaction

reporting on the Edit Tenant Setup -
HCM task.

Test your files in an independent tool

to ensure that the file publishes
interaction results. (Example: SCORM
Cloud)

How do you want to track your learners Completion status for packaged content is
progress? determined by the logic built into the
package by its author. You can configure the
package to send completion status at any
point during user consumption or upon user
exit.

Lesson completion status updates when the

learner exits the course as a current default
with interaction reporting enabled. Enhanced
tracking completion functionality is enabled
by default to find and recover missing
completion, score, success and/or
interaction reporting statuses, and update
the information in Workday.

Use these options to improve the tracking

process:

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Question Consideration

Enable Completion Without Exit:

Updates the process so that lesson
completion status is immediately
marked in Workday as soon as
Workday receives completion status
for packaged content.

Configure the tracking logic in your

packaged content to send
completion status as early as makes
practical sense depending on the
subject matter and purpose of your
content.

How do you want to import your existing

media content into Workday?
You can import packaged content into
Workday using:

Drive to load packaged content files.

The Workday Learning interface to

add packaged content to an existing
course.

Media importer or web services to

bulk load external learning content.

Recommendations
To manage large volumes of packaged content most efficiently, use the Create Media Import Job
task to upload files before you create lessons or courses.

Requirements

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Subscribe to Innovation Services to use the Learner Name innovation service for packaged
content. Contact your Customer Success Manager to request the Innovation Services order
form, or see Workday Innovation Services in the Workday Community for more information.
Your packaged content files must meet these requirements:
Maximum extracted file size of 20GB.
Maximum of 100,000 extracted files.
Maximum zip file upload size (using Drive or Learning file picker) of 4GB.
Maximum zip file upload size (using Media Import service) of 20GB.

Limitations
4 GB is the maximum file size limit for packaged content.
Learners shouldn't use pop-up blockers as they can prevent interactions in the SCORM
package from sending to Workday from the browser.
Workday doesn't support SCORM or AICC packaged content files for stand-alone lessons.
Workday only supports interaction reporting for SCORM and AICC.
You can add packaged content to a course as a lesson but you can't add it to a stand-alone
lesson.
You can only amend enrollment results for courses that contain packaged content when
they’re not started or in progress.
For enrollments created using the Enroll in Course web service, you as only mark them as
complete when all lessons have a complete status.

Tenant Setup
Use the Edit Tenant Setup - HCM task to configure these tenant-wide options for your packaged
content:

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Option Description

Enable Packaged Content Enables you to upload packaged media

content in course lessons.

Enable Packaged Content Interaction Enables you to report on learner responses in

Reporting courses that contain media lessons with
packaged content.

This setting applies to interaction response

data for new completions of future packaged
content.

Enable Packaged Content on Mobile Enables users to view packaged content for
lessons on:

Android.

iOS.

Enable Completion Without Exit for SCORM Enables lesson status to be marked as
2004 complete as soon as Workday receives the
status event from the packaged content.
Enable Completion Without Exit for SCORM
1.X

Enable Completion Without Exit for AICC

Security

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Domain Consideration

Manage: Media in the Backpack Hub Service Enables users to manage media.
functional area

Manage: Media Advanced in the Backpack Enables you to manage media and set
Hub Service functional area passing scores on video interactions.

Manage: Media Import in the Backpack Hub Enables you to import large volumes of video
Service functional area and packaged content media files. This
domain is only available when you enable
Media Cloud in your tenant.

Media Reporting in the Backpack Hub Service Enables you to access media tracking data
functional area for reporting.

Manage: Innovation Services domain in the Enables you to access management tasks
Innovation Services functional area related to innovation services.

View: Innovation Services domain in the

Innovation Services functional area

Learning Access domain in the Learning Core Enables users to:

functional area

Consume packaged content

associated with learning courses.

View packaged content progress.

Set Up: Learning External Content Integrations Enables you to access management tasks
in the Learning Core functional area related to external content integrations for
Learning.

Drive domain in the System functional area Enables you to access management tasks
for Workday files associated with workbooks
and media files.

Business Processes

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Business Process Consideration

Manage Course Enables you to add approval steps to ensure

that content meet requirements before
Manage Lesson
publication when users:

Manage Program

Create learning content.

Edit learning content.

Manage learning content versions.

Reporting

Report or Dashboard Description

Business Object Translations Create translated titles and descriptions for

packaged content.

Innovation Services Summary View service opt-in status and last-modified

information, and access service descriptions
on Workday Community.

Learner Engagement Evaluate enrollments and completions, so

you can examine why some learners engage
more than others.

The report only displays data for the last

complete month.

My Team's Learning Use this report to display a summary of

completion status for learners.

View External Lesson Activate and inactivate external lessons.

Enable learners to consent to third-party

terms and play videos.

Integrations

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Web Service Consideration

Manage Course Offering Enables you to create or update learning

content types.
Manage Learning Course

Manage Lesson

Manage Learning Program

Put Learning Content Subscription Enables you to create or update

subscriptions for learning content.

Put Learning Imported Content Enables you to bulk load existing content or
enrollments into Workday.
Put Learning Imported Record

Connections and Touchpoints

Touchpoint Consideration

Career and Development Planning You can create packaged content that
learners can consume for their personal or
professional development.

Talent You can use survey functionality from Talent

as a lesson type within a course to get
feedback so that you can improve your
packaged content materials.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Other Impacts
Check Community page for other impact content.

Related Information

Concepts
Setup Considerations: Learning
Setup Considerations: Learning Content
Tasks
Configure External Content
Steps: Manage Learning Content
Reference
FAQ: Packaged Content
FAQ: Uploading and Viewing Videos
Reference: External Content Provider Configurations
Reference: Edit Tenant Setup - HCM
Reference: File Actions in Drive Based on File Type

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1.2.23.2 | Steps: Set Up Packaged Content for Learning

Prerequisites

Review setup considerations for packaged content.

Sign the Workday Media Agreement. See Workday Media.

Context

Workday enables you to import third-party material that you can add to your learning courses.

Steps

1. Access the Reference: Edit Tenant Setup - HCM task.

In the Packaged Content section, select the Enable Packaged Content option to upload
packaged content to your tenant.

See Reference: Edit Tenant Setup - HCM.

Security: Set Up: Tenant Setup - HCM domain in the System functional area.

2. (Optional) Access the Reference: Edit Tenant Setup - HCM task.

In the Packaged Content section, configure these tenant-wide options for your packaged
content:
Enable Packaged Content on Mobile
Enable Packaged Content Interaction Reporting
Enable Completion Without Exit for SCORM 2004
Enable Completion Without Exit for SCORM 1.X
Enable Completion Without Exit for AICC

See Reference: Edit Tenant Setup - HCM.

Security: Set Up: Tenant Setup - HCM domain in the System functional area.

3. (Optional) Access the Innovation Services Opt-In task.

On the Available Services tab in the Learning category, select the Learner Name service.

See Steps: Set Up Learner Name for Packaged Content.

Security: Manage: Innovation Services domain in the Innovation Services functional area.

Next Steps

Import third-party material and add it to your learning courses.

Related Information

Concepts
Setup Considerations: Learning Content
Tasks
Configure External Content
Steps: Manage Learning Content
Reference
FAQ: Packaged Content
FAQ: Uploading and Viewing Videos
Reference: External Content Provider Configurations

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Reference: File Actions in Drive Based on File Type

1.2.23.3 | Steps: Set Up Learner Name for Packaged Content

Prerequisites

Note: You must subscribe to Innovation Services to use this feature. Contact your Customer
Success Manager to request the Innovation Services order form, or see Workday Innovation
Services in the Workday Community for more information.

Security: Manage: Innovation Services domain in the Innovation Services functional area.

Context

When you configure the Learner Name innovation service, you can send a learner, or extended
enterprise learner's name, ID, or both to third-party packaged content providers. This enables you to
display the information on packaged learning content, and helps you provide learners with a more
personalized learning experience.

Steps

1. Access the Innovation Services Opt-In task.

On the Available Services tab in the Learning category, select the Learner Name service.
2. Access the Maintain Innovation Services Data Selection Opt-In task.
Select the check boxes for the categories you want to send:
Learner Name
Learner ID

Result

If you selected the Learner Name check box, Workday no longer sends Learner Workday as the
learner's name, and instead sends names based on your configuration for these settings on the Edit
Tenant Setup - System task:

General Name Display Type

General Name Display Format

Workday also sends local names for countries you've configured them for.
If you selected the Learner ID check box, Workday sends one of these IDs depending on the worker
type:

Employee ID
Contingent Worker ID
Extended Enterprise Learner ID

Note: When you select the Learner ID check box, Workday no longer sends the Person Workday ID
to third-party packaged content providers.

Next Steps

Access the Innovation Services Summary report (secured to the Manage: Innovation Services and
View: Innovation Services domains) to view service opt-in status and last-modified information, and
to access the service descriptions on Workday Community.

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1.2.23.4 | Concept: Packaged Content

Workday uses the term packaged content to describe learning content that's compliant with SCORM
or AICC file type specifications. Packaged content also includes courses licensed from content
vendors, such as Skillsoft. You can create Learning lessons and courses for both desktop and
mobile using packaged content.

Since e-learning content can contain many media files, packaged content contains a manifest file or
a set of descriptor files that defines the basic functions of the package.

Creating and Uploading

You can:

Create packaged content using external applications, such as Adobe Captivate and
Articulate Storyline.
Import the files directly into Workday Learning lessons (except stand-alone lessons).

When you have a large volume of packaged content, Workday recommends that you use the Create
Media Import Job task to upload the files before you create Learning lessons or courses. The
maximum file size limit for packaged content is 4 GB.

Tracking
Workday tracks the status (Not Started, In Progress, Completed) for each package you launch.

Some packaged content opens in a separate browser window. If your Workday session times out
before you complete the packaged content, Workday still saves your progress. When you log back
into Workday, Workday directs you back to the Learning page that launched the content.

When you launch packaged content that contains a scoring element or assessment, Workday also
tracks summary data (pass/fail, score). You can use Learning reports to view tracking data.

1.2.23.5 | Concept: Best Practices for Uploading Packaged Content on Mobile

Workday supports packaged content for:

iPad and iPhone devices running iOS 11 or later.

Devices running Android 5.0 or later.

Packaged content might not display optimally on older devices and operating systems.

Workday doesn't optimize packaged content videos for playback. To minimize the risk of packaged
content playback issues on mobile, we recommend that you follow these guidelines.

Container Format
Package your content in HTML5 and avoid using advanced features that might not be compatible
with mobile devices, such as battery status and vibration.

Content and Device Considerations

Avoid using Flash or Flash Video, because iOS and Android operating systems don't support them.

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If you use Multi-SCO or Multi-AU packaged content that uses layered navigation modules or tables,
the lack of available screen space might cause playback rendering errors.

Cross-domain content, such as Skillsoft, might not work predictably on all devices due to
differences in network firewalls and browser compatibility.

External Document Links

On Android devices, Workday opens PDF external document link types in the same browser tab that
you're on. When you add any other supported external document link type to your content, you
might have to install third-party applications to view the content. iOS devices open external
document link types in their own web view. We support these external document link types in
mobile packaged content:

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Operating System External Document Link Type

Android

Excel (.xls, .xlsx)

Images

.bmp

.gif

.jpeg

.jpg

.png

.svg

.tif

.tiff

PDF (.pdf)

PowerPoint (.ppt, .pptx)

Rich Text Format (.rtf)

Videos

.mkv

.mov

.mp4

Word (.doc, .docx)

iOS

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Operating System External Document Link Type

Excel (.xls, .xlsx)

Images

.bmp

.gif

.jpeg

.jpg

.png

.svg

.tif

.tiff

Keynote (.key)

Numbers (.numbers)

Pages (.pages)

PDF (.pdf)

PowerPoint (.ppt, .pptx)

Rich Text Format (.rtf)

Videos

.mov

.mp4

Word (.doc, .docx)

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1.2.23.6 | FAQ: Packaged Content

Which package formats do Workday support?

Works Cross-
Version Release Date Widely Used Domain

AICC HACP Feb. 1998 Yes Yes

SCORM 1.2 Oct. 2001 Yes No

SCORM 2004 (V2- Jul. 2004 - Mar. Yes No

V4) 2009

What is the maximum file size limit for packaged content?

4 GB.

Why am I receiving the error message: Processing failed for this media item?
If the item is a Lynda.com AICC package, the packaged content could be nested outside of the root
folder. Manually unzip the package and nest the actual SCORM or AICC file in the zipped folder.

How can I troubleshoot SCORM-related errors?

See Packaged Content.

How are completion statuses for Packaged Content, Lessons, and Courses determined?
Packaged Content: Completion status for packaged content is dependent on the logic built into the
package by its author. Workday is reliant on receiving completion status information from the
package.

Lessons: Completion status for lessons is dependent on the packaged content completion status.
Lesson status is set to Not Started before content is launched. When packaged content is launched,
and before it’s complete, status sets to In Progress in most cases. We mark both package and
corresponding lesson as Completed when the package sends completion status to Workday.

Courses: Completion status for learning courses is based on the logic for the course set by a
learning administrator in Workday. Courses in Workday require all lessons that are required learning
content to be complete.

What impact does the Enable Completion Without Exit functionality have on completion status?
Completion status for packaged content is determined by the logic built into the package by its
author. You can configure the package to send completion status at any point during user
consumption or upon user exit. Regardless of when the package sends the completion status to
Workday, lesson completion status updates when the learner exits the course as a current default
with interaction reporting enabled. Enable Completion Without Exit functionality updates this
process so that lesson completion status is immediately marked in Workday as soon as completion
status for packaged content is received.

For highest reliability, Workday recommends that the tracking logic in your packaged content send
completion status as early as makes logical sense.

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1.2.23.7 | Troubleshooting: Tracking Learner Status in Packaged Content

Incorrect configuration of packaged content means that you can't correctly report on learner
progress.

Passing grade differs from passing score.

Cause: When you don't set the Pass / Fail threshold parameter correctly, learners can pass the
course at a different score than expected, or not at all. If you don't configure a passing score, the
grade, or score might be reported as Unknown, which also results in unsuccessful tracking.

Solution: Set the grade parameter to report a pass or fail for each individual packaged course,
registering a passing grade correctly.

Configure the grade parameter in your packaged content to report a grade of pass or fail for each
individual packaged course.

1. Access your authoring tool.

2. Modify the grade parameter to report a pass or fail.

Learners don't receive a fail grade.

Scored courses must result in a pass or fail grade to track validly.

Cause: The grade parameter isn't set to report on the fail grade. Example: Setting a failing score to
report a grade of Incomplete rather than Fail can result in the course not tracking correctly.

Solution: Set the grade parameter to report a fail grade for a failing score to ensure correct tracking.

Configure the grade parameter in your packaged content to report a fail grade for a failing score.

1. Access your authoring tool.

2. Modify the grade parameter to report a fail grade for a failing score.

Learners receive an incorrect completion status.

When a learner passes a scored course, the tracking status should always update to Complete.
However, in the case of a failing score, there are a few options. Which option you use depends upon
the course requirements and preferences of the content creator. However if not set properly,
incorrect tracking results will occur.

Cause:

Complete: When a course is set to report a tracking status of Complete on a failing score,
the learner can't try again for a different result.
In Progress: When a course is set to report a tracking status of In Progress on a failing
score, the learner can try again multiple times until successful.
Other Failure Results: When a completion parameter other than Complete or In Progress
occurs on a failed assessment, the package doesn’t track correctly in Workday Learning.
The most common example is an Unknown status.

Solution: Set the tracking logic in your packaged content to an appropriate status based on the
subject matter of your content when reporting on a failing score.

Configure the grade parameter in your packaged content to set a percentage value for a passing
score.

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1. Access your authoring tool.

2. Modify the grade parameter to set a percentage value for a passing score.

Related Information

Concepts
Concept: Completion Status for Learning Content
Tasks
Create Learning Courses
View and Edit Learning Content

1.3 | Learning Enrollments

1.3.1 | Setup Considerations: Learning Enrollments

You can use this topic to help make decisions when planning your configuration and use of learning
enrollments. It explains:

Why to set them up.

How they fit into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What They Are

Workday enables you to manage learning enrollments for course offerings and digital courses
including:

Due dates.
Grading.
Mass actions.
Waitlists.

Business Benefits
Gain insights on enrollments in your organization by creating a discovery board.
Help learners to find recommended content related to their active enrollments and visualize
their required learning.
Increase efficiency by managing mass enrollments for a large organization.
Manage compliance for required learning in your organization by enrolling team members or
entire teams in content.
Reduce administrative overhead as learners select content and enroll themselves.
Simplify assessment processes by enabling specific users to manage the grading and
attendance roster.
Streamline enrollment processes by assigning access levels to specific security groups so
that they can manage enrollments.
Manage enrollments efficiently by receiving warning messages when content a learner is
being enrolled in conflicts with a scheduled absence or leave.

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Use Cases
Cancel or rescind enrollments.
Define custom email notifications or approvals for learning enrollments.
Enable administrators and managers to track and monitor learner engagement.
Enable users to enroll themselves in content to improve skills related to their career
interests.
Inform learners when courses are available if enable express interest functionality, and
configure reminders when they enroll.
Enable notifications in Slack or Microsoft Teams for enrollment approvals.
Manage waitlists for course offerings.
Hide enrollment records from transcripts or reports.

Questions to Consider

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Question Consideration

Who manages enrollments for your Workday enables you to configure specific
organization? access levels for different security groups so
that they can mass enroll or drop learners.
Example: You can grant limited access to
trainers and unlimited access to
administrators.

How do you want to manage course You can create an automatic or manual
offerings that reach full capacity? waitlist on a course to enable learners to join
the waitlist if the course offering:

Automatic waitlists enroll learners

into an offering if a space becomes
available.

Manual waitlists require an

administrator or an instructor to
enroll the learner from the waitlist
into the offering.

Who manages attendance and grading for You can enable administrators and
enrollments in your organization? instructors to enter grading and attendance
results for enrolled learners if you enable
tracking options for 1 or more lessons.

Does your company need to remind learners You can configure reminders for courses
of retraining requirements? with an expiry period that automatically
notify learners when a course enrollment has
an upcoming expiration date and is due for
retraining.

You can also add multiple reminders to

courses that notify learners and their
managers about their enrollments.

Does your organization assign required Workday supports the assignment of

learning content to learners? required learning through mass enrollment
actions. Administrators and manager can set
fixed or relative due dates on required
learning enrollments.

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Question Consideration

Do you want to enable learners to enroll in You can add an entry condition rule for an
content without manager approval? approval step on the enrollment business
process to determine when learners need
manager approval. Example: Learners can
enroll in a course offering without approval
from their managers when the location of the
offering is the Dublin office.

How do you want to communicate with You can create custom notifications on
enrolled learners? enrollment business processes or alerts
from custom reports.

You can configure notifications to inform

learners when their enrollment has been
approved or denied using:

Workday for Slack.

Workday for Microsoft Teams.

Note: You must subscribe to Innovation

Services to use this feature. Contact your
Customer Success Manager to request the
Innovation Services order form, or see
Workday Innovation Services in the Workday
Community for more information.

Recommendations
Remove the Assessor Dashboard worklet and Instructor Dashboard menu from the Learning
dashboard so that trainers access their enrollment tasks and reports through the Learning
Trainer dashboard.
The limit for a mass enroll action is 100,000 but Workday recommends enrollments of less
than or equal to 1,000.

Use the Put Learning Assessor web service if you need to create large numbers of assessors or
instructors.

Workday recommends that users with access to the Manage: Facilitated Enrollments domain don't
have access to the Manage: Learning Course Enrollments domain. This setup ensures they can only
enroll learners that they have access to.

Requirements

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Create user-based security groups to enable specific users to manage enrollments for your
organization.

Limitations
You can only amend enrollment results for digital lessons that haven’t started or are in progress.

Tenant Setup
Use the Edit Tenant Setup - HCM task to:

Express enrollment interest in courses when no suitable offerings are available to them in a
specified location and date range.
Rate courses that they're enrolled in and any stand-alone lessons in the learning catalog.

Security

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Domain Considerations

Manage: Facilitated Enrollments Enables selected users to access to the Find

Workers to Enroll report to manage
enrollments for blended and digital courses.

Manage: Learning Course Enrollments Enables selected users to access

administrative based enrollment tasks. Users
with access to this domain can manage
multiple tasks that support enrollment
processes.

You can configure unconstrained access for

users or restrict access using learning
security category or topic segments.

Manage: Mass Enrollments Enables selected users to access these

tasks:

Mass Drop by Role

Mass Enroll by Role

Manage: Unrestricted Mass Enrollments Enables users to access the Find Workers to
Enroll report and these tasks:

Learning Mass Enroll

Mass Drop

Reports: Learning Record Enables users to access reports that display

enrollment data on learning records.

Business Processes

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Business Process Description

Cancel Learning Enrollment Enables you to cancel an enrollment for a

course offering.

Drop Learning Enrollment Enables you to manage when a learner can

drop an enrollment for a program, a course
offering, or a digital course (both internal and
external).

Enroll in Course Enables you to manage how a learner can

enroll in a course offering or a digital course
(both internal and external).

Mass Cancel Learning Enrollments Enables you to cancel multiple enrollments

for 1 or more course offerings.

Mass Enroll Enables managers to enroll their teams in a

course or program.

Reporting

Report or Dashboard Description

Find Workers to Enroll Find and enroll specific workers in learning

content.

Learner Engagement Evaluate enrollments and completions so

you can examine why some learners engage
more than others.

The report only displays data for the last

complete month.

Learning Trainer dashboard Provide assessors and instructors with

access to tasks and reports so they can
manage enrollments for course offerings.

My Team's Learning Track progress in enrolled content for all

direct reports and pre-hires.

Integrations

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Web Service Consideration

Cancel Learning Enrollment Enables you to cancel enrollments in

upcoming course offerings and add reasons
for the cancellation.

Enroll in Learning Content Enables you to enroll learners into learning

content.

Respects due dates that you set when you

mass enroll learners using this web service.

Put Learning Enrollment Enables you to update or create legacy

enrollments. You can also prevent
enrollments from displaying in learning
transcripts or reports.

Put Learning Enrollment Pricing Record Enables you to update payments listed on
Document Payment Status pricing records or enrollments to reflect
payments processed in third-party systems.

Connections and Touchpoints

Touchpoint Consideration

Absence Workday displays warning messages when

an enrollment conflicts with a scheduled
absence.

Career and Development Planning Workday Learning helps learners identify

courses ranked highest by workers in their
positions on their Opportunity Graph so they
can enroll in this content.

Talent Use Talent Marketplace to suggest content

in which learners can enroll to improve their
skills.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

Concepts
Concept: Opportunity Graph
Setup Considerations: Talent Marketplace
Tasks
Steps: Set Up Workday for Microsoft Teams and Workday for Slack
Create Role-Based Security Groups
Mass Enroll Learners
Mass Drop Learners

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Manage Waitlists for Learning Course Offerings

Manage Schedules and Grading and Attendance
Create and Manage Reminders for Learning Content
Reset Learning Due Dates
Reference
Reference: Learning Records and Report Data Sources
Reference: Workday-Delivered Reports for Learning
2021R1 What's New Post: Enroll in Content Approval Notifications in Workday for Microsoft Teams
2021R1 What's New Post: Enroll in Content Approval Notifications in Workday for Slack

1.3.2 | Mass Enroll Learners

Prerequisites

Create a course offering or digital course.

Context

Workday enables you to manage learner enrollments in a number of different ways depending on
your access level. You can use different methods to mass enroll learners into a course offering or
digital course.

Steps

1. (Optional) Create Learning Prerequisite Rules.

2. (Optional) Create Role-Based Security Groups.
You can create constrained and unconstrained role-based security groups to provide access
to users to mass enroll learners. Example: You can provide constrained access by role to
users who belong to 1 of these security group types:
Extended Enterprise Affiliation
Location Hierarchy
Supervisory Organization
3. Access 1 of these tasks or buttons depending on your access level:

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Access Level Method Description Security

Learning Learning Mass You can use a These domains in

Administrator Enroll custom search the Learning Core
report for functional area:
administrator
enrollment that Learning
includes this Access
mass action.
Set Up:
This method Learning
enables you to: Catalog

Enroll Manage:
learners in Learning
course Course
offerings Enrollments
that have
reached Manage:
their Unrestricted
Maximum Mass
Enrollment Enrollments
Capacity
or that
have a
status of
Closed or
In-
Progress.

Override
custom
validations.

Override
prerequisite
rules.

Specify
whether
content is
required
learning.

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Access Level Method Description Security

Constrained Mass Enroll by This method Manage: Mass

access by role Role enables you to: Enrollments
domain in the
Enroll Learning Core
learners in functional area
course
offerings
that have
reached
their
Maximum
Enrollment
Capacity
or that
have a
status of
Closed or
In-
Progress.

Override
prerequisite
rules.

Specify
whether
content is
required
learning.

Manager Enroll my Team You can use this Learning Access

button on these domain in the
reports if you Learning Core
configured the functional area
Mass Enroll
business process:

View
Course

View
Digital
Course

This method:

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Access Level Method Description Security

Enables
you to
specify
whether
the
content is
required
learning.

Adheres to
enrollment
limits and
custom
validations.

Adheres to
prerequisite
rules.

If required,
Workday displays
the course on
these worklets on
the Learning
dashboard for
each team
member:

Required
for You

Progress >
Required

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Access Level Method Description Security

Other users with Learning Run the Find These domains in

constrained or Facilitated Enroll Workers to Enroll the Learning Core
unconstrained report and access functional area:
access this task if you
configured the Manage:
Mass Enroll Facilitated
business process. Enrollments
(Provides
This method: constrained
access to
Enables enroll
you to learners)
specify
whether Manage:
the Learning
content is Course
required Enrollments
learning. (Provides
unconstrained
Adheres to access to
enrollment enroll
limits and learners)
custom
validations. Manage:
Unrestricted
Adheres to Mass
prerequisite Enrollments
rules.

Uses the
Mass
Enroll
business
process to
route
enrollment
requests
for review
and
approval.

4. (Optional) Create custom reports using the Learning Enrollments report data source.
5. (Optional) Add a due date or duration when you enroll learners.

Result

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Workday mass enrolls the selected learners in a course offering or digital course.

Next Steps

Managers can run the My Team's Learning report if configured on the My Team Management
dashboard.

1.3.3 | Mass Drop Learners

Prerequisites

Create a course offering or digital course.

Enroll learners.

Context

Workday enables you to manage learner enrollments in a number of ways depending on your
access level. You can use different methods to mass drop learners from a course offering or digital
course.

Steps

1. (Optional) Create Role-Based Security Groups.

You can create constrained and unconstrained role-based security groups to provide access
to users to mass drop learners. Example: You can provide constrained access by role to
users who belong to 1 of these security group types:
Extended Enterprise Affiliation
Location Hierarchy
Supervisory Organization
2. Access 1 of these tasks or buttons depending on your access level:

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Access Level Method Description Security

Learning Drop Learners This button on Manage: Learning

Administrator these reports Course
initiates the Enrollments
Learning Mass domain in the
Drop job: Learning Core
functional area
View
Course

View
Digital
Course

The
Mass Drop task
then displays:

All
enrolled
learners.

Any
learners
who are
pending
enrollment
approval.

Details of
all related
prerequisites
for the
content.

Constrained Mass Drop by This task enables Manage: Mass

access by role Role you to drop Enrollments
learners if you domain in the
belong to a Learning Core
security group functional area
with constrained
access by role.

Result

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Workday mass drops the selected learners from a course offering or digital course.

1.3.4 | Manage Waitlists for Learning Course Offerings

Prerequisites

Create a blended course and course offering.

Specify a Waitlist Capacity value to set up a waitlist and enable learners to join it when
enrollment reaches full capacity.
Security: These domains in the Learning Core functional area:
Set Up: Learning Catalog and Manage: Learning Course Enrollments for learning
administrators.
Self-Service: Learning Instructor for primary instructors.

Context

If you don't configure auto-enrollment, you can manually enroll learners from the waitlist.

Steps

1. Access the Manage Waitlists report.

2. To enroll learners manually on a course offering from the waitlist, click Manage beside the
offering.
a. In the Waitlisted section, select the check boxes beside the learners you want to
enroll.
b. Click Enroll.
3. (Optional) To view the waitlist for an offering that has no enrollment capacity, click View.

Result

If enrollments for the course offering reach full capacity after you enroll learners from the waitlist,
Workday no longer displays the offering in the Waitlists Requiring Action section.

Related Information

Reference
The Next Level: Learning for Learning Instructors

1.3.5 | Manage Schedules and Grading and Attendance

Prerequisites

Security: These domains in the Learning Core functional area:

Manage: Learning Course Enrollments

Manage: On the Job Training
Self-Service: Learning Instructor
Set Up: Learning Catalog

Context

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As a learning instructor, you deliver instructor-led classroom training or webinar lessons for course
offerings. As a learning assessor, you assess training activity lesson content for course offerings.
Workday enables you to manage your schedule and the grading and attendance roster for lessons
that you deliver or assess from the Learning Trainer dashboard. You can enter grading and
attendance results for learners enrolled in a course offering, if Track Attendance and Track Grades
are selected on 1 or more lessons.

Steps

1. Access 1 of these reports:

Instructor Schedule Calendar
Learning Assessor
These reports display calendar entries for lessons in course offerings in your course-
delivery or assessment schedule. Note that Workday automatically localizes the start and
end dates and times for the webinar lessons that you deliver, based on your preferred time
zone. Classroom training lessons display in the time zone of the location on the lesson.
2. Select a calendar entry to view more details about the lesson, including the location for
classroom training.
3. (Optional) Click View Course to view the course details and add the schedule to your
calendar.
4. Click Manage Roster to access the Manage Grading and Attendance task.
5. Enter grading and attendance results.
The Overall Grade tab enables the primary instructor for the course offering or a learning
administrator to enter the overall attendance, score, and grade for the course for each
enrolled learner. You can also enter results for each lesson on the Lessons tab.

Before entering the overall results, click View Results to review individual lesson results for
each enrolled learner.

If you're an instructor, but not the primary instructor or a learning administrator, the Lessons
tab enables you to enter results for the lessons that you deliver. Primary instructors and
learning administrators can override the results for each lesson.

Result

When you set Track Attendance and Track Grades on instructor-led lessons in a course offering,
Workday considers the enrollment complete when:

All required lessons within the course are complete.

The primary instructor or a learning administrator has entered the overall attendance and
grade for the course.

When at least 1 instructor-led lesson in a course offering tracks grades or attendance, these details
display on the Grading and Attendance tab of the View Course report.

We also display Lesson Results for individual lessons on the View Lesson report after the lesson
completes.

Next Steps

In custom reports, you can report on lessons a learner has completed within a course. Use report
fields on the Lesson Tracking business object (secured to the Public Reporting Items domain).

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On the Learning Enrollment business object, these report fields display results for the overall
course:

Course Attendance Status

Course Grade
Course Score

Related Information

Reference
The Next Level: Learning for Learning Instructors

1.3.6 | Manage Enrollment Completion

Prerequisites

Security: These domains in the Learning Core functional area:

Manage: Learning Course Enrollments

Set Up: Learning Catalog

Context

When learners complete a blended or digital course that contains a lesson with packaged content, a
video with interactions, or a survey, sometimes the completion results don't pass back to Workday.
Example: If learners experience a network connectivity issue while playing SCORM content, their
device might cache the lesson locally and they can complete it, but Workday doesn't record the
results. You can manually complete the enrollment on their behalf, so learners don't have to retake
the course. You can also manually enter the score and grade if Provide Course Grade is set on the
media lesson in the course.
Note: You can only amend enrollment results for courses that have a status of Not Started or In
Progress. You can't amend the enrollment results after you enter the results manually and mark a
course as Complete. You can only mark enrollments created using the Enroll in Course web service
as Completed when all lessons have been completed.

Steps

1. Run the Manage Learning Content report and search for the course.
2. On the Enrollments tab of the View Course or View Digital Course report, select the
enrollment that you want to complete on behalf of a learner.
3. On the View Learning Enrollment report, click Manage Completion.
For each media or survey lesson, the Manage Enrollment Completion task enables you to:
Mark the lesson as complete by selecting a Tracking Status.
Enter a score and grade, if applicable.
Enter a completion date and time.

You can't use this task to complete or enter results for instructor-led lessons. Use the
Manage Grading and Attendance task for instructor-led lessons.

Next Steps

Create an advanced custom report to view which courses contain lessons that you've manually
assessed. Use these reporting items:

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Learning Enrollments data source.

Enrollment Manually Assessed report field on the Learning Enrollment business object.
Lesson Manually Assessed report field on the Lesson Tracking business object.

Run the custom report and filter the enrollments by worker. Verify that Workday marked the:

Enrollment as manually assessed.

Lesson as manually assessed.

1.3.7 | Create and Manage Reminders for Learning Content

Prerequisites

Enable reminders on the Edit Tenant Setup - Notifications task.

Specify an expiry period or due date when creating or editing content.
Security: These domains in the Learning Core functional area:
Manage: Learning Content
Manage: Learning Course Enrollments
Set Up: Learning Catalog

Context

You can notify learners of upcoming due dates by configuring reminders for courses and programs.

When you configure reminders for courses with expiry periods, learners automatically receive a
notification when a course enrollment they've completed has an upcoming expiration date. The
reminder notifies learners that they should re-enroll in the course before the expiration date,
enabling you to comply with local regulatory requirements.

Steps

1. Access the Manage Learning Content report.

2. Select the content you want to create a reminder for.
3. On the administrator view for the course or program, select Create Reminder from the More
menu.
Enter the reminder details and select if you want to send the reminder on, before, or after the
expiration or due date of the content.

Result

Learners receive automatic reminders when content they've enrolled in has an upcoming expiry or
due date.

Next Steps

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You can change the reminder settings by accessing the content and selecting Manage
Reminders from the More menu. The Manage Reminders option displays after you've
created at least 1 reminder.
You can mass reset expiry periods for completed enrollments by accessing the Reset
Expiration Date on Enrollments task. Select at least 1 completed enrollment on a course
with a future expiration date. When you use this task to reset existing expiry periods to zero,
Workday:
Updates the Latest Successfully Completed Enrollment report field on the Learning
Enrollment business object to indicate that it's not the latest successfully completed
enrollment with an expiration date for a learner.
Removes any associated reminders for the learner.

Related Information

Reference
Reference: Edit Tenant Setup - Notifications

1.3.8 | Reset Learning Due Dates

Prerequisites

Security: Manage: Learning Assignments domain in the Learning Core functional area.

Context

When you campaign required learning, you can set due dates for learners to indicate when they
need to complete the content. When due dates apply to content, Workday displays the date on the
content thumbnail image on the Learning dashboard, and on these reports:

View Course
View Digital Course
View External Lesson
View Learning Path
View Learning Lesson
View Learning Program

When learners don't complete required content by the due date, we display a status of Overdue on
their content thumbnail images. The Required for You worklet sorts content by due date to help
learners prioritize their required learning.

You can reset due dates on required learning content for specific learners, overriding due dates on
the learning campaigns that assigned the required learning content. Example: When learners take
extended leave, they might need more time to complete their required learning.

Steps

1. Access the Reset Learning Due Dates task.

This task enables you to view learning campaign assignment or mass enroll details by
learning content, learner, or both.
2. Select 1 of these Reset Method options:

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Option Description

Select New Date Enter a new due date.

Extend Current Due Date by Duration Select a duration type and enter the
number of days, weeks, or months.

3. Select the check box beside the learner assignment that you want to reset.
4. Review the Proposed Due Date before you confirm your changes.

Result

Workday updates the Item Due Date for the learner to the reset date. We record the due date that
applied to the campaign item for the learner before you reset it as Item Due Date without Reset.

Related Information

Tasks
Steps: Set Up and Launch Learning Campaigns

1.3.9 | Steps: Waive Learning Assignments

Context

You can waive all learning assignments manually for learners in your organization when they:

Receive an assignment in error.

No longer need to complete the content.

You can only waive learning assignments with a status of Open.

When you waive an assignment, the enrollment remains Open and active until either:

The learner drops the enrollment.

You drop the learner from the enrollment using mass drop.

If a learner drops an enrollment, or is dropped by a mass drop action, and the learning assignment
is still Open, you can manually waive the assignment for the learner, if applicable.

Steps

1. Access the Create Waive Reasons task.

Create reasons that users who manage learning assignments can select when waving
assignments. Example:
On extended leave
Sent in error
Security: Set Up: Learning Catalog domain in the Learning Core functional area.
2. (Optional) Access the Edit Learning Assignment Waive Reason task.
Edit the text for the waive reason, if required.

Security: Set Up: Learning Catalog domain in the Learning Core functional area.

3. Access the Waive Learning Assignment task.

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You can search for learning assignments to waive by either Learning Content, or Learners,
or both. You can select multiple values for each one.

For Learning Content, if you select a program, Workday waives the entire program and not
individual content items within the program.

(Optional) Select a Waive Reason.

Select 1 or more learners to waive.

(Optional) Access the Manage Learning Assignment Waive to undo a waive for a specific
learning or group or learners.

Security: Manage: Learning Assignments in the Learning Core functional area.

Result

The Assignment Status on the learning assignment record for the learner changes to Manually
Waived. For required learning, Workday removes the content from the learner's Required for You
worklet on their Learning dashboard.

Next Steps

You can create a custom report that indicates the assignment status of learners for a learning
content item, using either of these data sources:

Learning Assignments by Learning Organization

Learning Assignment Records

Include these report fields for each worker or extended enterprise learner to verify the waive results:

Assignment Status
Assignment Cancellation Date
Learning Assignment
Learning Assignment Waive Activity
Learning Content
Permanent Waive
Waive Cancelled By
Waive Cancellation Moment
Waive Reason
Waived By
Waived by Worker

Related Information

Reference
2020R1 What's New Post: Waive Learning Assignments

1.3.10 | Concept: Learning Assignments

Learning Assignments supports compliance management in your organization, by enabling you to

report on all assigned content for learners using constrained data sources.

Learning Assignment Mechanisms

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Workday creates learning assignment records for learners as a result of these assignment
mechanisms, both required and nonrequired:

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Assignment Mechanism Description

Campaign Indicates that a learning campaign assigned

the content to the learner.

Learning Mass Enroll Indicates that the assignment is as a result

of:

Learning administrator enrollment

using a Learning Mass Enroll mass
action on a custom search report.

Constrained access by role.

Learning facilitated enroll.

Manager Enroll Indicates that a manager enrolled the learner

as part of a team.

Retraining Indicates that Workday created the

assignment automatically. When a learner
completes an enrollment, Workday creates a
new assignment record that enables you to
manage retraining requirements effectively.
You can:

Track learners during the retraining

cycle.

Identify when Workday waives learner

assignments automatically or as a
result of a manual waive.

Plan retraining. Example: When a

large number of learners have
enrollments that expire around the
same time, and the retraining
includes instructor-led training, you
can identify and plan for additional
course offerings in advance.

Workday uses the Expiration Date on the

enrollment to populate the Due Date on the
next assignment record.

A daily background job recalculates due

dates on retraining assignment records
based on your course Expiry Period settings.

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Assignment Mechanism Description

Workday creates an assignment record for

retraining requirements when you add
Expiry Period settings to a learning course
using these tasks:

Edit Course

Reset Expiration Date on Enrollments

If learners have enrollments for a course,

Workday associates the assignment records
with the enrollments.

Workday updates the

Due Date on retraining assignment records
when:

You change the expiration date for

the enrollment using the Reset
Expiration Date on Enrollments task.

The Put Learning Enrollment web

service operation updates the
expiration date for the enrollment.

Workday returns the learning content to the

Required for You worklet on the Learning
dashboard when the learner needs to retake
the content.

Learning Assignment Statuses

An assignment record can have 1 of these statuses:

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Status Description

Open The learner needs to take action on this

assignment.

Completed The learner has successfully completed the

associated content to satisfy the assignment
record. When a learner completes an
assignment, Workday updates the
Assignment Record Completion Moment
field on the record.

When you assign content to a learner that

has equivalent content, if the learner
completes the equivalent course or courses
and gains an equivalency, this satisfies the
requirements of the assignment. We then
update the status of the assignment record
and any equivalent assignment record to
Completed.

Automatically Waived The Enable dynamic removal and resend

option is set on the Exclusion Rule prompt
for a learning campaign, and the learner no
longer meets the audience criteria. Workday
removes the learner from the audience
dynamically.

There's no need for the learner to complete

the assignment, so Workday:

Waives the assignment automatically

and updates the Assignment
Cancellation Date field on the record.

Removes required learning content

from the Required for You worklet on
the Learning dashboard.

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Status Description

Manually waived A learning administrator manually waived the

learner from the assignment using the Waive
Learning Assignment task because there's
no need for the learner to complete the
assignment, so Workday:

Updates the Assignment

Cancellation Date field on the record.

Removes required learning content

from the Required for You worklet on
the Learning dashboard.

Related Information

Reference
2020R1 What's New Post: Learning Assignments

1.3.11 | Concept: Waitlists for Learning Course Offerings

If you enter a Waitlist Capacity value and select the Enable Auto-Enrollment from the Waitlist check
box on these tasks for a blended course, Workday automatically enrolls learners from the waitlist
when space in a course offering becomes available:

Create Course
Edit Course
Edit Course Offering
Schedule Course Offering

Workday also secures waitlists to the context of primary instructors so that they can view and
manage waitlists for the course offerings that they deliver.

Workday provides these reports and tasks to enable you to view and manage waitlists:

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Reports and Tasks Description

Manage Waitlists You can access this report in global search

or select the Manage Waitlisting menu on
the Learning Admin dashboard. Learning
instructors can access this report on the
Instructor Dashboard. This report displays 2
sections:

Waitlists Requiring Action: Lists

course offerings that aren’t
configured with the Enable Auto-
Enrollment from the Waitlist option,
but have learners on a waitlist and
enrollment capacity.

All Other Waitlists: Lists course

offerings with an active waitlist, but
no enrollment capacity.

You can drill into an offering to view and

manage its waitlist.

Manage Waitlist Enables you to enroll learners manually on a

course offering from its waitlist. To access
this task, click Manage beside the offering
on the Manage Waitlists report.

You can also access this task from the

View Course report. Select either:

More > Manage Waitlist.

On the Administrative tab, as a

related action on the Course Offering,
select Course > Manage Waitlist.

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Reports and Tasks Description

View Waitlist Displays all learners on the waitlist for a

course offering. You can access this report
from the View Course report by either:

Selecting More > View Waitlist.

On the Administrative tab, as a

related action on the Course Offering,
selecting Course > View Waitlist.

Enrollment Types That Relate to Waitlists

The Enrollment Type report field on the Learning Enrollment Event business object provides status
values for learning course enrollments from the Registration Record Status business object. We
display these status values when you access these reports:

Course: On the Enrollments tab in the Enrollment Status column of the Enrollments grid
when viewing enrollments for course offerings.
View Blended Course: On the Schedule tab in the Enrollment Status column of the History
grid.

We also display these values to learners on the Schedule tab of the View Course report. The
Enrollment Status column of the History grid displays the enrollment type after learners try to
waitlist on a course.

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Enrollment Type Description

Waitlisted Displays when a learner tries to enroll in a

course offering that’s full and joins a waitlist.

Waitlist - Closed Displays when a course offering closes while

the learner is on a waitlist for the offering.
Learners can’t enroll even if there are seats
available.

Workday records a drop date for the offering

for each learner on the waitlist so that they
can enroll in another offering.

Waitlisted - Pending Approval Displays when a learner tries to join a waitlist

for a course offering that’s full and requires
approval.

Workday displays this status until the

approval step completes. The status then
moves to Waitlisted if the offering is still
open.

If a seat becomes available, once approved

and Enable Auto-Enrollment from the
Waitlist is set for the course or course
offering, Workday automatically enrolls the
next learner from the waitlist.

If the approval remains pending and another

learner joins the waitlist, Workday enrolls
that learner on the course before the learner
with the pending approval.

When the approval step completes, and

Enable Auto-Enrollment from the Waitlist is
set for the course or course offering,
Workday automatically enrolls the learner
and the status moves to
Enrolled if:

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Enrollment Type Description

The Maximum Enrollment Capacity

for the course offering increases.

Seats become available due to

learners dropping their enrollments,
or mass drop enrollments by learning
administrators or users with
constrained access.

1.3.12 | Reference: Learning Records and Report Data Sources

Record Types
Workday provides several types of learning records to enable you to track and report on learning:

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Learning Record Type Description

Enrollment Workday creates this record type for learners

when:

They enroll themselves in learning

content.

Their manager enrolls them.

You enroll them using administrator

mass-enroll or constrained mass-
enroll by role.

Equivalent Workday creates this record type for learners

for each equivalent course when they
complete a course that's equivalent to 1 or
more courses.

Historical Tracking For historical tracking purposes, you can

create a shell of a course for noncatalog
content using the Put Learning Imported
Content web service. You can't search for or
edit this content, but Workday displays
associated records on the learner's
transcript.

Workday creates this record type for learners

when you use the Put Learning Imported
Record web service to import large volumes
of historical records for noncatalog content.

You can only view historical records on the

Learning tab of a worker's Career page.

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Learning Record Type Description

Learning Assignment Workday creates assignment records when

learners are assigned content, both required
and nonrequired learning. The record
provides detailed information about the
learning assignment, indicating whether it
was created:

Automatically for retraining purposes

based on the expiration date on an
enrollment.

By manager or mass-enroll.

By a learning campaign.

Learning Engagement Workday creates learning engagement

records for learners when you create learning
campaigns to promote content or assign
required learning.

Learning The learning record details for a learner.

Workday records:

Media tracking for learning course

content items and stand-alone
lessons.

Enrollments for course content items

in learning programs and tracking for
stand-alone lessons.

Learning Enrollment Pricing Record Workday creates this record type when
learners enroll into a pricing enabled course.

Tracking for Lesson Workday creates this record type when

learners start or complete a stand-alone
lesson.

Learning Report Data Sources

Learning includes these report data sources (RDSs):

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RDS Description

Learning Assignments by Learning A combined and indexed RDS that enables

Organization you to manage your learning compliance
from a single place. It provides constrained
Security: These domains in the Learning access to learning assignments for workers
Core functional area: and extended enterprise learners in a
specific:

Person Data: Learning

Affiliation
Reports: Learning Record
Location hierarchy
Self Service: Learning
Supervisory organization

You can use this RDS in custom reports to

find out who has completed learning across
the organization, and the learning
assignment mechanism. You can only report
on learners who you have permission to
access. Because this data source combines
assignments with worker data, you can also
add worker information to the report.

Learning Assignment Records You can use this RDS in custom reports to
check:
Security: These domains in the Learning
Core functional area:
Who has completed specific learning
content.
Person Data: Learning
The status of a small number of
Reports: Learning Record learners.

Self Service: Learning

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RDS Description

Learning Content Provides access to internal learning content

data, including:
Security: These domains in the Learning
Core functional area:
Blended courses.

Learning Access Course offerings.

Manage: Learning Content Digital courses.

Manage: Learning Course Enrollments Programs.

Set Up: Learning Catalog Stand-alone lessons.

Learning Enrollments Provides access to learning enrollment data.

Workday uses contextual security to
Security: These domains in the Learning determine if a user has permission to access
Core functional area: the instances in an RDS. There are 3 groups
of users within your organization who need
contextual access to enrollment data:
Person Data: Learning

Reports: Learning Record Learners need to view their own

enrollments.
Self Service: Learning
Managers need to view their own
enrollments and the enrollments of
their direct reports.

Learning administrators need to view

all enrollments.

Also provides constrained access to learning

enrollments for workers and extended
enterprise learners in a specific:

Affiliation.

Location hierarchy.

Supervisory organization.

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RDS Description

Workday uses these domains in the Learning

Core functional area to secure the RDS and
ensure that users have contextual access to
the data:

Self Service: Learning for learners.

Person Data: Learning for managers.

Reports: Learning Record and

Manage: Learning Course Enrollments
for learning administrators.

Learning administrators have unconstrained

access to the data, unlike learners and
managers who have contextual access,
based on their role in a supervisory
organization.

Workday-delivered reports that use this RDS

include:

Learner Engagement

Learning by Length of Service

My Team's Learning

Learning Equivalency Record Enables you to track who has achieved

equivalencies and which courses they
Security: These domains in the Learning completed to achieve the equivalency.
Core functional area:

Learning Access

Manage: Learning Content

Set Up: Learning Catalog

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RDS Description

Learning Interests Enables you to track expressions of interest

in blended courses for learners. Example: To
Security: These domains in the Learning enable learners to identify when you've
Core functional area: scheduled courses they expressed interest
in, you can create a custom report that
includes the Matching Offerings Scheduled
Person Data: Learning
report field.

Reports: Learning Record

Self Service: Learning

Learning Record Enables you to track combined data on:

Security: These domains in the Learning

Equivalencies.
Core functional area:

Historical tracking imported content.

Person Data: Learning
Learning enrollments.
Reports: Learning Record
Media tracking.
Self Service: Learning

Workday displays this data on the learner's

transcript.

Indexed Learning Campaign Records Provides access to campaign items sent to

workers, enabling you to track who has been
Security: Reports: Learning Campaign
assigned campaign items and their due
Records in the Learning Core functional area.
dates.

1.3.13 | Reference: Workday-Delivered Reports for Learning

These Workday-delivered reports provide insight into the value and effectiveness of learning.

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Report Description

Courses and Lessons Created (Last 12 Monitors the rate at which users who have
Months) access to Learning in your organization
create learning content. The report displays
Security: Set Up: Learning Catalog domain in
the creation rate for 3 data sets:
the Learning Core functional area.

Blended course offerings by learning

administrators.

Digital courses by learning

administrators.

Stand-alone lessons by all learners.

Expression of Interest in Learning Courses Helps you identify learner demand in

courses.
Security: These domains in the Learning
Core functional area:

Manage: Learning Content

Set Up: Learning Catalog

Learning by Length of Service Analyzes learning engagement across the

organization by worker length of service. Use
Security: Reports: Learning Enrollment
this report to identify whether there are
domain in the Learning Core functional area.
sections of the worker population who aren't
engaging with learning and investigate why.

Learning Campaign Displays a summary of learning campaigns

for the last 12 months.
Security: Administer Campaigns domain in
the Learning Core and System functional
area.

Learning Content by Rating Helps you identify the learning courses and
stand-alone lessons that are performing
Security: Set Up: Learning Catalog domain in
poorly as well as the highest performing
the Learning Core functional area.
content in your tenant.

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Report Description

Learner Engagement Evaluate learner engagement in terms of

learning enrollments and completions, so
Security: Reports: Learning Record domain in
you can start to examine why some learners
the Learning Core functional area.
are engaging more than others.

The report displays learner engagement data

for the last complete month only.

Manage Learning Prerequisite Rules Helps you to identify and manage all
prerequisite rules for learning content in your
Security: These domains in the Learning tenant.
Core functional area:

Manage: Learning Content

Set Up: Learning Catalog

My Course Offerings Displays information for all course offerings

that relate to a user's role as an assessor or
Security: These domains in the Learning instructor, including:
Core functional area:

Course name
Manage: On the Job Training
Dates
Self-Service: Learning Instructor
Enrolled learners

Location

Trainers

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Report Description

My Team's Learning Displays a summary of learning progress for

all direct reports and pre-hires, including:
Security: Person Data: Learning domain in the
Learning Core functional area.
Attendance status

Completion status

Enrolled content

You can configure the report to display on

the My Team Management dashboard.

View Cancel Enrollment Reason Categories Displays reasons for canceled enrollments in
learning course offerings.
Security: Set Up: Learning Catalog domain in
the Learning Core functional area. Use the Maintain Cancel Enrollment Reason
Categories task to create and maintain the
reason categories that display in this report.

Related Information

Reference
The Next Level: Peer Learning
The Next Level: Learning Transformed

1.3.14 | Example: Create a Custom Report for Learning Assignment Completions

This example illustrates how to create a custom report for learning assignment completions,
enabling you to manage learning compliance from a single place.

Scenario

You want to report on all learning assignments for a specific organization within the company.

Steps

1. Access the Create Custom Report task.

As you complete the task, consider:

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Option Description

Report Name Enter All Assignment Records.

Report Type Select Advanced.

Data Source Select Learning Assignments by Learning

Organization.

2. On the Edit Custom Report task, as you complete the Columns tab, add these rows:

Business Object Field

Learning Assignments by Learning Worker

Organization

Learning Assignments by Learning Learning Content

Organization

Learning Assignments by Learning Assignment Mechanism

Organization

Learning Assignments by Learning Assigned Date

Organization

Learning Assignments by Learning Assigned By

Organization

Learning Assignments by Learning Assignment Status

Organization

Learning Assignments by Learning Required

Organization

Learning Assignments by Learning Due Date

Organization

Learning Assignments by Learning Assignment Record Completion Moment

Organization

Learning Assignments by Learning Assignment Cancellation Date

Organization

Learning Record Record Expiration Date

Learning Assignments by Learning Job Profile

Organization

Learning Assignments by Learning Job Title

Organization

Learning Assignments by Learning Worker's Manager(s)

Organization

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3. On the Sort tab, add these rows:

Field Sort Direction

Worker Alphabetical - Ascending

Learning Content Alphabetical - Ascending

4. To save the report, click OK.

Next Steps

Run the custom report to check on the assignment status of learners in a specific supervisory
organization.

Related Information

Reference
2020R1 What's New Post: Learning Assignments

1.3.15 | Example: Define Custom Email Notifications for Learning Enrollments

Scenario

This example illustrates how to define an email notification to the initiator of a learning enrollment.
The notification uses report field values on the Learning Enrollment Event business object. Your
company wants Workday to send an email to the initiator of a learning enrollment once the
enrollment is complete.

Steps

1. Select Business Process > Add Notification from the related actions menu of the Enroll in
Course (Default Definition) business process.
2. Click OK.
3. Configure these values:

Field Value

Trigger on Status Completed

Recipient(s) Initiator of Enrollment

Email Option Default

4. In the Message Content section, compose the Subject. Workday automatically adds spacing
after each Text and External field value.

Add rows for these items in this order:

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Field Value

Text Your request to attend

External Field Course Name

Text has been approved!

5. Compose the Body.

Add rows for these items in this order:

Field Value

Text Hi

Field Initiator of Enrollment

Text ,

Your request to attend

Field Course Name

Text in

Field Locations

Text with

Field Instructors

Text has been approved! The cost of the

course is:

Field Course Cost

Text Looking forward to seeing you at training.

Warm regards

The GMS Learning team

6. Click OK.
7. Click Done.

Result

To check the format of the email notification before Workday sends it, click Preview.

1.3.16 | Example: Define an Approval Condition Rule for Learning Enrollments

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Scenario

This example illustrates how to define an entry condition rule for an approval step on the Enroll in
Course business process. The rule uses report field values on the Learning Enrollment Event
business object. Your company wants to enable learners to enroll in a course offering without
approval from their managers when the location of the offering is the Dublin office.

Steps

1. Select Business Process > Edit Definition from the related actions menu of the Enroll in
Course (Default Definition) business process.
2. Click OK.
3. In the Business Process Steps grid, add a step with these values and click OK:

Order Type Group

b Approval Manager

4. In the Step column of the Approval step row, select Business Process > Create Condition
Rule from the related actions menu.
5. Enter a Description for the condition rule.
6. In the Rule Conditions grid, add 2 rules with these values and click OK:

Source
External Field
or Condition Relational Comparison Comparison
And/Or Rule Operator Type Value

And Locations none in the Value Dublin

selection list specified in
this filter

And Course Type any in the Value Course

selection list specified in Offering
this filter

7. Click Rule Usage.

8. Click Enroll in Course (Default Definition) step b - Approval.
9. Click Enroll in Course (Default Definition).
10. In the Step column of the Approval step, select Business Process > Maintain Step
Conditions from the related actions menu.
11. Click OK.
12. In the Entry Conditions grid, add a new row.
13. From the Rule prompt, select Condition Rules for Business Process Condition and select
the condition rule that you just defined.
14. Click OK.
15. Click Done.

1.3.17 | Troubleshooting: Learning Notifications

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Workday sends emails to learners who enroll in a program, not when they enroll in individual
courses.

Cause: Your configuration sends notifications for enrollment in a program, even when a learner
enrolls in an individual course of that program.

Solution: Create a condition rule to include notifications when a learner enrolls in all course types.

Security: Set Up: Learning Catalog domain in the Learning Core functional area.

1. Select Business Process > Create Condition Rule from the related actions menu of the
Enroll in Content (Default Definition) business process.
2. In the Rule Conditions grid, name your condition rule and add these values:

Source
External Field
or Condition Relational Comparison Comparison
And/Or Rule Operator Type Value

And Course Type any in the Value Blended

selection list specified in Course,
this filter Course
Offering,
Digital
Course,
Imported
Content,
Lesson

3. Select Business Process > Add Notification from the related actions menu of the Enroll in
Content (Default Definition) business process.
4. Configure these values:

Field Value

Trigger on Status Completed

Recipient(s) Learner

Email Option Default

5. In the Message Content section, compose the Subject. Workday automatically adds spacing
after each Text and External field value.
6. Compose the Body.
7. Add the condition rule to the notification.

Related Information

Concepts
Setup Considerations: Learning Enrollments

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1.4 | Extended Enterprise Learning

1.4.1 | Setup Considerations: Extended Enterprise Learning

You can use this topic to help make decisions when planning your configuration and use of
extended enterprise learning. It explains:

Why to set it up.

How it fits into the rest of Workday.
Downstream impacts and cross-product interactions.
Security requirements and business process configurations.
Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is
With Extended Enterprise Learning, you can create Workday accounts for users outside of your
company who need to access learning content in the same areas as your employees. Examples:
vendors, partners, agents, or customers. It enables extended enterprise learners to access your
learning catalog and take courses or lessons with internal or external learning instructors. Extended
Enterprise Learning is a separate product from Workday Learning that requires a separate
subscription.

Business Benefits
With Extended Enterprise Learning you can:

Leverage the subject matter expertise of people outside your organization by creating
external learning instructors (this functionality is available without an extended enterprise
subscription).
Provide knowledge sharing, compliance training, and certifications to nonemployees who do
business with you, without exposing any other Workday product functionality or data.
Strategically price learning content according to contracts with your third-party affiliates.
Review the setup considerations for pricing enablement for details.
Use the same reporting, learning management system, and content that you use for internal
workers for your extended workforce.

Use Cases
Examples of external learners from industries that typically have use cases for extended enterprise
learning include:

Gig economy workers who provide services for you but aren't your employees.
Manufacturing subcontractors who need to complete safety and compliance training.
Seasonal workers in retail.
Traveling nurses in healthcare who need to learn hospital-specific policies.

Questions to Consider

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Questions Considerations

What is the difference between an extended A CCW works with your organization directly.
enterprise learner and a contract contingent They typically receive some kind of benefit
worker (CCW)? from you, such as Onboarding, benefits,
payroll, performance reviews, or time
tracking. While extended enterprise learners
can only access learning features, CCWs
typically require additional capabilities from
Workday in order to perform as participants
of your workforce.

Who are the personas available for extended

enterprise learning?

Extended enterprise learners can

consume learning content. They’re a
persona you can activate on an
existing external learning user
account.

External learning instructors teach

courses or lessons. They’re a
persona you can activate on an
existing external learning user
account.

Affiliation managers can be workers

or external learners who you assign
to manage an organization of
external learners.

Extended enterprise administrators

are responsible for creating and
maintaining extended enterprise
learner accounts. They can be
workers or external learning users.

Whereas administrators have unconstrained

access to administer learning to your
extended workforce, affiliation managers are
a role-based constrained group with access
to their organization only.

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Questions Considerations

Can external learning users have multiple There can be multiple personas on the same
personas? external learning user account. The external
learning user is the unified system account.

Example: An external learning user could be

both an external learning instructor and an
extended enterprise learner.

How can you restrict the learning content You can create learning topics and topic
that extended enterprise learners can view? security segments to restrict content.

How can you track additional information You can create custom fields on the
about extended enterprise learners for Extended Enterprise Learner and Extended
compliance or reporting reasons, when Enterprise Affiliation business objects.
Workday doesn’t provide a delivered field?
You can't edit custom objects as part of the
Manage Extended Enterprise Learner
business process workflow. You can edit
custom fields:

Through the user interface using the

related actions menu on an extended
enterprise learner or an affiliation.

Through web services using the

Workday REST API.

What sign-in options are available for External learning users can sign in to
external learning users? Workday on mobile or desktop.

If your workers use Single Sign-On, but you

want external learning users to use a
Workday username and password, you can
configure an authentication selector.

You can also configure multifactor

authentication for external learning users for
more secure access.

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Questions Considerations

Can extended enterprise learners receive You can create campaigns for extended
campaigns? enterprise learners using the Extended
Enterprise Campaign campaign type. This
campaign is different from the Learning
Campaign type used for workers. Workday
doesn't support sending surveys to extended
enterprise learners through the campaigns
framework.

How do you manage affiliations? You can use the related actions menu on an
affiliation to:

Inactivate affiliations that you aren't

currently using.

Delete affiliations you've never used.

Inactivate beginning with subordinate

affiliations at the bottom of the hierarchy,
working towards the top. To reactivate
affiliations, begin at the top of the hierarchy
and work towards the bottom.

Can an extended enterprise learner modify To enable an extended enterprise learner to

certifications on other extended enterprise modify certifications for other extended
learners' profiles? enterprise learners, make them the affiliation
manager for the intended extended
enterprise learners' affiliation. To enable an
extended enterprise learner to modify
certifications for all extended enterprise
learners, make them the affiliation manager
for all of your existing affiliations.

They must also have constrained access to

the Person Data: Certifications domain and
the Manage Certifications business process
in the Worker Profile and Skills functional
area.

Note: When you give an extended enterprise

learner unconstrained access to the Manage
Certifications business process, they can
view and modify certifications on worker
profiles.

Recommendations

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No impact.

Requirements
Set up Workday Learning.

Limitations
Workday doesn't support:

Learner self-registration. External learning users can’t create their own account as a self-
service option.
Merging person records for external learning users using the duplicate management
framework.
Separate email template configuration for new external learning users and worker accounts.
You can edit the contents of the email templates, but Workday sends the same email to both
person types.
Constrained access to the Manage Certifications business process for external learning
instructors who are also administrators.

Tenant Setup
Workday provides an Enable Self-Service Time Zone Management for Extended Enterprise check
box on the Edit Tenant Setup - HCM task. Consider this option if you want learners to set their own
time zone for course enrollment expiration rules.

Security
In the Learning Core functional area:

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Domain Considerations

Learning Access Grants extended enterprise learners access

to search for and view learning content.

Manage: Extended Enterprise Secures tasks and reports for extended

enterprise administration, including
managing affiliations, job profiles, and
dashboard access.

Manage: Extended Enterprise Affiliation Enables affiliation managers to view

Learners extended enterprise learners in their
affiliation.

Manage: Extended Enterprise Learner Type Secures access to maintain extended

enterprise learner types. Only administrators
with access to this domain can configure
tenanted learner types. Anyone with view
access on the Manage: Extended Enterprise
domain can view the learner type you assign
to an extended enterprise learner.

Manage: Learning Content Provides access to administrative tasks and

reports to manage learning content,
including the Create Extended Enterprise
Learner Group Rule task for course
expiration rules.

Reports: Extended Enterprise Affiliation Gives affiliation managers the ability to view
Learners and search for learners using the Find
Extended Enterprise Learners report.

Reports: Extended Enterprise Usage Metrics Secures reports that you can use to track the
number of active extended enterprise
learners in your tenant. You can use this
information to measure your product usage
over time.

Self-Service: Extended Enterprise Learning Grants self-service capabilities for extended

enterprise learners to view their own
information.

Self Service: Learning Grants learning self-service capabilities such

as viewing learning enrollment and transcript
details.

View External Learning User Provides access to the View External

Learning User report.

Outside of the Learning Core functional area:

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Domain Considerations

Self-Service: Personal Photo in the Personal Extended enterprise learners can view but
Data functional area. can’t change their own photo.

Self-Service: Activity Stream in the System

You can't tag extended enterprise learners in
functional area.
activity stream comments. With modify
access, they can view your organization
structure and active workers when tagging
other users.

Self-Service: Certifications in the Worker External learning users can view their own
Profile and Skills functional area. certifications.

Person Data: Certifications in the Worker Administrators can view certifications for
Profile and Skills functional area. extended enterprise learners and external
learning instructors.

Business Processes
In the Learning Core functional area:

Business Processes Considerations

Manage External Learning User Enables you to create external learning user
accounts.

Affiliation managers must have

unconstrained access to this business
process to create extended enterprise
learners.

Manage Extended Enterprise Learner Enables you to create and edit extended
enterprise learners.

Manage External Learning Instructor Enables you to create and edit external
learning instructors.

Enroll in Content, Drop Learning Enrollment, Modify so extended enterprise learners,

and Mass Enroll external learning instructors, and affiliation
managers can enroll and approve
enrollments.

To enable extended enterprise learners, external learning instructors, and administrators to open
certification attachments, they must have View Completed Events permissions on the Manage
Certifications business process in the Worker Profile and Skills functional area.

Reporting

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Report or Dashboard Considerations

Extended Enterprise Admin Configure this dashboard for extended

enterprise administrators to manage
extended enterprise learners and affiliations.

Learning Update this dashboard so extended

enterprise learners can easily access
announcements and learning content.

Usage Reports Run these reports to monitor how many

extended enterprise learners are in your
tenant:

Daily Maximum Count of Active

Extended Enterprise Learners

Monthly Maximum Count of Active

Extended Enterprise Learners

Yearly Maximum Count of Active

Extended Enterprise Learners

View External Learning User Run this report to view an external learning
user's profile.

You can create custom reports with these report data sources:

Extended Enterprise Learners

Extended Enterprise Affiliation
Campaign Item Record for Extended Enterprise Learners
Learning Enrollments

To display first and last names in separate columns on custom reports, use report fields on the
Global Person Names business object instead of the Extended Enterprise Learner business object.

Integrations
When you use the Manage Extended Enterprise Learner and Manage External Learning Instructor
web services, you can optionally disable the username and password notifications Workday sends
to learners and instructors upon account creation.

Connections and Touchpoints

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships
in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Related Information

Concepts

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Concept: Extended Enterprise Learning

Setup Considerations: Learning
Setup Considerations: Pricing Enablement
Tasks
Steps: Set Up Certifications
Reference
2021R2 What’s New Post: Unified System Account for External Learning Personas
2021R1 What's New Post: Inactivate and Delete Extended Enterprise Affiliations

1.4.2 | Steps: Set Up Extended Enterprise Learning

Prerequisites

Review setup considerations for extended enterprise learning.

Set up Workday Learning.

Context

You can set up Extended Enterprise Learning to enable users outside of your organization to access
learning content in your tenant.

Steps

1. Configure security for external learning users and administrators.

See Steps: Set Up Access for Extended Enterprise Learning.
2. Create affiliations to assign to extended enterprise learners.
See Steps: Set Up Extended Enterprise Affiliations.
3. (Optional) Create Email Templates.
Edit the contents of these email templates:
Workday New Account Password
Workday New User Name Notification
4. Access the Maintain Extended Enterprise Learner Type task.
Create learner types that are relevant to your organization, such as Customer or Partner.
Security: Manage: Extended Enterprise Learner Type domain in the Learning Core functional
area.
5. Create External Learning Users.
The external learning user is the unified system account for all extended enterprise users.
6. (Optional) Create Extended Enterprise Learners.
Activate the extended enterprise learner persona on external learning user accounts.
7. (Optional) Activate the external learning instructor persona on external learning user
accounts in your tenant.
See Steps: Set Up External Learning Instructors.
8. Set up dashboards for extended enterprise administrators and learners.
Configure the Extended Enterprise Admin dashboard. You can also configure the worklets
on the Learning dashboard to include the All Extended Enterprise Learners security group.
See Steps: Set Up Dashboards and Landing Pages.
9. (Optional) Copy Reports.
To enroll learners in courses quickly, create a custom report from the Find Extended
Enterprise Learners report and add a mass enroll action. On the Advanced tab, add a row to

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the Mass Actions grid and select Learning Mass Enroll (Extended Enterprise) from the
Workday Supplied Mass Actions prompt.

Next Steps

(Optional) Create learning campaigns to recommend content to extended enterprise learners.

Related Information

Tasks
Steps: Set Up and Launch Learning Campaigns
Reference
The Next Level: Train the World with Workday Extended Enterprise for Learning

1.4.3 | Steps: Set Up Access for Extended Enterprise Learning

Context

You can create security groups within your organization to determine who can:

Access learning content.

Create and manage extended enterprise learners.

Steps

1. Access the Domain Security Policies for Functional Area report.

Select Domain Security Policy > Enable from the related actions menu on the security policy
for these domains in the Learning Core functional area:
Manage: Extended Enterprise
Self-Service: Extended Enterprise Learning
Security: These domains in the System functional area:
Security Activation
Security Configuration
2. Create User-Based Security Groups.
Create user-based security groups for managing external learning users.
3. Edit Domain Security Policies.
Configure access for the:
All Extended Enterprise Learners security group on the Learning Access domain in
the Learning Core functional area.
User-based security groups that you created on the Manage: Extended Enterprise
domain in the Learning Core functional area.
Configure access for the Extended Enterprise Learner as Self security group on these
domains:
Personal Data: Personal Photo and Self-Service: Personal Photo in the Personal Data
functional area.
Self-Service: Activity Stream in the System functional area.
Self-Service: Extended Enterprise Learning and Self Service: Learning in the Learning
Core functional area.
Note: Extended enterprise learners with Modify permissions on the Self-Service: Activity
Stream domain can view your organization structure and active workers when tagging other
users.

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4. Edit Business Process Security Policies.

Assign extended enterprise security groups to perform actions on these business processes
in the Learning Core functional area:
Drop Learning Enrollment
Enroll in Course
Manage Lesson
5. Activate Pending Security Policy Changes.
6. (Optional) Configure segmented security to restrict access to learning content for extended
enterprise learners.
See Steps: Restrict Access to Learning Content.
7. (Optional) Set Up Authentication Selectors.
When you use Single Sign-On (SSO), you can configure an authentication selector that
enables external learning users to bypass SSO and sign in with a username and password.
8. (Optional) Set up multifactor authentication.
As you configure the authentication policy, select:
All External Learning Users from the Security Group prompt on the Authentication
Ruleset grid.
One Time Passcode - Email from the Multi-factor Authentication prompt on the
same row.
See Steps: Set Up Multifactor Authentication Using Emailed One-Time Passcode.

Next Steps

Configure security for extended enterprise affiliation roles.

1.4.4 | Steps: Set Up Extended Enterprise Affiliations

Context

With extended enterprise affiliations, you can:

Assign users to roles that manage and report on specific affiliations.

Establish hierarchies within affiliations.
Group extended enterprise learners.

Steps

1. Create Locations.
Create locations for extended enterprise affiliation usage.
2. Access the Create Extended Enterprise Affiliation task.
As you create affiliations, specify their locations and hierarchical relationships with each
other.
Security: Manage: Extended Enterprise domain in the Learning Core functional area.
3. Access the Domain Security Policies for Functional Area report.
Select Domain Security Policy > Enable from the related actions menu on the security policy
for these domains in the Learning Core functional area:
Manage: Extended Enterprise Affiliation Learners
Reports: Extended Enterprise Affiliation Learners
Security: These domains in the System functional area:
Security Activation
Security Configuration

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4. Set Up Assignable Roles.

Create a role and enable it for extended enterprise affiliations.
5. Create Role-Based Security Groups.
Create a constrained role-based security group for the role that you created.
6. Edit Domain Security Policies.
Grant View and Modify permissions to the role-based security group for these domains:
Manage: Extended Enterprise Affiliation Learners. Enables users to create, edit, and
view extended enterprise learners within their assigned affiliations.
Reports: Extended Enterprise Affiliation Learners
Enables users to view extended enterprise learners that belong in their assigned affiliations.
7. (Optional) Edit Business Process Security Policies.
To enable users to enroll their affiliations in learning courses, grant the role-based security
group permission on the Mass Enroll initiating action.
8. From the related actions menu of an extended enterprise affiliation, select Roles > Assign
Roles.
Assign roles to affiliations.

Next Steps

Create external learning users.

1.4.5 | Create External Learning Users

Prerequisites

Security: Configure the Manage External Learning User business process and security policy in the
Learning Core functional area.

Context

You can create external learning user accounts for users outside of your company. You can activate
different personas on external learning user accounts, such as extended enterprise learners or
external learning instructors.

Steps

1. Access the Create External Learning User task.

2. As you complete the task, consider:

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Option Description

Email Address Enter an email address for the external

learning user. Workday sends sign-in
credentials to this address.

This field can't match the email address

of another external learning user,
including proposed addresses for in-
progress Manage External Learning User
business process events.

Preferred Time Zone Select the time zone for Workday to use
when processing course enrollment
expiration rules for the external learning
user. Workday uses Pacific Standard
Time when you don't specify a time zone.

To enable users to select their own time

zone, select the Enable Self-Service
Time Zone Management for Extended
Enterprise check box on the Edit Tenant
Setup - HCM task.

Preferred Locale and Preferred Display Select the locale and language for the
Language external learning user to ensure that their
interactions with Workday are in their
preferred language. Workday uses the
default tenant locale and language when
you don't specify these settings.

Result

Workday assigns the user to the External Learning User as Self and All External Learning Users
security groups.

Next Steps

You can activate external learning user accounts by adding different personas to them. Access
these tasks to add personas:

Create Extended Enterprise Learner (secured to the Manage Extended Enterprise Learner
business process)
Create External Learning Instructor (secured to the Manage External Learning Instructor
business process)

Related Information

Concepts
Concept: Extended Enterprise Learning
Tasks

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Steps: Set Up External Learning Instructors

Reference
2021R2 What’s New Post: Unified System Account for External Learning Personas
2021R2 What’s New Post: Preferred Language and Locale Settings for External Learning Users

1.4.6 | Create Extended Enterprise Learners

Prerequisites

Create external learning user accounts.

Configure the Manage Extended Enterprise Learner business process and security policy in
the Learning Core functional area.
Security: Configure these domains in the Learning Core functional area:
Manage: Extended Enterprise
Manage: Extended Enterprise Affiliation Learners

Context

You can create extended enterprise learners by activating the extended enterprise learner persona
for any external learning user. You can also assign extended enterprise learners to affiliations.
Depending on how you configure security, external administrators can also create extended
enterprise learners.

Steps

1. Access the Create Extended Enterprise Learner task.

2. As you complete the task, consider:

Option Description

Persona Status Select a status to activate or inactivate

the extended enterprise learner, or set an
expiration time and date to terminate all
active Workday sessions for this account
on all devices.

Extended Enterprise Affiliation Select the affiliation that the extended

enterprise learner belongs to. The
extended enterprise learner inherits their
account location from their affiliation.

Override Extended Enterprise Affiliation Select this check box to assign a location
Location for the extended enterprise learner that is
different from the location of their
affiliation.

You must have View permissions on the

Locations: View domain to use this check
box.

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Result

Workday assigns the learner to the All Extended Enterprise Learners and Extended Enterprise
Learner as Self security groups. Workday also appends the E value to the end of their name.

Next Steps

Click Certifications to add certifications to an extended enterprise learner's profile. The

Certifications button is secured to the Person Data: Certifications and Self Service: Certifications
domains.

Use the Find Extended Enterprise Learners report to create campaign audiences.

Related Information

Tasks
Steps: Set Up Certifications
Reference
2021R2 What’s New Post: Certifications for External Learning Users

1.4.7 | Concept: Extended Enterprise Learning

With Extended Enterprise Learning, you can create Workday accounts for users outside of your
company. It enables extended enterprise learners to access your learning catalog and take courses
or lessons with internal or external learning instructors. Extended enterprise learners can consume
learning content based on training, compliance and knowledge sharing needs.

Extended Enterprise Learners

This table lists some differences in the learning experience and availability of features for extended
enterprise learners:

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Feature Extended Enterprise Learners

Activity Stream Can't be tagged in comments. They can:

Comment on courses.

View comments from workers or

other extended enterprise learners.

Competencies Can't earn competencies, but they can filter

search results by competency when
browsing for learning content.

Course Calendar Can view the Learner Schedule Calendar

when they have access to the Self Service:
Learning domain.

Course Contacts Can view contact information when they

click a contact person or instructor on a
course or course offering. Extended
enterprise learners can't view worker profiles.

Custom Organizations Can't be in custom organizations.

Learning Transcripts Can access from the My Transcript report on

the Learning dashboard.

My Team's Peer Learning Content Aren't included in the report.

Opportunity Graph Can't view.

Photo Can't change their own photo.

Unique ID Don't have Employee IDs.

Tracking
You can use these report fields on the Learning Content Subscription business object to report on
the dates through which extended enterprise learners should have access to learning content:

Inactive
Learning Content Subscriber
Learning Content Subscription Record
Learning Topic
Subscription Expiration Date

You can monitor account usage with these reports (secured to the Reports: Extended Enterprise
Usage Metrics domain):

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Daily Maximum Count of Active Extended Enterprise Learners

Monthly Maximum Count of Active Extended Enterprise Learners
Yearly Maximum Count of Active Extended Enterprise Learners

When you retroactively enter an account expiration date for an extended enterprise learner, the
reports reflect the account as inactive as of the day you enter the expiration date, rather than on the
past date.

Related Information

Reference
The Next Level: Peer Learning

1.4.8 | Example: Assign Multiple Personas to External Learning Users

This example illustrates how to activate multiple personas on a single external learning user
account. Having multiple personas enables 1 person to hold different roles in your organization at
the same time, while maintaining 1 Workday account and 1 set of sign-in credentials.

Scenario

You're a learning administrator at Global Modern Services (GMS), a company that manufactures
electric vehicles. You want to give Erin Park, a subcontractor, access to compliance training. Erin is
also a subject matter expert on the batteries GMS uses in their new line of electric vehicles. You'd
like her to teach a course on battery installation. The course is 8 months long.

A few months later, Erin completes her compliance training and no longer needs access to learning
content. However, she continues teaching the battery installation course for the full 8 months.

You need to:

Create an external learning user account for Erin.

Activate the extended enterprise learner persona on her account.
Activate the external learning instructor persona on her account and set an expiration date
of 8 months from now.
Inactivate the extended enterprise learner persona on Erin's account when she completes
her compliance training.

Prerequisites

Set up Extended Enterprise Learning.

Set up access for Extended Enterprise Learning.
Set up affiliations for Extended Enterprise Learning.
Security: Configure the Manage: Extended Enterprise domain and these business processes
and security policies in the Learning Core functional area:
Manage External Learning User
Manage Extended Enterprise Learner
Manage External Learning Instructor

Steps

1. Access the Create External Learning User task.

2. Enter these values in the Account Information section:

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Field Enter

User Name erinpark

Email Address [email protected]

3. Enter these values in the Personal Information section:

Field Enter

Country Canada

First Name Erin

Last Name Park

Preferred Time Zone GMT-05:00 Eastern Time (Toronto)

Preferred Locale English (Canada) - en_CA

Preferred Display Language English

4. Click Submit.
5. Access the Create Extended Enterprise Learner task.
6. Select Erin Park on the External Learning User prompt.
7. Click OK.
8. Set the Persona Status to Active.
9. Select an affiliation on the Extended Enterprise Affiliation prompt.
10. Click Submit to send Erin the Workday New Account Password and Workday New User Name
Notification emails.
11. Access the Create External Learning Instructor task.
12. Select Erin Park on the External Learning User prompt.
13. Click OK.
14. In the Persona Status section, set an expiration date for 8 months from now.
15. Click Submit.
Note: Workday doesn’t email Erin any additional sign-in credentials. She can use her existing
credentials to sign in as the external learning instructor and extended enterprise learner.
16. Once Erin has completed her compliance training, access the Edit Extended Enterprise
Learner task.
17. Select Erin Park on the Extended Enterprise Learner prompt.
18. Click OK.
19. Change the Persona Status to Inactive.
20. Click Submit.

Result

Erin's external learning user account no longer has an active extended enterprise learner persona.
Her external learning instructor persona remains active until the expiration date and time arrive.
When that persona expires, Workday disables her external learning user account. The disabled
account continues to exist in Workday. You can enable it again by activating a persona on the
account.

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Example: If Erin needs more training in the future, you can activate the extended enterprise learner
persona to enable the external learning user account.

Related Information

Tasks
Steps: Set Up External Learning Instructors
Reference
2021R2 What’s New Post: Unified System Account for External Learning Personas

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