“Change is the only constant” but it is often challenging to keep up with the change. Companies have to constantly adapt to the rapidly evolving business environment. Workday allows businesses to remain in line with such changes by allowing them to empower their workforce, implement effective decisions and drive rapid financial and human capital management decisions (HCM). Powered by AI, Workday comprises a connected system that supports different business processes.

Unlike other fragmented management technology, Workday allows an open, flexible, extensible and configurable software that enables your organisation to adapt as per necessity. With a system that delivers the latest technology and innovation quickly, you are prepared for any challenge, be it human resources or finance. The trend depicts the accelerating growth of Workday usage in the years ahead. Currently, more than 60 million individuals and over 9000 organisations are using Workday, worldwide, for HCM and finance.

An organisation requires optimisation in various aspects. One such essential business component is “documentation”. Customers have often asked us “what are the business processes supported by Workday Docs?” or “Can we include tables and columns?” Workday system continuously evolves based on the company’s requirements and customer feedback. Every Workday upgrade, which takes place bi-annually, introduces a wide range of recruitment and HCM functionalities and delimits the roadblocks of the organisation. In addition to this, Workday offers many recruitment modifications including features in the Workday Docs that enhance HCM.

Workday Docs with 2021R2

With the launch of Workday 2021R2, businesses have been able to leverage the advantageous features such as Workday Docs. This feature allows you to create a “Document Generation Template”, which further allows for the creation of business documents such as:

  • Offer Letters
  • Employee Agreements
  • Request Reference Letter
  • Wage Theft Prevention Notice
  • Termination Letter

The UI of Workday Docs provides the user with an immersive experience that allows high flexibility in terms of creating and editing documents. The functioning of Workday Docs is reflective of other “Document Generation Templates” such as Microsoft Word and Google Docs. However, Workday Docs goes the extra mile to provide the user with a new “document level editor” with which you can insert various tables, images and data fields. In addition, Workday Docs support the insertion of other types of content, manage condition rules, and create and edit headers and footers. All of these changes can be monitored and “previewed” to ensure that you are making the desired changes. The option to “preview” can be applied even during the “Review Document” step in a business process. As a result, the user is able to modify the formatting and other required changes.

Business docs supported by Workday Docs

Currently, Workday Docs is only available for Recruiting and HCM aspects and supports various business processes.

  • Offer Letters – Offer letters are extremely important for employees as it describes the job role, monetary aspects, benefits and other conditions of employment. Hence, it is crucial that offer letters are formed appropriately and accurately. Furthermore, an offer letter acts as a legal document that requires formation with the utmost scrutiny. However, generating such a significant document can take quite a bit of time. With Workday Docs, you are provided with a “Document Generation Template”, which is a template for an appropriate offer letter. Workday Docs allows you to create and edit the template for employee offer letters and initiate a positive employment relationship.
  • Employee Agreements – Employee agreement is another important business document that is necessary for positive and productive employment. Employee agreements are created with the purpose to ensure that both the employer and the employee are aware of the duties and responsibilities of the employee. Additionally, such contracts are formed to ensure that the organisation is prevented from litigation and lawsuits by the employee even after they have served their time in the company. Moreover, this document clarifies the working relationship between the employer and employee, thus preventing any future misunderstandings. Therefore, it is essential that employee agreements are formed with utmost care and accuracy. Workday Docs allows for such accuracy through its employee agreement templates. The system offers customisation by allowing you to edit the template as per your requirement.
  • Request Reference Letter – One of the most important documents for business processes is the reference or verification letter. The HR department is already swamped with work and drafting a reference/verification letter for the employee will add to their work pile. To your benefit, Workday Docs supports a “reference letter” which allows employees to obtain a verification letter. The setup is basic where employees can follow certain steps and obtain the “worker document”.

Steps:

  • Login into Workday
  • Search “Request reference letter” and press enter
  • Select the dropdown next to “Reference Letter” and expand “Employment Reference Letter”
  • Select “Employment Confirmation letter” and click “Submit”
  • Click on inbox once the document is ready
  • Click on the document and “tick” “I agree”
  • Click on submit and done
  • Go to the search bar and type in “worker document”

From here, you will be able to view and download the required document (verification letter). This will allow employees to self-service and free up your organisation’s departments from drafting these additional letters.

  • Wage Theft Prevention Notice – This document is an essential part of a business process where an employer is required to provide the employee with notice regarding their wage or compensation and ensure that the said wage is paid to them. Such legal documents require optimum handling and care while documentation and distribution. Workday Docs has enabled template generation for “wage theft prevention notice” such that the employer and the employee have the clarification regarding compensation. The templates on Workday Docs are completely editable and provide you with the option to customise them according to your requirements.
  • Management and review of probation period – The probation period is an essential time for the organisation as well as the recruit. During this time, the company gains a better understanding of the recruit and in turn, the recruit enhances his/her skills and learns about the organisational culture and policies. Based on the performance exhibited by the recruit during this period is assessed to determine whether the recruitment can be taken forward. Therefore, the management and review process during this period is crucial. Workday Docs allows recording and review of the probation period of a recruit, making it easier for the HR teams to assess and employ the right person for the job.
  • Add Additional Job – Many employees hold various positions and responsibilities in an organisation. However, at the time of recruitment, the employee is hired with a particular title that gets registered in the employee record (system). It is often time-consuming for the HR team to add the “additional job” without a proper system. With Workday Docs, such processes have become easier. The “Add Additional Job” aspect on Workday allows for the addition of other jobs by the hiring manager. Furthermore, the additional job can be removed through “End Additional Job” once the job is completed or the employee has left the organisation.
  • Termination Letter – A significant responsibility of the HR department is the timely termination of employees. The commencement of recruiting and onboarding is also dependent on the termination of the individual being currently employed. With a proper termination letter, an employee’s termination can be tracked and managed effectively. The termination can be included in reports for effective management. Furthermore, timely termination allows the IT department to remove system access on the date of termination and ensure that data is safeguarded. Workday Docs makes the termination process systematic and convenient for the HR department. With new and editable templates, a termination letter can be drafted and timely termination can be carried out.
  • Additional support – Workday Docs offers additional support for your different business processes that facilitates the management and documentation of important records. Below are the three additional supports offered by the Workday Docs that are a must for an organisation.
    • Insert data fields – Workday consists of a “Worksheet” which allows you to record and sort data. In addition to this, Workday has full-service integration where custom data fields can be inserted, wherever necessary.
    • Apply condition rules – Workday allows you to apply any condition rule, eligibility criteria or validation rule. For instance, you receive a business requirement where approval can be provided only by certain managers. You can easily apply that condition!
    • Tables/images/additional formatting – Much like other documentation systems, Workday Docs allows the user to insert tables and images to record, sort and review data with ease. Moreover, the user can format the document as per requirement. This entire document with the format can be edited and previewed.

Workday with 2022R2

With 2022R2, the number of HCM business processes that are supported by Workday Docs has been expanded.

In conclusion, Workday Docs support various business processes by enabling you to create “Document Generation templates”. It enables the creation/edits for offer letters and employee agreements, request reference letters with the insertion of data fields and application of condition rules. You can also include tables, images, additional formatting, built-in headers and footers and preview your work as you build.

Looking to implement Workday Docs in your organization? Contact us today to learn how we can help streamline your business processes and improve collaboration.