This document walks through the basic functionality required to effectively manage all your HR-related data and processes in Workday, the University of Chicago’s unified Human Resources information system.
Please note that the information provided in this article is based on the version of Workday available at the time of publication and may change in the future due to ongoing updates and enhancements.
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· Chang Preferences in Workday
· Standard Screen Icons in Workday
· The Workday application requires a computer and access to the internet.
· You must have a CNetID and Password to access Workday.
· If you need a CNetID, view the CNetID Overview Knowledge Base Article to create your CNetID and Password.
· To enable Two Factor Authentication (2FA) for enhanced security, select here.
· Chrome, Firefox, Microsoft Edge, Safari, Opera, and the BlackBerry Browser all update automatically, and Workday runs best on the latest version. For Internet Explorer, users should make sure that they are using IE 11. Earlier versions are not supported.
This section reviews the Workday homepage, explaining each element you encounter after logging in. Watch the Review of Homepage in Workday video for a visual walkthrough of your homepage.
1. Log into Workday using your CNetID and password.
2. You will be directed to the University Multifactor Authentication page and may need to authenticate yourself by entering a code using Duo Security before being logged into Workday.
3. Along the top of the homepage is the Application Header, which remains visible regardless of what application, task, or action you are taking in Workday. Within the Application Header there is:
a. Menu in the top-left corner, as represented by three horizontal lines. This menu includes a list of Applications (located under the Menu tab) and Shortcuts.
i. To close the menu, select the X in the top-right corner.
b. Home icon, represented by the UChicago logo. Select this icon at any time to navigate back to the Homepage.
c. Search Bar in the middle, which is used to locate people, reports, tasks, and much more within Workday.
d. Workday Assistant on the right, as represented by a speech bubble. This is a digital assistant chatbot designed to help conversationally complete tasks and retrieve information within Workday.
e. Notifications, as represented by a bell icon, include important reminders, including but not limited to, Time Off approvals, Benefit Changes, and Document or Report availability.
f. My Tasks, as represented by a tray icon, contains all Tasks and To Do’s that require your action.
g. Profile, as represented by a person icon, allows you to view your profile, your account, your favorites, My Reports, to Sign Out of Workday, and more.
i. Within your Workday Profile you can view information and your selected options as they pertain to Benefits elections, compensation data, payslips, personal information, and much more.
4. Under the Application Header is an Awaiting Your Action section, which shows a preview of My Tasks.
a. Select the three dots in the top-right corner of the section to Show or Hide a preview of My Tasks.
5. To the right of the Awaiting Your Action section is the Announcements section. Within Announcements you will find campus-wide reminders and notices that should be frequently reviewed.
6. Under the Awaiting Your Action section is the Timely Suggestions section. Timely Suggestions include, but are not limited to, things like a New Payslip notice, reminders about Upcoming Absences, Time Clock Statuses such as Checked In or Checked Out, and more.
7. To the right of the Timely Suggestions section is the Quick Tasks section. This section provides you quick access to tasks or actions that you most frequently use in Workday.
8. Below Quick Tasks is the Your Top Apps section. Your Top Apps includes access to your most frequently used applications.
a. At the bottom of Your Top Apps is an option to View All Apps. Select this to pull up the Menu containing applications and shortcuts that is found within the Application Header.
This section explains how to access Applications and Shortcuts in Workday, including instructions for personalizing your Menu and an overview of general user applications. Watch the Applications and Shortcuts in Workday video for a visual walkthrough of the Menu or review the Applications, Shortcuts, and Reports in Workday Knowledge Base Article.
1. Log into Workday using your CNetID and password.
2. You will be directed to the University Multifactor Authentication page and may need to authenticate yourself by entering a code using Duo Security before being logged into Workday.
3. Select Menu in the top-left corner of the Homepage or select the View All Apps prompt within the section labeled Your Top Apps, also on the homepage.
4. The Menu has two tabs along the top.
a. The Menu tab lists your Applications which provide quick access to data that is frequently referenced and provide access to tasks common for a specific functional area. Applications are organized into categories that can be expanded/collapsed as needed.
b. The Shortcuts tab allows you to save and retrieve reports, tasks, business processes, and external links.
i. A maximum of 10 Shortcuts can display in your Menu at once.
c. Your security role determines the applications and shortcuts available to you. If your security access does not allow for you to see a specific application or shortcut, it will not be viewable in the corresponding list.
i. For example, a Time Approver has access to the Team Time Off application and an HR Partner has access to the HR Partner Hub but individuals that do not hold these security roles do not have access to these applications.
d. To re-order Applications or Shortcuts, select the Edit button at the bottom of the tab and then drag and drop the items into the order of preference. The order of categories cannot be changed, but Applications within each category can be rearranged.
e. To remove an Application or Shortcut from your Menu, select the Edit button and select the minus sign to the right of the item that needs to be deleted.
i. Required applications cannot be removed.
5. General user Applications include:
a. My Performance: Located under the Personal category. Contains two tabs of information related to your personal performance at UChicago. The Goal Setting Phase tab contains your Performance Inbox, your Fiscal Year Goals and Milestones, and a list of applicable Resources and Reports. The Mid-Year Calibration & Year-End Reviews tab displays your Performance Inbox again, displays your Performance Reviews, and includes a different list of applicable Reports and Resources.
i. Used during goal setting, as well as mid-year and year-end Performance Review evaluation periods.
ii. Only available if your unit completes performance evaluations within Workday.
b. Lab Tuition Remission: Located under the More category. While visible for all users, this application should be used specifically by eligible University-affiliated families with dependent children currently enrolled in Lab School at UChicago.
i. In this application submit a request for tuition remission, view your current and previous tuition remissions requests, and access several supplementary resources as they relate to the Lab School and tuition remission.
c. Time: Located under the Personal category. Contains weekly timesheets and the web clock; only available to a worker that tracks their time using either a timesheet or the web clock. Salary paid workers will not see this application. There are three sections within this Application:
i. Enter Time – Add time into a respective week’s timesheet by selecting This Week, Last Week, or Select Week. You can also request time off directly from this column.
ii. View – See your personal Time Approver or Approvers, HR Partner or Partners, and your Manager. You can view your schedule and your time clock history.
iii. Time Clock – Includes the web clock where you can Check In or Check Out of your shift.
d. Time Off: Located under the Personal category. Request paid time off and view current time off balances. There are three sections within this application:
i. Request – Request time off or request a Leave of Absence (LOA).
ii. View – See the caps for each type of time off, a list of all your time off requests from the past and the future, your current time off balances, and more.
iii. Available Balances as of Today – displays your current time off balances as of today. Does not include future time off requests.
e. Career: Located under the Organization category. View your Applications and apply to internal positions available through UChicago. Includes a navigation pane on the left-hand side consisting of the following tabs:
i. Overview –Default landing page upon accessing the App. Consists of two sections:
1. Recently Added Jobs – This area displays 9 cards with the latest posted positions. Select the View Job button at the bottom of a card to open the View Posting Job Details screen and review the job description in full.
2. Recent Applications – This section displays cards for any draft or active applications. To continue filling out a form or view a submitted application, use the Continue Application and View Application buttons located at the bottom of each card, respectively. To access both active and inactive applications, select the View All Applications button.
ii. Find UChicago Jobs – Provides a list of all posted positions within UChicago. To find a position, there are two search options available:
1. Search by Keywords: Enter the search criteria in the search bar and select Search.
2. Search by Filters: Utilize the filters (Job Category, Job Family, Job Profile, Organization, Primary Location, Time Type, and/or Worker Type) on the left-hand side to choose the desired criteria. The results will update automatically based on the selected filters.
iii. My Applications – Displays all Active (draft and submitted) and Inactive applications. Each table shows various application details, including Last Edited Date or Submitted Date, Job Title, Job Requisition, Application Status, and more. Use the horizontal scroll bar to access the last column of each table. This column, titled Manage Application, allows employees to take actions related to their applications:
1. For draft applications, options include Continue Application or Delete Application.
2. For submitted active applications, options include View Application and Withdraw Application.
3. For inactive applications, the only available action is View Application.
iv. Suggested Links – includes hyperlinks to several resources and tasks, such as:
1. Accessibility Interaction Overview – Provides a detailed list of how Workday supports users of assistive technology.
2. Knowledgebase Article – Grants access to our extensive library of HR, Payroll, and Benefits support articles tailored to assist the community in completing tasks in Workday independently.
3. Applicant Inquiries – This form can be used to request assistance with application-related questions or to submit inquiries about a UChicago job posting.
4. Withdraw Application – Offers the ability to select and withdraw job applications.
f. Personal Information: Located under the Personal category. Includes functionality to change or view your personal information. There are two sections within this application:
i. Change – Update your Contact Information, Personal Information, Emergency Contacts, Legal Name, and Preferred Name.
ii. View – See your Support Team, access your Workday Profile by selecting About Me, and view other information such as Addresses, Email Addresses, Address Changes, Name, Phone Numbers, and Worker Documents.
g. Benefits and Pay: Located under the Personal category. Single location for you to review and maintain your benefits, compensation, and payroll information!
i. Contains a list of Tasks and Reports in the top-middle of the page where you can view Withholding Elections, Payment Elections, Change Benefits, and view My Tax Documents.
ii. Below Tasks and Reports is the Overview section that showcases your Most Recent Pay, Current Benefit Costs, Annual Total Rewards Package, and Bonus & One-Time Payments.
iii. Navigation pane on the left-hand side includes:
1. Overview tab – Default view of application, includes Tasks & Reports and Overview sections.
2. Benefits tab – View and modify Benefit Elections, Benefits by Date, Dependents, Beneficiaries, and ACA Forms.
3. Pay tab – View Payments and Tax documents & elections.
4. Compensation tab – View your Total Rewards Package.
5. Suggested Links – Access external links such as TIAA, Blue Cross Blue Shield, and the Benefits Guidebook.
h. Onboarding: Located under the Personal category. Contains a tracker of onboarding tasks that have been Completed versus onboarding tasks that are Ready and awaiting action.
i. Specifically used when you are initially hired.
i. Learning: Located under the Personal category. Includes a list of all training courses or programs that have been added to Workday and this is where you find, sign up for, and access these training programs/courses. For more information, see the Navigating the Workday Learning Application Knowledge Base Article.
i. Side panel on the left-hand side includes:
1. Learning Home tab – Includes suggested and highlighted training courses and programs. Add Preferences to customize your learning pages by choosing multiple topics that interest you.
2. My Learning tab – Includes access to View Your Learning History, My Library, and Personalize Your Learning Preferences.
3. Discover tab – You can Explore the Learning Catalog, Browse Learning Topics, see which trainings are Popular in Your Role, view trainings Based on Your Interests, and access a list of Recently Added trainings.
4. Links tab – Provides quick access to various webpages and Workday tasks related to Learning.
This section provides a step-by-step walkthrough on using Workday's search functionality, covering both the Classic Workday Search and the New Workday Federated Search systems. Watch the Searching in Workday video for a visual walkthrough of search features.
1. Log into Workday using your CNetID and password.
2. You will be directed to the University Multifactor Authentication page and may need to authenticate yourself by entering a code using Duo Security before being logged into Workday.
3. The search bar is located at the top of your Workday homepage within the Application Header. You can use the search bar to find people, reports, tasks, and much more.
4. Initiate a search by selecting the search bar and typing in your query. As you type, a dropdown list of possible matches will generate. Choose the desired result or press the Enter key to view the full list of search results associated with your entered criteria and select the appropriate result from there.
a. When starting to type into the search bar, Workday will attempt to autocomplete the query based on the terms and phrases that have been used before.
b. Workday saves your recent search results and queries for convenience. The five most recent queries display, helping you access them faster.
c. You can delete these saved results by selecting Clear in the drop down appearing under the search bar when it is selected.
5. When running a comprehensive search by pressing the Enter key, results present differently based on the search system you are using, either Classic Workday Search or New Workday Federated Search.
a. Classic Workday Search displays category options on the left side of the screen. These options help narrow down your search results or view results from another category.
b. New Workday Federated Search displays results automatically divided into sections such as People, Actions, and Tasks and Reports. Each section represents a different category of search results. These categories can be seen on the left side of the screen, grouped into Saved Categories and More Categories. If results are found within a specific category, a number inside a blue shape appears next to it, indicating the total number of results in that category. Simplified Search is an additional option for New Workday Federated Search.
i. When Simplified Search is enabled, the list of categories typically displayed on the left-side will now display along the top of the page. Select an individual category button to narrow down your search. Select the All Categories button to view a list of all categories.
ii. When Simplified Search is disabled, categories will appear on the left-side of the screen.
6. To quickly refine a search using category options, choose the search bar to see a selection of buttons appearing beneath the bar, specifically under the line that reads I'm looking for… Here, choose between different categories like People, Tasks and Reports, and Learning. By selecting a specific category, searches are limited to that specific area.
7. Configuring searches varies between the two search systems.
a. Classic Workday Search presents an interface with less need for user configuration, as all categories appear on the left side of the screen, allowing users to directly choose the option they need to search for.
b. New Workday Federated Search allows you to reorder and prioritize categories.
i. When Simplified Search is disabled and a full search is run by pressing the Enter key after typing in a query, you will see the Configure Search button on the bottom left-side of the screen, next to the Settings icon, represented by a gear.
ii. When Simplified Search is enabled and a full search is run by pressing the Enter key after typing in a query, you will see an Edit Category Preferences option at the bottom of the All Categories drop-down menu.
iii. When you select the appropriate button, the Configure Your Search or Edit Category Preferences screen will appear. Here, there are two sections: Saved Categories and More Categories or Pinned Categories and Unpinned Categories. To reorder the categories within Saved Categories or Pinned Categories, select and hold on the option you want to move. Drag it to its new position and release it.
iv. To add one of the options from Saved Categories or Pinned Categories to More Categories or Unpinned Categories, or vice versa, the process is the same. Select and hold the desired category, drag it to the appropriate list, and release.
v. Once you are satisfied with the changes, select Save.
8. Search prefixes are collections of letters, followed by a colon (:), used to refine search results by restricting the search to a particular type of Workday object. Some examples are worker: (used to search for an employee or contingent worker), id: (used to search for a specific person or organization using a global identifier, for example: the Chicago ID), and jr: (used to search for a job requisition using the job posting title or job requisition ID).
a. To use a search prefix, type the prefix followed by the search criteria into the search bar. Although prefixes do generate a preview of search results below the search bar, keep in mind that this preview may not show all possible results. When using a search prefix, press the Enter key to execute a full search. This action will generate a comprehensive list of results related to the search criteria.
b. Using a search prefix ensures you only receive results directly related to the prefix and the search criteria you have entered, significantly reducing the need to sort through unrelated records.
c. To view a list of all available prefixes, enter a “?” into the search bar, and hit Enter or view the Workday Search Prefixes Knowledge Base Article.
9. In both the Classic Workday Search and New Workday Federated Search, Workday's search function includes all results with the entered characters appearing in the same sequence as typed. If a query is misspelled, you may not see the results you are looking for.
a. Both versions only display items that your security allows you to see. If a specific item is beyond your access permissions, it will not appear in the search results.
This section guides you through My Tasks, which helps organize business process Tasks, Approvals, & To Do’s while providing easy-to-use search capabilities. Watch the My Tasks in Workday video for a visual walkthrough of My Tasks.
1. Log into Workday using your CNetID and password.
2. You will be directed to the University Multifactor Authentication page and may need to authenticate yourself by entering a code using Duo Security before being logged into Workday.
3. Within the Application Header, select the tray icon in the top-right corner of your Workday homepage to access My Tasks.
4. My Tasks contains a navigation pane on the left-hand side of the page, a list of all tasks, approvals, and to do’s requiring your action in the middle of the page, and a full view of a selected item on the right-hand side of the page.
5. Navigation pane on the left-hand side can be expanded or collapsed by selecting the Collapse Navigation icon represented by an arrow pointing left or right of a vertical line. Collapsing this pane maximizes screen space. The navigation pane includes:
a. All Items tab – Displays any business process tasks, approvals, or To Do’s that await your action.
b. Saved Searches drop-down menu – Displays a list of your saved searches.
c. Filters drop-down menu – Expand to manage and apply default and saved filters.
i. Select Manage Filters to create and save unique filters for specific tasks, To Do’s, or even specific workers. Manage Filters also displays any filters previously created and saved. As new filters are created, they will appear within this drop-down menu.
ii. Default filters include filtering by Favorites, by Overdue items, and by items Delegated to Me.
d. Archive tab – Displays business process tasks that have been initiated and any tasks that have been completed from the last 90 days.
e. Bulk Approve tab – Allows you to approve multiple items all at once. Only applicable if you hold a Workday security role that approves tasks.
f. Manage Delegations tab – Allows you to select a delegate to manage your tasks in your absence. Most applicable to workers that hold a security role in Workday, such as HR Partner or Time Approver.
6. The middle section of My Tasks varies based on which tab is selected.
a. When the All Items tab is selected in the navigation pane, the middle section of My Tasks will display a list of all tasks, approvals, and to do’s requiring your action.
b. When the Archive tab is selected in the navigation pane, the middle section will display a list of business process tasks, approvals, and to do’s that have been initiated or completed within the last 90 days.
c. Regardless of viewing the All Items tab or viewing your Archive tab, at the top of the middle section is a Search feature using task titles.
i. After inputting search criteria, to save your search, select the Save button and name your search criteria for future use.
ii. Saving searches only works with active items in My Tasks; you cannot create a Saved Search in the Archive tab.
iii. To clear your search after saving a search, you must select the All Items tab.
iv. Otherwise, to clear your search and return to All Items, select the arrow pointing left next to Search Results OR choose the X located on the right-side of the Search field and select Enter.
d. Immediately below the Search field is a hyperlink to Advanced Search. Select this option to open an Advanced Search panel on the right-side of the page.
i. Within this panel you can add Parameters and Date Ranges to further narrow down your search.
1. Parameters includes an Assignment drop-down menu where you can search items that are Assigned Only to Me, Assigned to Multiple People, or Delegated to Me; a Type field that allows you to search for specific types of tasks/to do’s; and a Step field that allows you to search by specific steps that are included in an overall task.
2. Date Ranges includes a Date Type field that allows you to search by Created Date, Due Date, or Effective Date and includes Start and End date fields.
ii. You can complete an Advanced Search within the All Items and Archive tabs.
1. When applying an advanced search within the Archive tab, you will be unable to search by Assignment or by Step.
e. To the right of the Search field is a Display Options icon represented by two arrows pointing in opposite directions. Display Options is visible from both the All Items and Archive tabs and includes the following options:
i. Sort By – View items based on Newest on Top, Oldest on Top, and Due Soonest on Top.
ii. Display Density – Refers to how much of an item you can preview without opening the item in full.
1. A Simple Display Density previews only the title of the task.
2. A Detailed Display Density previews the title of the task, its Effective Date, and more.
iii. Date View – Choose between an Absolute or Relative Date View.
1. Absolute Date View displays the date in which a task was received in month, date, and year format.
2. Relative Date View displays the date by the number of days ago a task was received.
7. The right-hand section of My Tasks includes the full view of a selected item. Within each item is additional functionality.
a. Each item has an option to Enter Full Screen Mode by selecting the expand/collapse arrows located in the top-left corner. Select these arrows to expand or collapse the item.
i. When using full screen mode, there are up and down arrows in the top-right corner of the item. These arrows allow you to move from one item to the next, as if you are thumbing through a stack of papers.
b. The Settings icon, represented by a gear, is in the top-left corner of an item. It allows you to perform certain actions such as Cancel a Task, Delegate a Task, Reassign a Task, Skip This Task, or View Details about a task.
c. Depending on the item, you may also see a View Printable Version PDF icon and an Export to Excel icon that allow you to generate a printable version of your data or reports and allow you to download information into an Excel file, respectively.
d. Select the Star icon to favorite an item, which then provides easy access to the item in the future.
8. A few important reminders about My Tasks:
a. Refreshes automatically. As tasks or To Do’s are received and/or completed they will appear and disappear from My Tasks without any action from you.
b. Be careful with items that are To Do’s. To Do’s require you to take action elsewhere, outside of My Tasks. Take the appropriate action and then return to My Tasks to submit the To Do.
i. The business process at-hand will not move forward until the To Do has been submitted.
This section explores notifications in Workday, which are reminders or alerts that inform you about important updates and tasks related to your work. Watch the Notifications in Workday video for a visual walkthrough of notifications.
1. Log into Workday using your CNetID and password.
2. You will be directed to the University Multifactor Authentication page and may need to authenticate yourself by entering a code using Duo Security before being logged into Workday.
3. Within the Application Header, select the small bell icon in the top-right corner of your Workday homepage to access Notifications.
a. The number on this icon indicates how many new notifications you have.
4. A list of your most recent notifications (from the last 30 days) will appear on the left side of the screen. Select any notification to get more details about it.
5. To filter or sort notifications, use the dropdown menus located above the list of most recent notifications on the left-side of the screen.
a. To filter your notifications, look for the Viewing dropdown list and choose the type of notifications you want to view. Choose between viewing All notifications or only Unread notifications.
b. To sort your notifications, look for the Sort By dropdown list and choose between sorting by Newest on Top or Oldest on Top.
6. To the right of the dropdown menus discussed in step 5 is a button marked by a downward pointing arrow. Select this button to mark all your notifications as read or to refresh the list of your most recent notifications.
a. You can also mark an individual notification as read by selecting the small blue circle, which functions as a checkbox, located next to the notification.
This section demonstrates how to change your notification preferences in Workday, including modifications to email alerts, mobile push notifications, pop-up notifications, and search settings. Watch the Change Preferences in Workday video for a visual walkthrough of how to change preferences or review the Updating Notification Preferences in Workday Knowledge Base Article.
1. Log into Workday using your CNetID and password.
2. You will be directed to the University Multifactor Authentication page and may need to authenticate yourself by entering a code using Duo Security before being logged into Workday.
3. From the Homepage, select the person icon in the top-right corner of the page, choose My Account, and then select Change Preferences.
4. IMPORTANT: Changes to your email or mobile push notification preferences only affect how you receive notifications, not the generation of the notifications themselves. Notifications and their associated tasks (if applicable) will still be created and appear in your Notifications page and/or My Tasks.
5. For email preferences, the default notification setting in Workday is to send notifications to your @uchicago.edu email address. You cannot send Workday notifications to a different email address.
6. Under the Notification Delivery Preferences section (which is located under the header Channel), you will see three tabs on the left-side of the screen: Email, Mobile Push Notification, and Pop-up notification.
a. Select any of the tabs and under the section Channel is an extensive list of notification types. Use the Hamburger Menu (the icon with three dots and three dashes) to the right of each of the Frequency prompt boxes, to change the regularity of your notifications. There are three frequency options: Daily, Immediately, and Mute (which equals no notification).
i. The most common types of notifications will have a default frequency of Immediately, while all other notifications will show up as Mute.
1. The most common types of email notifications in Workday are Approvals, Custom Business Process Notifications, Tasks, and To-Dos (under the Business Processes section) and Scheduled Future Processes and Scheduled Report Completion (in the System section).
2. The most common types of mobile push notifications in Workday are Learning Campaigns and Learning Expiration Periods (under the Learning section). Once you have made your changes, select OK to save your preferences, and select Done to complete the process.
7. Under the Search Preferences section is a Workday Search Provider field where you can select between Classic Workday Search and New Workday Federated Search.
a. Classic Workday Search will also have the option to select a Preferred Search Category.
b. Recommend setting preferences to the New Workday Federated Search option because a federated search feature allows the system to search multiple sources at once, providing categorized results for quick and easy access to top hits. Additionally, it returns exact and partial matches based on the information entered in the search bar, auto corrects misspelled names while searching, allows users to change and/or set their preferred search categories, and provides the ability to configure the order of these categories.
c. Review the Searching in Workday section of this document for more information about the two search options.
This section covers the standard screen icons in Workday, explaining the most common icons you see while navigating and completing tasks within the system. Watch the Standard Screen Icons in Workday video for a visual walkthrough of standard screen icons or review the Workday Key Terms and Standard Screen Icons Knowledge Base Article.
1. Log into Workday using your CNetID and password.
2. You will be directed to the University Multifactor Authentication page and may need to authenticate yourself by entering a code using Duo Security before being logged into Workday.
3. Icons located on the Application Header on top of the homepage include:
a. Menu icon, represented by three horizontal lines, opens the Workday Applications and Shortcuts menu, where you can navigate to various modules, tasks, and reports within Workday.
b. Home icon, represented by the UChicago logo seen in the top-left corner of the screen, takes you back to the homepage from anywhere within Workday.
c. Search icon, represented by a magnifying glass in the search bar allows you to search for various modules, tasks, reports, or employee details. Input your query, hit Enter, and you will get the relevant results.
d. Workday Assistant icon, represented by a speech bubble, acts as a virtual assistant within the Workday platform. By selecting this icon, users can ask questions, request certain actions, and navigate through the software using text commands. The Workday Assistant can help users find data, complete tasks, or guide them through workflows in a more conversational and intuitive manner.
e. The bell icon represents Notifications. Workday sends real-time notifications about different activities, such as new assignments, approvals, or alerts. It keeps you updated about your pending tasks. If you have new notifications, you will see a number on this icon indicating how many new notifications you have.
f. The My Tasks icon is represented by a tray. Business process tasks, approvals, and To Do’s that require your action are routed to My Tasks. The number next to this icon indicates the count of unread items in My Tasks.
g. Profile icon, represented by a person, is where you can view and edit your personal information, set your preferences, or log out of the system.
4. Other important icons in Workday are:
a. The Related Actions icon is represented either by a small rectangle with three dots in the middle, or a button with the word Actions inside an oval. This icon offers additional actions related to a specific item and is used to initiate business processes in Workday.
b. More Options icon, represented by an arrow pointing down or right, opens a menu with additional actions or commands.
c. Favorite icon, represented by a star, allows you to mark an item as a favorite to facilitate sorting within My Tasks.
d. Export to Excel icon allows you to download your data in an Excel format, making it easier to analyze or share.
e. View Printable Version PDF icon lets you generate a printable version of your data or reports.
f. Settings icon, represented by a gear, is used to access configuration or additional options on a specific screen.
g. The Expand/Collapse arrows icon allows you to manage the visibility of certain sections in your screen. Selecting them expands or collapses the associated sections, optimizing your screen space.
h. The pencil icon represents the Enter Information command. Select this whenever you need to input or edit data in a specific field. You can reverse your edits using the Undo button, represented by a back arrow, or save them using the Save button, represented by a checkmark.
i. The Calendar icon helps you pick dates without manually typing them. Selecting this icon opens a monthly calendar view.
j. The plus icon signifies the Add function, which allows you to add new data, rows, or elements.
k. The minus icon, or the trash can icon, represents the Remove function, enabling you to delete certain data or elements.
l. Filter icon, represented by a funnel, helps you narrow down displayed data based on specific criteria.
m. Hamburger Menu icon is used to open a side menu or navigation drawer. It is indicated by three dots followed by three lines that look like a hamburger.
n. A Required Field, marked with a red asterisk, indicates that this information is necessary to complete a form or task.
o. Error Message alert is a red-colored message that provides a warning on issues that require attention and stop further processing.
p. Soft Warning alert is an orange-colored message that provides a warning on issues that require attention but does not stop further processing.
q. The Question Mark icon displays help text relevant to the field or task being completed.
This section provides an overview of resources related to Workday that are available to all users. Watch the Workday Resources video for a visual walkthrough of Workday resources.
· Supporting Knowledge Base Articles are within Service Now, which can be accessed through the UChicago Services portal. To access, go to services.uchicago.edu and select Services Portal. Next, select the Knowledge tab in the top-left corner of the page to access our extensive Library of Workday Knowledge Base Articles organized into quick access categories.
· Resources can be found all throughout Workday. As you navigate to different applications or complete different tasks and To Do’s, resource links are embedded to make your Workday experience easier.
· There are courses available in Workday Learning. Access the Learning application and select Discover to view the full list of course offerings.