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Workday Delivered Worktag, Custom Worktag, or Custom Organization?



Have you ever wanted to set up a new worktag, been unsure where to start, and wanted to understand the options and which one would work best for your business case? We’ve all been there! Let’s discuss the options, and in which scenario you might want to use these.


Here are the options for worktags:

1) Delivered Worktags – Workday delivers these worktags; they are available by functional area, and are available for specific transactions. For example, for Supplier Accounts, Supplier is a delivered worktag, and is included on appropriate transactions like supplier invoices and adjustments.


2) Custom Worktags – You configure custom worktags, and specify their usage, which can be Financial, HR, Payroll and Time Tracking. There is a tenant-wide limit of 15 custom worktags, so use them judiciously



3) Custom Organizations – You configure custom organizations, and these can be used on people or financial transactions. Here are uses of a custom organization:

a. Assign worktags to workers for automatic routing on financial transactions

b. Assign security roles to worktags to use in business process routing and reporting

c. Create worktag hierarchies to use in navigation, logic for validations and in condition rules.



You can also configure Organization Subtypes if you need further breakdown. For example, if you have multiple hierarchies for a custom organization.


Here is a configuration example from the Workday GMS (Global Modern Services) demonstration tenant. The custom organization “Location Hierarchy” has two subtypes, “Geographic Division” and “Global Region.” When assigned to a worker, it helps him know which hierarchy he is in.



Here you can see the location hierarchies that the worker Teresa Serrano is in:


4) Basic Worktags – Use these when you need to record transactions for specific instances of data, and report on these, but don’t want or have their full configurations. An example is a project. Perhaps you would like to enter a project on certain transactions and report on them, but don’t have the Projects’ functional area deployed.



Summary

Use delivered worktags to facilitate transaction processing. These are already available, and require the least effort to configure and maintain.


Use custom worktags when there isn’t a delivered worktag to meet your needs. These require configuration, and are limited to 15 per tenant, so consider carefully before using these.


Use custom organizations when you need to assign security, need hierarchies, or want to assign to a worker.


Use basic worktags when you want to track and report on them, but don’t have full functionality.


Author: Kathy from Texas



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