Role Assignment

HCM

Deanna Bernstein
Training
09/21/2020
Purpose:
To assist the manager in requesting Position Based Security Role assignments in Workday.
NOTE: You can only perform these duties while logged into the Trinity Network. You will not
be able to request Position Based Security Role assignments outside of the Trinity firewall.

Guidelines for use:

This guide should be used by as a reference on how to request the assignment of Position
Based Security Roles to colleagues

Security Group Types in Workday:

Role Based Security Roles (Managed by Centers of Expertise (COEs)) are requested by
following the assign roles task in Workday – (see attached for a complete list of Role Based
Security Roles along with definitions of each, and the COEs that are responsible of
administering each role)
• HR Partner
• Compensation Partner
• Benefits Partner
• License and Certification Partner
• Recruiter
• Union Representative
• Etc.
User-Based Security Roles (Managed by Central Security Team) are requested by
submitting a Privileged Access SAR
• View Org for Reporting
• HR Admin
• Compensation Admin
• Security Partner COE
• Etc.

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Add/Remove Roles from Colleague in Workday:

From the Worker record in Workday:

1. Navigate to Actions > Security Profile > Assign Roles – Add/Remove

2. From the parameters page:

a. Leave Effective Date as today
b. Leave the defaulted information in the Worker field as is
c. Leave the Copy Role Assignments From field empty
d. Leave the Remove All Roles for Assignee Field unchecked
e. Click OK

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3. To remove roles:
a. check the box in the Remove column next to the role/s that you want to
remove
b. click on Submit to send the transaction to the appropriate COE/s for review
and approval OR if needed, follow the steps to add roles before submitting for
approval

4. To add roles:
a. click the plus sign at the top and that will open a blank line
b. in the Role Enabled For field, you will enter the HR Company Hierarchy
(RHM, MSA, etc.) or Union you want the worker to have access to. To do this:
use the HR Company aid and find the Ref ID of the HR Company Hierarchy
you want to assign. Copy that Ref ID and paste it into the Role Enabled field
(For Unions you can just copy the name and get to it, if there is a Short Code
use that instead as they can be a bit particular on when they will populate)
c. In the Role field: Select the Workday Role Based Security Role you would like
to assign to the worker
d. Repeat for any additional roles you would like to add to the worker

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e. click on Submit to send the transaction to the appropriate COE/s for review
and approval OR if needed, follow the steps to remove roles before submitting
for approval

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For the Supervisory Org Partner you will need to assign at the Trinity top supervisory
organization. The easiest way to get that in the *Role Enabled for is to type in Michael
Slubowski and hit enter and wait until the choices fill in. Pick Trinity Health (Slubowski,
Michael A. (3000760)) the *Role is Supervisory Org Partner and submit for approval.

Copying Role assignments from 1 Position to

another in Workday:

Purpose:
You can also Copy Role Assignments from one position to another position on your team.
You can use this if you have a position that you know has all the exact roles needed by your
worker. This also can be used if you know that a worker will be vacating a position or is
terminating and a new worker will need the same role assignments. (this is good for
recruiters that have a high number of reqs assigned to them)

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1. From the Parameters Page:
a. Leave Effective Date as today
b. Leave the defaulted information in the Worker field as is
c. In the Copy Role Assignments From field: Enter the name of the worker
from whom you would like to copy the current role assignments
i. If you know the position number of the worker from whom you would
like to copy the roles, you can enter it here instead of the worker’s name
ii. If the worker has already vacated the position, the roles have already
been removed been removed and you will not be able to use that
worker or the positions to copy roles to the new worker
d. Leave the Remove All Roles for Assignee Field unchecked
e. Click OK

2. The top section of the next screen shows you what roles both positions have in
common. You can check the remove if there are some that are not needed on the

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position that you are copying to.

a. The bottom section shows you what will be copied from the other position. You
can also uncheck the box in the Copy column if you wish not to have some
copied over.
b. Once you have completed these sections click Submit

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 If you receive an error message, delete any empty lines that may appear and you
should be able to resubmit without error
These roles will be routed to the appropriate COE (Center of Expertise) for
approval.

Removing all Workday Roles for a Worker/Position:

Purpose:
You can also Remove All Roles for Assignee if they are moving to another role but taking
the position with them and will not need roles.

1. From the Parameters Page:

a. Leave Effective Date as today
b. Leave the defaulted information in the Worker field as is
c. Leave the Copy Role Assignments From field empty
d. Check the Remove All Roles for Assignee Field

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 2. You can then pick which roles to remove or if all need to be just submit your changes.

a. This will then be routed for approved and removed.

Check status of Add/Remove Roles from Colleague

in Workday:
You have the ability to check where in the process that your request is and see who has
tasks outstanding to complete before the colleague’s roles will be added/removed. If you
are submitting a request for multiple roles that require approval from different COEs, each
COE will be required to complete their tasks before ALL roles will be added/removed.

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1. In the search bar of Workday type in Business Process Transactions - Assign Roles.
This will bring you to the report.

1. Type in the name or employee id of who initiated the transaction (Most likely this will
be you). To narrow results type in the dates between when it was initiated. Then click
OK to submit the request for the report.

2. From there you can see who has awaiting tasks and can contact them to request
completion.

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3. Once the assign roles is complete you will get a notification in Workday (an email if
you have opted in to receive email notification). From the notification you can click on
the link and see the details of the transaction.
4.

5.

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6. You can click on the Process tab to view if any have been canceled or removed.

7. You can run the Business Process Transactions - Assign Roles at any time to see
where in the process the transaction is and what roles have been approved or
canceled.
8. Another Option would be to go back to your inbox and also click on your archive to
see the transaction. The more transactions the harder it may to find what you are
looking for, but this is another option that is available to where the transaction is in
the process.

9. The process tab will tell you who has approved, canceled, or is still awaiting actions:

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