Workday Document Management is a robust feature designed to simplify the storage, organization, and sharing of employee and business documents within the Workday platform. With features like role-based access, automated workflows, and real-time updates, Workday Document Management helps organizations streamline administrative tasks and maintain compliance with regulatory requirements.

This article discusses the key benefits, key features, and best practices for utilizing Workday Document Management effectively, highlighting how it helps companies streamline document workflows and improve overall data management.

Key Takeaways

  • Workday’s Document Management solution simplifies the management of employee documents through automated workflows and seamless integration within the Workday platform, enhancing compliance and efficiency.
  • Key features of Workday Docs, such as automated document generation, robust version control, and easy access to documents, significantly improve HR processes and ensure data integrity.
  • The enhanced security measures, including role-based permissions, robust encryption tools, and integration capabilities with third-party systems, make Workday a comprehensive solution for efficient and secure document management.

Understanding Workday Document Management

Employee document management can often be a daunting task. Organizations often face challenges with documents scattered across multiple locations, governance and compliance difficulties, and high costs associated with third-party systems. These fragmented document processes can hinder an organization’s ability to manage documents, drive growth, and measure profitability.

Workday addresses these challenges head-on with its comprehensive employee document management solution. This solution integrates seamlessly within the Workday platform, offering automated workflows that streamline document management processes. These workflows not only ensure compliance but also significantly reduce manual administrative tasks.

With this solution, employees can also access self-service tools and simplified workflows to improve document management and streamline core business processes. Workday delivers on these expectations, making document management more intuitive and efficient.

Key Features of the Workday Docs Platform

Ensuring compliance and security with Workday Drive.

The Workday Docs landscape offers a robust set of features designed to optimize end-to-end document management processes. From automated document generation to stringent version control and easy access, Workday Docs caters to the diverse needs of organizations across different regions.

The following sections will dive deeper into key features, highlighting how they contribute to efficient document management and enhance the overall employee experience within the Workday platform.

Document Generation

Automated capabilities in the Workday Docs platform allow organizations to reduce the time spent manually creating documents. Automated document generation minimizes the chances of human error and enhances efficiency by integrating questionnaire data directly into documents.

Core automation tools speed up the creation process and ensure the documents are accurate and compliant with organizational and regulatory standards. The automated generation of documents streamlines HR processes, allowing teams to focus on more strategic tasks rather than getting bogged down by manual entry.

This is particularly beneficial in the creation of core HR documents and document templates, reducing the administrative burden and ensuring all generated documents meet the required standards.

Version Control

Maintaining previous versions of documents is crucial for ensuring compliance and safeguarding data integrity. Workday Docs provides robust version control features for maintaining a clear audit trail of document modifications, which is essential for compliance purposes.

Workday’s version control features make it easier to track document changes, allowing organizations to revert to previous versions as needed and ensuring only the most accurate and up-to-date information is used. This safeguards data integrity and limits document edits to authorized users, further enhancing overall system and document security.

Additionally, version control is particularly beneficial for organizations operating across different countries, as it helps maintain consistency and compliance with regional regulations.

Easy Access

In today’s mobile-first world, having easy access to documents is paramount. Workday provides streamlined access to essential documents for both employees and HR teams, ensuring users can retrieve necessary files quickly and efficiently.

All signed documents are automatically stored in the employee’s profile, making it easier for users to access them whenever needed. This straightforward access to HR documents saves time and ensures that employees and HR teams can focus on more strategic initiatives.

Enhancing the Employee Experience

The Workday Docs platform allows HR teams to execute document management tasks directly within the Workday platform, ensuring a seamless user experience across organizational units. By centralizing document storage, Workday Docs helps users keep all documents organized and readily accessible.

Workflow automation within Workday’s document management system (DMS) helps keep employees informed about deadlines and task completions, ensuring smooth business processes. This minimizes distractions and allows employees to focus more on their core tasks rather than getting bogged down by manual document handling.

Advanced search and retrieval features allow employees to locate required documents using keywords and metadata, saving valuable time and improving document integrity. This capability is particularly beneficial for HR teams, who often need to access critical documents in short turnaround times.

Integrating Third-Party Systems

Seamless integration with third-party systems is another significant advantage of using Workday for document management. Workday provides over 600 prebuilt integrations for immediate use, ensuring that businesses can connect their existing systems effortlessly and guarantee seamless interoperability.

The integration framework supports both simple data exports and complex transformations, making it versatile enough to meet various business needs. Additionally, the Workday Integration Cloud handles over 69 million monthly integration runs, maintaining a 99.7% SLA availability across the landscape.

Workday’s integration capabilities are protected by a comprehensive security model, allowing for secure connections to third-party systems without extra costs or middleware. This ensures organizations can maintain high security standards while benefiting from efficient document management.

Ensuring Compliance and Security with Workday Drive

Workday Drive enhances security by implementing role-based permissions and multifactor authentication features to protect sensitive data. By leveraging techniques like data masking and scrambling to maintain data integrity and confidentiality, Workday protects sensitive information from unauthorized access.

Encryption with AES-256 and TLS ensures customer data is protected in transit and at rest within Workday systems. Additionally, Workday employs rigorous security measures involving people, processes, and technology to protect user data throughout the end-to-end document lifecycle.

Qualified eSignatures available through Workday Drive enhance the validity of electronic transactions, ensuring they meet legal compliance standards. This not only streamlines the document signing process but also integrates seamlessly with popular solutions like DocuSign.

Leveraging Document Tags for Better Organization

Document tags can significantly improve document organization within Workday. Up to 20 tags can be added to each document, supporting detailed categorization. This tagging system facilitates accurate categorization and quick access to documents, making it easier for users to find what they need.

By leveraging document tags, users can drive more precise search and report generation based on categorized documents. This capability is particularly beneficial for HR teams who need to generate reports and retrieve documents efficiently.

Benefits of Workday for Document Management

Benefits of using Workday for document management.

One of the primary advantages is the streamlined HR document lifecycle, which improves management accuracy and efficiency. The Workday Docs solution provides a centralized repository for document storage, further enhancing accessibility and organization across the document lifecycle.

Implementing an electronic document management system (EDM) like Workday Docs can cut operational efficiency costs tied to lost or misfiled documents. Additionally, efficient EDM platforms automatically support compliance with various regional laws and simplify governance.

Digital document management systems help reclaim physical space by reducing reliance on paper storage. This not only saves costs but also contributes to a more sustainable business environment.

Get Started with Workday Experts

Whether you need help outlining plans to implement new Workday applications in your existing technical landscape, additional support navigating complex integrations between systems, or an extra hand streamlining critical document management processes, Surety Systems is here to help.

Our senior-level Workday consultants have the knowledge, skills, and experience to handle your critical project needs and ensure your internal teams are prepared for long-term innovation and growth.

Contact Us

For more information about our Workday consulting services or to get started on a project with our team of expert consultants, contact us today.

Frequently Asked Questions

What is EDM in Workday?

EDM in Workday refers to a system that allows users to create, manage, store, and access employee documents directly within the Workday platform. It streamlines the end-to-end document lifecycle, increasing efficiency and reducing management costs.

What common issues does Workday Document Management solve?

Workday Document Management effectively resolves the challenges of storing documents in multiple locations, governance and compliance issues, and high costs linked to third-party systems. This leads to streamlined document handling and enhanced organizational efficiency.

How does automated document generation enhance efficiency?

Automated document generation significantly enhances efficiency by reducing the time spent on manual entry and minimizing human errors. It allows for the streamlined integration of questionnaire data into documents, further improving data integrity and process efficiency.

Why is version control important in document management?

Version control is crucial in document management, ensuring compliance, safeguarding data integrity, and maintaining a clear audit trail of document modifications. This practice enhances accountability and streamlines collaboration among team members.