Avoid Access Hiccups When Roles Change in Workday

Think positions, not people, for Workday Roles
Contributed by Crystal Tapia, Workday Security

This time of year brings a lot of movement across Grounds: promotions, retirements, and role changes are all part of the seasonal cycle. As these transitions occur, it’s important to keep in mind how Workday handles roles and access, and what actions you can take to make sure everything goes smoothly.

A Quick Reminder: Workday Roles Are Tied to Positions, Not People

When someone moves into a new position, even in the same department, their access doesn’t automatically follow them. That’s because Workday assigns roles to the position itself, not to the individual. This means that when you move positions, your access must be reassessed and reassigned.

What to Do Based on the Type of Role Change

1. When You’re Changing Areas or Managers

If your new role includes a move across departments (for example, from Engineering to Arts & Sciences), you’ll need to submit a System Access Request (SAR) on the first day of your new position. Since your area and responsibilities are changing, your previous manager can’t verify your new access needs.

2. When It’s a Promotion or Internal Move

If you’re staying in the same area, with the same manager, and your responsibilities are largely the same (say, a promotion from Analyst to Senior Analyst), an “Ask Finance” case can be submitted ahead of time. This helps ensure your access is uninterrupted when your new position begins. Just be sure to include:

  • The inbound and outbound positions

  • Manager’s confirmation

Planning ahead in these cases is highly encouraged, especially if you know your role is changing July 1.  Planning ahead means that we can get everything in motion during June.

Key Tips:

  • Access Requests (SARs): Must be submitted on the first day of the new position.

  • Ask Finance Salesforce Cases: Can be submitted ahead of time.

A Few More Considerations

  • Access can’t be granted to empty positions. We know it would be helpful, but current system limitations don’t allow it.

  • Training matters. Make sure the required training (like Procurement Shopper training) is complete before requesting access tied to those responsibilities.

Need to Check Someone’s Roles?

You’ve got options:

  • In UBI: Search by person to view assigned roles and organizations.

  • In Workday: Use the “Role” search in the tasks menu or explore available role reports. (Access may be limited based on your own role, but managers can view role info for their direct reports.)

For more information, check out the Workday Roles website and the Workday FIN Security Roles Quick Reference Guide (QRG). And as always, if you have questions or need help, don’t hesitate to reach out through Ask Finance.

Thanks for your partnership and for helping keep things running smoothly!