Getting Started with Workday - Logging in and Navigation

This article contains a link to a useful job aid that offers detailed, step-by-step instructions on how to access and navigate the Workday system.

Overview

This article contains step-by-step instructions on how to log in and navigate the Workday system. 

Details / Instructions

Getting Started with Workday - Logging In and Navigation Job Aid

Want to follow along with an instructor? See the video below.

Logging In

1. Visit the Workday login page via this link: urworkday.richmond.edu
2. Type in your NetID and Password. NOTE: If you don’t know your NetID or password, please visit the Help Desk, spidertechnet.richmond.edu
3. Click Login
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4. For the first time logging in, proceed to step 5 in the guide. If you already have DUO installed on your mobile device, proceed directly to step 6.
5. Complete the two-factor authentication process. For the first time logging in, you will need to activate DUO Multi Factor Authentication (MFA). NOTE: You can search Spider TechNet for DUO or contact the Help Desk if you need help with installing DUO MFA.
   1. Your first prompt to enroll in DUO is your NetID/password (e.g. jsmith + 16-digit password)
   2. Your second prompt is your URID/dob (mm/dd/yyyy) (e.g., 45743246 + 10/20/1975).
   3. You will be prompted to add a device (phone/tablet/hardware token)
   4. You will need to confirm/install the Duo App on your phone.
   5. You will be given a QR code on your laptop browser - use the Duo App to add an account and scan the QR code.
6. Select the Approve button
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Workday Navigation

This guide provides helpful ways to navigate Workday in these areas:

Home Page

The Workday home page allows you to quickly navigate the system, access information, and complete tasks. From the home page you can:

• Complete items Awaiting Your Action.
• Access Applications with links to the Top Applications you use most often.
• Search Workday to launch/initiate tasks and to find information.
• Access your Inbox.
• View Notifications.
• Stay up to date with Announcements.
• View your Worker Profile

Menu 

The Menu button in the left corner allows you to quickly access applications and shortcuts in Workday. (This menu style is frequently called a “Hamburger menu” because it looks like a hamburger: two buns with a burger in between.)

Home 

You can return to the home page at any time by clicking the University logo in the top left corner. The logo serves as the Home button.

Applications 

Applications are available through the Menu button and through a link within the Your Top Apps worklet. Applications provide access to tasks and information such as Time entry, Onboarding, Absence, or Compensation.

Within each application, there are typically two panels:

• Actions/Change – Quick links to relevant tasks/actions
• View – Quick links to relevant information

Check out the “Adding Apps to Workday Menu” job aid for instructions on adding applications.

 

Inbox Actions

To see inbox items that require your attention:

1. From the Workday home page, click an item under Awaiting Your Action or click the Inbox icon in the top right of the screen. The Awaiting Your Action contains tasks that include your Inbox as well as other To Dos that may be assigned to you.
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2. To manage your inbox items, click the actions tab.
   1. All Items
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   2. Filters (Manage Filters, Favorites, Overdue, Delegate to Me).
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   3. Archive
      • To sort, click the up and down arrow icon and select how you would like to Sort By, Display, and order by Date.
3. To work on a task in your inbox, click the task. NOTE: When you want to return to the home page, click the University of Richmond Company logo in the upper left corner. 

An action remains in an inbox until the action is completed.

 

Inbox Archive 

To see completed or previously initiated tasks, including approvals:

1. Click the inbox icon in the top right of the screen.
2. Click the Archive tab
   1. Click the upside-down arrow icon to Sort by > Newest on Top/Oldest on Top

 

Notifications

Notifications alert you to important information related to your work or tasks, but do not require action. Check out the “Workday Notifications” job aid for instructions on customizing notifications from Workday.

1. To view Notifications, click the bell icon in the top right corner of the screen.
2. To manage your notifications:
   1. Click Viewing > All/Unread
   2. Click Sort By > Newest on Top/Oldest on Top.

 

Search Bar

The search bar is a quick method to find data, people, or tasks.

When using search, less is more. Try searching for a partial word or a partial name. NOTE: Workday does not recognize misspelled words.

To filter your search after a search attempt, select from the list of Categories, e.g., All of Workday. You can also filter in the initial search by clicking on the related button for People, Tasks, Reports, or Drive.

 

Worker Profile 

Your Worker Profile contains detailed information such as your personal information, compensation, job title, etc.

1. To access your worker profile, click the person icon (or your photo) in the upper right corner of the screen.
2. Click View Profile.
3. To see options, click Actions then hover over an action, e.g., Personal Data
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You can also view another worker’s profile to find useful information such as work contact details and team organizational charts.

1. Type a name into the search bar.
2. Click the name.
3. Click Email to view their work contact details.
4. Click Team to view their team organization chart.
   1. Scroll to view the entire organization.

 

Navigation Tips

Below is a list of useful icons you can use in Workday:

 

Error and Alert Messages

Error and alert messages appear when updating information:

• Error messages are red and indicate that the task cannot be completed until the error is resolved.
• Alert messages are orange and notify you of important information, but do not prevent the task from being completed.

 

Language Preferences

Workday provides options to use the system in eleven (11) languages other than English. Follow these steps to update your language preference:

1. Click on your Profile and select My Account
2. Under the My Account options, select Change Preferences
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3. Under Global Preferences, click on the drop-down menu for Preferred Display Language and select the language you want to use.
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4. Click on OK. 
5. Sign out and back into Workday to apply the language change.

See Also

How to Log Into SpiderTechNet Using Single Sign-On (SSO)
Duo Security Two-Factor authentication