Workday Basics - Workday Notifications

Overview

This article provides instructions to modify the default notification settings in Workday. 

Details / Instructions

Notifications provide updates for actions that need attention, such as approvals for business
processes or confirmations of completed events or requests. Workday sends e-mail notifications
with a link to the relevant transaction. Below are step-by-step instructions for modifying the frequency of different types of notifications using your account preferences.

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

Account Profile

To update the settings for notifications as well as other system defaults, access the Change
Preferences menu within your Account Profile.

1. On the Workday homepage, select your worker profile icon in the upper right corner and then select View Profile.
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2. Click on My Account from the drop-down menu.
3. Select Change Preferences.
4. NOTE: This view allows you to change multiple system preferences including your default location, time zone, language, etc. in addition to notification preferences.

Notification Preferences

You can adjust the frequency of Workday notifications for each type of notification from Workday. By default, notifications are sent immediately. You can change this setting to:

• Immediately: Default setting; Receive notifications when they occur – ideal if you do not log in often, ensuring you do not miss important updates.
• Daily: Receive a single email from Workday summarizing all notifications for one day
• Mute: Turn off email notifications entirely – best if you frequently check Workday.

Regardless of your setting, all transactions remain visible in the bell or inbox icons within Workday.

Changing Notification Frequency

1. Scroll down to see Notification Preferences. NOTE: Notification Preferences are organized by Channel. Settings can be adjusted for Email and Mobile Push Notification types. Notification settings are grouped by Parent Notification Type.  See the example below:
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   • NOTE: The most frequently used notification types are for Absence Management, Alerts, Business Processes, HCM, and Time Tracking. Since this is an overall system preferences section, there will be notification types listed that are not currently used by the university, such as Inventory.
2. In the notifications section of the Change Preferences screen, click on Email next to Channel to make changes to the frequency of e-mail notifications. Select Mobile Push Notification to make changes to the frequency of notifications from the Workday mobile app.
3. Scroll down the table under Channel to the Parent Notification Type section you wish to make changes to (e.g., Alerts, Business Processes, HCM, Inventory, etc.).
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4. Locate a Notification Type you wish to modify (e.g., Approvals) and click on the  menu icon.
5. From the drop-down menu, click on the radio button next to the frequency you want to change to – Daily, Immediately, or Mute.
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   • EXAMPLE: The photo below shows notification frequency selections for Business Processes (the parent notification).
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Outlook E-mail Notifications

Notifications and Inbox items from Workday will prompt an email to your Richmond.edu inbox. The e-mail notification will come from a “Richmond.edu” address with University of Richmond branding. The subject line will identify the action you need to take or the status of a process. A link is provided in the text of the email that will take you directly to the notification in Workday, eliminating the need to locate it after logging in. See the examples of types of emails you may receive below.

• Task/Approval Notification Example
• To-Do Notification Example
• Process Completion Notification Example

Workflow Notification

Workday is connected to Outlook to create calendar events for approved time off. If you do not want Workday to create calendar events, click the “Opt Out of Absence Third-Party Calendar Integration Events” check box under the Workday Preferences tab.