Request to Add or Remove a Workday Security Role Assignment

Security role assignments are requested by designated individuals on each campus who have the Role-Based Access Requester security role. Role requesters can request a role only for individuals in the supervisory organization(s) where they are assigned the role, or for individuals in subordinate supervisory organizations without an assigned own role requester. This request and approval process is all done within Workday and can only occur from a job/position’s related actions.

1. From the Workday Home Page, search the name of the worker in the search bar and select it.

2. In the left-hand sidebar, click Actions.

3. Hover over Roles, then select Assign Roles to Position/Job. If this option does not appear for you, a different access requester may need to make the request. Review the position information to confirm that it’s the appropriate position to add additional role assignments to.
   

4. On the Assign Roles to Position/Job window, click the Related Actions button next to the employee position in the Employee Position for Role Assignment field.

5. Hover over Roles, then select Assign Roles – Add/Remove.
   

6. On the Assign Roles – Add/Remove pop-up window:

   1. Select Effective Date.

   2. Optional: Select an option for the Copy Role Assignments from field. If you select this option, you will be prompted to select the specific assignments that you want to copy.

   3. Optional: Check the Remove All Roles for Assignee checkbox to remove current role assignments.

   4. Click OK.

7. On the Assign Roles – Add/Remove window:
   

   1. Select the (+) to add a row. If you are removing a role assignment from a position, click the (-) next to the role.

   2. Select an option for the Role Enabled For field. Since organizations in Workday are numerous and vary across different types (supervisory, academic unit, etc.), it is recommended to use a search prefix or to use the reference ID of the organization. You can find the correct search prefix and a list of organization reference IDs in the Workday Organization Reference IDs and Type Abbreviations article. Consult the Simplified HR Security Role Catalog or the UW Security Catalog Role and User Based Groups report in Workday if you are unsure what type of organization to choose for the target role.

   3. Select an option for the Role field. The roles available are based on the selection in the Role Enabled For field. If you are not able to find the role you are seeking, a different organization type may be needed.

   4. Repeat steps a-c if desired.

   5. Select the (-) to remove a row, if needed.

   6. Click Submit. Click Save for Later If you are not ready to submit but would like to save your current progress before exiting the task progress.

      1. Note: If you receive a yellow alert message, it is because the role you requested for the user would create a Separation of Duties (SOD) conflict, where the assignee could perform multiple related functions in violation of best practices. To ensure checks and balances, role assignments that create SOD conflicts should not be requested or approved. The Simplified HR Security Role Catalog and the UW Security Catalog: Assignable Roles and User Based Groups report in Workday display the SOD conflicts for each role.

8. Next Steps:

   1. The appropriate approver will see the role assignment request in their My Tasks. The approver will be warned if there is a possible Separation of Duties conflict and can take appropriate actions that include approving, sending back, or adding approvers. See “Approval Actions in Workday Job Aid” for more detailed information.

   2. If the Role-Based Security Group assignment being requested is at the “Central Processing,” “Shared Services,” or ERP Administration Level of operations, the approval will route to an approver at the appropriate level of operations.

      1. Consult the Simplified HR Security Role Catalog or the UW Security Catalog: Assignable Roles and User Based Groups report in Workday if unsure of what level of operations and business area the user group is set at.