Category: News

Empowering Managers, Streamlining Approvals, and Enhancing Talent Growth

Intecrowd, a leading Workday Services partner, has introduced the Journal Line Reclassification App, now available on the Workday Marketplace. This innovative solution is designed to streamline financial processes by enabling seamless journal line corrections and reclassifications directly within Workday.

Transforming Financial Operations with Automated Reclassification

Managing and adjusting journal entries can be time-consuming and prone to errors. Intecrowd’s Journal Line Reclassification App simplifies this process by allowing bulk updates, automated adjustments, and intelligent search capabilities. Organizations can now ensure financial records remain accurate and aligned while reducing manual efforts and administrative workload.

Key Features & Benefits:

• Bulk Reclassification & Automated Adjustments – Edit, correct, or split journal lines efficiently, updating worktags across multiple entries in just a few clicks.
• Faceted Search for Precision – Easily locate journal lines matching specific criteria across multiple transactions.
• Save Time & Reduce Costs – Automate manual processes, minimize errors, and accelerate financial close cycles.

Proven Business Impact

Early adopters of the Journal Line Reclassification App have experienced significant operational improvements. One customer reported saving $1 million annually while reducing support tickets by 75% within 75 days of implementation.

“Intecrowd’s Journal Line Reclassification App is a game-changer for finance teams looking to optimize efficiency and accuracy in Workday, said Don McDougal, CEO at Intecrowd. “By automating journal reclassification, businesses can shift their focus from administrative tasks to strategic financial planning.”

Availability and Next Steps

The Journal Line Reclassification app is now available in the Workday Marketplace.

Contact us to learn more or request a demo.

New Journey Templates for Enhanced Employee Experience

As Workday continues to refine its platform, new journey templates have been introduced under the Resources tab. These templates serve as excellent starting points for organizations to design and implement use cases that align with their employees’ needs. The latest additions include:

• Job Transition
• Relocation
• Fueling Your Career

Workday plans to expand these templates based on customer feedback, ensuring more comprehensive solutions that guide employees through various career experiences. Additionally, users can access the “What’s New” report under the Resources tab to stay informed about upcoming features and enhancements.

Upcoming Features in Workday Journeys

Looking ahead, Workday Journeys is set to introduce several exciting features in 2025, with no fixed release dates but ongoing development. Workday follows a continuous deployment cycle, meaning new features can be released before major updates like R1 or R2. Here are the anticipated enhancements:

Discoverable Self-Service Journeys

This feature will allow organizations to publish specific journeys, making them accessible in a library where employees can launch them independently. Examples of self-service journeys include:

• Deep dive into benefits
• Parental leave guidance
• Career planning support

With integrated journey metrics, organizations can analyze employee interactions and refine their self-service offerings accordingly.

Custom Journey Templates

Currently, Workday provides predefined templates for various use cases. The upcoming enhancement will enable organizations to create standardized journey templates tailored to their specific branding and structural needs. This will streamline journey creation while ensuring consistency across different regions and teams. For example, organizations can create a branded template for annual open enrollment that can be adapted for different geographic locations.

Journeys About Field

Also known as “support journeys,” this feature aims to improve contextual clarity by associating journeys with specific individuals. For instance:

• A manager receiving a journey when a direct report is promoted
• Onboarding journeys assigned to multiple employees with clear distinctions

Currently, there’s no way to specify whom a journey is about, but this enhancement will resolve that by linking journeys directly to the relevant individuals.

AI-Powered Translations

Workday is integrating AI-driven translations across its platform, including Journeys and Workday Help. This feature will allow organizations to:

• Quickly translate journey content into multiple languages
• Manage translations within the workspace
• Reduce the time spent on manual translation efforts

While these features are not yet available, they are expected to roll out in the near future. Users can monitor the “What’s New” report for updates.

Common and Impactful Use Cases for Workday Journeys

Many organizations leverage Workday Journeys to enhance employee experiences. The most common and impactful use cases include:

• Onboarding: Providing new hires with structured guidance
• Open Enrollment: Assisting employees in navigating benefits selection
• Annual Performance Reviews: Ensuring employees complete required assessments
• Leave of Absence Support: Helping employees understand and manage their leave
• Promotions and Career Growth: Offering resources and training for newly promoted employees

Future Enhancements to Notifications and Onboarding Plans

Push Email Notifications for Journey Business Processes

Currently, there is no feature that allows custom email notifications for the Distribute Journey business process. The best practice remains using custom reports and alerts. However, this could be a potential enhancement in future releases.

Integration with Onboarding Plans

With the recent release of onboarding plans, there is currently no direct integration with Workday Journeys. However, Workday has targeted R2 of 2025 for this integration, which will enable organizations to include Journeys or specific Journey steps within onboarding plans.

Journey Updates and Distribution Timing

It’s important to note that once a Journey is distributed to an employee, any updates made to the Journey afterward will not be reflected for that individual. They will only see the content that was originally included at the time of distribution. If a new step or step group is added, it will only appear in future distributions of the Journey and not for employees who have already received it.

This means that while organizations can continuously update and refine their Journeys within a workspace, employees will only experience the version of the Journey available at the moment it was sent to them.

Final Thoughts

Workday Journeys continues to evolve, providing organizations with powerful tools to enhance employee engagement and streamline workforce transitions. As new features roll out, organizations should stay informed and leverage the “What’s New” report to maximize the benefits of these enhancements.

For any additional questions or support, please reach out to your Intecrowd ACC or ICSM, or contact us at success@intecrowd.com.

Understanding the Key Differences

Workday Extend allows companies to build fully custom applications tailored to their unique business needs. It provides flexibility for organizations that require specialized solutions beyond Workday’s standard functionality. Built on Workday, on the other hand, offers pre-built applications developed by Workday partners, which Workday can distribute across multiple customer tenants. These apps do not require an Extend license, as the runtime is included in the subscription.

Configurability and Limitations

Built on Workday apps are configurable but not fully customizable. Users can adjust settings within the parameters provided by the developer but do not have access to the source code or Extend tools. This makes them similar to Workday’s delivered connectors or integrations—adaptable but not modifiable. In contrast, Workday Extend offers complete flexibility to create applications from scratch, giving organizations control over the design, data models, and functionality.

Subscription and Deployment Process

Built on Workday apps are licensed on an annual subscription basis, and customers contract directly with the app developer (such as Intecrowd). The developer notifies Workday to install and deploy the app. Configuration can be handled by the customer, the developer, or third-party consultants. The Extend runtime is included, eliminating additional licensing costs. Workday Extend applications, however, require an active Extend license, and customers are responsible for building, maintaining, and updating their applications.

Intecrowd’s Built on Workday Apps

Intecrowd has developed and successfully deployed three Built on Workday applications:

• Journal Line Reclassification: Automates updating and reclassifying journal lines, reducing manual work and improving financial accuracy.
• Promotion Nomination: Streamlines bulk nominations, reviews, and approvals for promotions, making the process more efficient.
• AI Translation Generator: This award-winning app, built in just one day during a Workday Hackathon, translates Workday tenant data into multiple languages using AI, eliminating the need for external translation services.

Choosing Between Built on Workday and Workday Extend

The decision between Built on Workday and Workday Extend depends on your organization’s needs:

• Choose Built on Workday if:
  • A pre-built app meets your requirements.
  • You want a cost-effective, quickly deployable solution.
  • You prefer Workday-vetted applications with ongoing updates.
• Choose Workday Extend if:
• You need a fully custom solution tailored to unique processes.
• You require access to Extend tools and customization capabilities.
• Your organization has development resources to build and maintain apps.

Many organizations may use a combination of both approaches—leveraging Built on Workday apps where possible while utilizing Workday Extend for highly specialized use cases.

Exploring Built on Workday Apps

For organizations interested in Built on Workday solutions, the Workday App Marketplace is the best place to explore available apps. This platform provides visibility into partner-developed solutions, helping customers find applications that align with their business needs.

Conclusion

Understanding the differences between Built on Workday and Workday Extend empowers organizations to make informed decisions about their Workday ecosystem. Whether leveraging pre-built solutions or developing custom applications, both approaches offer unique benefits that enhance Workday’s capabilities. To watch our recent webinar on this topic, click here.

To learn more or speak with one of our experts, contact us at success@intecrowd.com.

Automates Workday Data Translations, Boosts Efficiency and Accuracy for Global Organizations

Intecrowd, a leading Workday Services partner, launched “AI Translation Generator,” a groundbreaking, new AI-driven data translation app that automates the translation of Workday tenant data. Designed to save time, reduce costs, and improve accuracy, the award-winning AI Translation Generator is an innovative industry tool that has already set Workday records, becoming the fastest-approved Built on Workday (BoW) app and earning a prominent spot in the Workday Marketplace.

Streamlining Translation Operations for Workday Customers

The AI Translation Generator app empowers Workday customers to manage translation data more efficiently by eliminating the need for manual translation efforts or costly external services. The app seamlessly translates customer-specific tenant data, including job titles, organizational and role data, worker records, job descriptions, and more, into up to 75 different languages. AI Translation Generator ensures that global Workday users can access key information in their preferred language(s) without compromising data integrity.

Key benefits of AI Translation Generator include:

• Streamline Translations – Convert Workday data into up to 75 languages in minutes – record time with AI-driven automation
• Reduce Costs – Eliminate reliance on expensive third-party translation services, driving significant savings
• Boost Accuracy – Leverage advanced AI algorithms to ensure precise, contextually relevant translations

Addressing a Crucial Market Need

As global organizations increasingly operate across borders, the demand for efficient and accurate translation data management solutions has skyrocketed. According to recent industry reports, ineffective translation processes annually cost businesses billions of dollars. Intecrowd’s AI Translation Generator app bridges the gap by providing a scalable, cost-effective solution tailored to Workday customers.

Availability and Next Steps

The AI Translation Generator app is now available in the Workday Marketplace, providing organizations with immediate access to its powerful features.

Contact us to learn more or request a demo.

About Intecrowd

Intecrowd is a premier Workday-only services partner, delivering strategic deployment, optimization, and full life-cycle support through a global team spanning 10 countries to organizations worldwide. With tailored solutions and expert guidance, Intecrowd supports more than 1,000 Workday customers to maximize their Workday investments. For more than a decade, Intecrowd has operated with the mindset of a boutique firm, while offering enterprise-level expertise in Workday deployments, Phase X implementations, AI-driven innovations, and ongoing system optimization.

Understanding Workday Candidate Engagement

Candidate engagement is a crucial aspect of talent acquisition, and Workday provides a comprehensive set of tools to help organizations build and maintain strong talent pipelines. Workday Candidate Engagement allows companies to attract, track, and communicate with potential candidates efficiently. Whether through career fairs, internal recruiting events, or general outreach, organizations can leverage Workday’s platform to maximize their recruitment efforts.

The Purpose of Candidate Engagement

Workday understands that organizations need to actively attend and host events to attract top talent. Candidate engagement tools enable recruiters to capture information from prospects, nurture those relationships, and encourage ongoing interest in job opportunities. Through features such as event registration, job alerts, and automated communication, Workday helps businesses maintain engagement with candidates beyond their initial interactions.

Key Features of Workday Candidate Engagement

1. Candidate Engagement Dashboard – The Candidate Engagement Dashboard provides a centralized hub for managing all aspects of talent attraction and outreach. It includes tools for tracking candidate interactions, event participation, and follow-up communications.

2. Landing Pages – Organizations can create branded landing pages tailored to specific events or general recruiting efforts. These pages serve as a central location for job seekers to explore opportunities and engage with an employer’s brand. For instance, Intecrowd customer, Hexcel Corporation, utilized a single landing page to showcase and promote all their recruitment events.

3. Event Management and QR Codes – Workday’s event management feature allows companies to streamline event organization and participant tracking. Recruiters can generate QR codes for seamless event registration and check-ins. These QR codes simplify the process for candidates to express interest, reducing manual data entry and enhancing engagement.

Workday also provides flexibility in QR code placement. Instead of creating a dedicated landing page for each event, organizations can integrate QR codes into existing pages. This approach reduces redundancy and improves efficiency.

4. Recruiting Campaigns and Email Automation – To maintain candidate interest over time, Workday provides tools for automated recruiting campaigns. Organizations can schedule follow-up emails tailored to different candidate groups—such as event attendees or job applicants. These emails can be personalized and timed strategically to keep talent pools active and informed.

Recruiters can also define new recruiting sources for candidates. For example, if a company wants to track candidates sourced from career fairs, Workday enables them to tag these individuals appropriately. This ensures accurate sourcing data and improves reporting capabilities.

5. Email Analytics for Strategic Follow-Ups – Workday’s email analytics feature offers insights into candidate interactions with recruitment communications. Employers can track email open rates, click-throughs, and engagement metrics. This data helps refine messaging strategies and ensures targeted follow-ups for candidates who are actively engaging with recruitment content.

Additionally, Workday’s messaging features are available in multiple regions, including the US, Australia, Canada, and the UK. This ensures organizations operating globally can leverage consistent engagement strategies.

Understanding Workday Candidate Engagement

Upon deploying Workday Candidate Engagement, organizations gain access to the Candidate Engagement Hub. This platform includes several key tabs for managing landing pages, events, follow-up campaigns, and analytics.

• The Overview Tab offers high-level insights into candidate engagement metrics.
• The Events Tab enables recruiters to track and manage recruitment activities.
• The Communications Tab allows for automated messaging and campaign customization.

Hexcel Corporation, an Intecrowd customer, has successfully implemented these tools to enhance its recruiting strategy. By leveraging Workday’s candidate engagement features, they have improved talent acquisition workflows and strengthened their employer brand.

Branding Considerations and Best Practices for Workday Candidate Engagement

Building a Consistent Employer Brand

A well-defined employer brand is essential for attracting and retaining top talent. Workday’s Candidate Engagement tools allow organizations to create a seamless and professional candidate experience. To maximize effectiveness, companies should:

• Ensure branding consistency across landing pages, emails, and event materials.
• Use personalized messaging to enhance candidate experience and engagement.
• Highlight company culture and values through multimedia content.

Leveraging Automation Without Losing the Human Touch

Automation is a powerful tool for efficiency, but candidates still value personalized communication. Best practices include:

• Using segmented email campaigns to target different candidate personas.
• Incorporating recruiter contact details in communications to encourage direct engagement.
• Scheduling timely and relevant follow-ups based on candidate interactions.

For example, Workday allows recruiters to use predefined templates for one-way messaging, ensuring consistency in outreach. However, two-way messaging is handled directly within job applications, enabling more dynamic candidate interactions.

Measuring Success and Optimizing Engagement Strategies

Workday provides robust analytics to help organizations measure the success of their engagement efforts. To continually improve, companies should:

• Monitor open and click-through rates for email campaigns.
• Analyze event attendance and follow-up conversion rates.
• Adjust messaging strategies based on data-driven insights.

Enhancing Candidate Experience with Workday Engagement Features

Workday continues to expand its candidate engagement capabilities to meet the evolving needs of recruiters and candidates. The ability to configure messaging templates, track engagement performance, and utilize automation ensures that recruiters can provide a seamless experience. Additionally, Workday’s focus on personalization allows organizations to build meaningful connections with potential hires.

Organizations can further enhance engagement by incorporating multimedia content, such as video messages from hiring managers or virtual event recordings, into their communications. This approach helps bring the employer brand to life and provides candidates with deeper insights into company culture.

Conclusion

By effectively implementing Workday Candidate Engagement, organizations can build stronger relationships with top talent, streamline recruiting workflows, and enhance their employer brand. Additionally, Intecrowd is here to help! If you have any questions or would like further details, our team is available to assist. Contact us at success@intecrowd.com.

Our team took home the win at the Workday Hackathon in New York City with AI Translation Generator! This groundbreaking solution automates the translation of Workday tenant data, making it faster, more accurate, and more cost-effective for global organizations. With the ability to translate Workday data into 75+ languages, this app eliminates manual efforts and expensive third-party services—helping companies provide key information in employees’ preferred languages with ease. Huge congratulations to our team for their creativity, hard work, and commitment to driving innovation for global Workday customers!

Intecrowd’s Workday System Maintenance Guide + Annual Calendar 2024

Your Partner in Seamless Workday Management

Intecrowd offers a streamlined approach to ensuring your Workday environment operates flawlessly year-round. Here’s a comprehensive checklist and calendar for essential maintenance tasks, empowering your team to stay proactive and efficient.

Integration Maintenance

• Schedule updates for new vendors or retiring old processes.
• Validate and update expiring scheduled processes and keys (SSH/PGP).

Intecrowd Insight: Stay ahead with our tailored integration optimization strategies to prevent downtime.

Organizational Structure Maintenance

• Deactivate inactive organizations.
• Add new structures to hierarchies.
• Manage open positions without active requisitions.

Tip from Intecrowd Experts: Regular audits keep organizational data clean and actionable.

Annual Calendar Updates

• Update Holiday and Work Schedules.
• Manage Absence Balances (carry-overs, overrides).
• Ensure forward accruals for Payroll Accounting.

Intecrowd Edge: Our consultants guide you through seamless calendar and policy adjustments.

Specialized Functional Maintenance

• Recruiting: Refresh evergreen requisitions for optimal talent pipelines.
• Payroll: Update earning/deduction limits ahead of new payroll cycles.
• Learning: Update compliance course schedules.

Why Choose Intecrowd? We provide expert support for every Workday module, ensuring smooth transitions.

Year-End System Checklist

• Execute tasks in your Sandbox environment first.
• Document all configurations for replicable results.
• Engage SMEs for testing before deploying in production.

Reminder: The payroll year typically starts before January 1—plan ahead!

Looking Ahead with Intecrowd

Whether it’s ensuring compliance, optimizing performance, or future-proofing your Workday environment, Intecrowd is here to elevate your results.

Contact Us

For personalized assistance or to learn more, please reach out to support@intecrowd.com or visit our website.

Mastering Workday Orchestrate: Streamline Integration with Efficiency and Flexibility

In today’s fast-paced digital landscape, organizations increasingly seek ways to simplify complex integration workflows within their Workday environment. Workday Orchestrate, a powerful tool within the Workday platform, has emerged as a solution that balances ease of use with advanced capabilities, allowing businesses to unify data flows, reduce reliance on IT, and streamline automation. Here, we delve into some of the standout features and considerations that make Workday Orchestrate a game-changer in the realm of integration.

Visual Integration with Workday Orchestrate

Workday Orchestrate’s visual interface allows for a straightforward and more accessible approach to complex integrations. This low-code platform supports drag-and-drop capabilities, allowing both technical and non-technical users to build workflows that suit their business needs. It’s particularly effective for organizations looking to reduce technical debt and democratize integration processes across teams.

Automating Business Processes

Automating repetitive tasks is one of the primary benefits of Workday Orchestrate. With orchestration, businesses can set up workflows that automate data flow across systems, simplifying both inbound and outbound integration processes. The system can trigger workflows based on pre-defined business events or schedule them to run at specific intervals, making it possible to automate processes without manual intervention.

For instance, orchestrations can be configured to trigger upon specific business events, such as the hiring of a new employee or the completion of a financial transaction. The orchestration seamlessly connects Workday data with other systems, ensuring that actions are completed and information is synchronized automatically.

Leveraging Subprocesses for Cohesive Workflow Design

For organizations dealing with intricate workflows or multiple dependencies, Workday Orchestrate offers the ability to create and utilize subprocesses. Subprocesses allow users to break down large, complex workflows into manageable, repeatable components. This not only enhances readability and maintains a cleaner layout but also ensures more efficient troubleshooting and optimization.

Subprocesses can be used within the same integration app, facilitating consistency across multiple orchestrations. For example, if you frequently make API calls, you can build a reusable subprocess for this purpose, passing in different parameters for each instance. This modular approach helps to streamline the orchestration process and maintain an organized and scalable setup.

Debugging and Change Detection

Although debugging in orchestrations is not yet as robust as in Workday Studio, it is under development and expected to become available in the future. Until then, creating log files is a useful workaround for troubleshooting. Furthermore, orchestration allows for change detection by using the Workday Report-as-a-Service (RaaS) and Data Initialization Service (DIS) capabilities. By setting up these parameters within orchestration, you can monitor for specific data changes, enabling dynamic workflow adjustments as needed.

Transitioning from Workday Studio to Orchestrate

Workday Orchestrate does not replace Workday Studio but offers an alternative for new integrations or updates to existing ones. If a Studio integration requires major updates or significant maintenance, it may be worth considering rebuilding it as an orchestration for better future compatibility and ease of use. However, there is no need to convert existing Studio integrations that continue to meet business requirements, as Workday has indicated continued support for Studio.

Scheduling and Manual Execution Options

Orchestrations built using Workday Orchestrate for Integration can be scheduled to run at specific times, similar to other Workday integration systems. However, orchestration types exclusive to Workday Extend do not yet support scheduling, which has led many users to rely on Studio integrations for time-sensitive automation before Integration Orchestrations became available. By setting schedules for integration orchestrations, users can automate complex workflows based on regular timelines, reducing manual intervention.

Conclusion

Workday Orchestrate is an indispensable tool for any organization looking to automate workflows, improve integration management, and decrease technical complexity. Its features promote efficiency, minimize the need for custom code, and foster a scalable, low-maintenance integration environment. With the ability to create and reuse components across orchestrations, businesses can save significant time and resources, ensuring that integrations are both adaptable and resilient to change. For those seeking a more effective, visually cohesive, and customizable approach to integration, Workday Orchestrate is an essential solution in the Workday suite.

For more detailed information or specific questions, feel free to reach out to us at success@intecrowd.com.

Leveraging Workday’s Tools for Talent Optimization

As organizations strive to optimize their talent management processes, Workday provides a comprehensive suite of tools designed to enhance career development and employee engagement. In this blog post, we’ll explore how these tools, such as Career Hub, Opportunity Marketplace, Flex Teams, and the Manager’s Insight Hub, can transform your approach to talent management.

Skills Matching for Efficient Candidate Selection

Workday’s skills matching feature allows you to streamline the candidate selection process by comparing the skills entered during the job application with those required by the job requisition. This enables recruiters to add candidates to a grid to see if they are a good match, highlighting which skills align with the job profile and which do not. For high-volume requisitions, this functionality helps narrow down the candidate pool, focusing on those who are most closely matched to the opportunity.

Career Development Tools

Career Hub

Career Hub empowers workers by helping them discover career development opportunities that align with their skills and interests. Whether they are seeking mentorship, learning opportunities, or new roles within the organization, Career Hub provides a platform for planning their next career steps. Flex Team opportunities, which are shorter-term commitments, allow employees to gain additional skills and support organizational projects without requiring a full-time role change.

Opportunity Marketplace

Opportunity Marketplace consolidates mobility and career development options, making it easier for employees to identify internal postings and Flex Team opportunities. By answering a few questions about their skills and career aspirations, employees can leverage Workday’s machine-learning capabilities to find opportunities that match their profile. This promotes internal mobility and career growth within the organization.

Manager’s Insight Hub

Managers play a critical role in identifying and developing talent. Workday’s Manager’s Insight Hub provides managers with machine learning-driven recommendations for career development and growth opportunities for their team members. This includes mentorship opportunities, suggested learning paths, and potential Flex Team roles. The insights are customizable based on the organization’s configuration, ensuring that managers have access to relevant information to support their employees’ career progression.

Reporting and Analytics

Workday’s robust reporting capabilities allow organizations to track and analyze various talent and performance metrics. Skills can be included in custom reports, enabling HR to identify potential successors for key positions, create succession plans, and manage Flex Team opportunities. These insights help organizations prepare for the future by identifying skills gaps and developing internal training resources or recruitment plans to address them.

Summary

Talent optimization with Workday’s tools fosters a culture of employee engagement by enabling employees and managers to support career growth and development. By leveraging skills and Workday’s machine learning, organizations can identify mentorship opportunities, create development plans, and ensure career mobility. These tools also help in identifying successors for critical positions and addressing skills gaps through targeted training or external recruitment.

Q&A Highlights

Competencies vs. Skills Organizations can use both skills and competencies in Workday. Skills are typically more specific to the employee, while competencies often encompass broader knowledge and behaviors required for specific jobs.

Skills Cloud in Talent Reviews Skills Cloud can be integrated into talent reviews, allowing employees to select and showcase their skills within the review process.

Flex Teams Usage Flex Teams, formerly known as gigs, offer employees short-term project opportunities, helping them develop new skills while contributing to different organizational areas.

Selling the Concept of Skills to Hesitant Organizations To address concerns about self-identified skills, organizations can use Workday’s feedback tool to request peer assessments of skills, providing a more balanced view of an employee’s capabilities.

Conclusion

By utilizing Workday’s comprehensive suite of talent optimization tools, organizations can enhance their talent management processes, supporting career growth and development, identifying skill gaps, and preparing for future needs. For more detailed information or specific questions, feel free to reach out to us at success@intecrowd.com. We look forward to continuing our partnership in optimizing your talent strategies.