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Your Employee Onboarding Data Template

Workday Onboarding

Employee Onboarding Attributes (22) Employee Onboarding Activities (15) Extraction Guides (2)

Your Employee Onboarding Data Template

This template provides a clear roadmap for collecting the essential data needed to analyze and optimize your employee onboarding process. It outlines the crucial attributes to gather, the key activities to track, and practical guidance on how to extract this information from Workday Onboarding. Leverage this resource to ensure a comprehensive and accurate data foundation for your process mining initiatives.

Recommended attributes to collect
Key activities to track
Extraction guidance for Workday Onboarding

New to event logs? Learn how to create a process mining event log.

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Employee Onboarding Attributes

These are the recommended data fields to include in your event log for comprehensive employee onboarding analysis and deep insights.

5 Required 7 Recommended 10 Optional

	Name	Description
	Activity Name ActivityName	The name of a specific task or milestone that occurred within the onboarding process.
Description This attribute describes a single step or event in the onboarding journey, such as 'Offer Accepted', 'Background Check Initiated', or 'Equipment Delivered'. It represents the 'what' in the process log. Analyzing the sequence and frequency of activities is the core of process mining. This attribute is used to build the process map, identify bottlenecks, and understand the flow of work. It helps answer questions about which steps are most common, where delays occur, and which activities are being reworked. Why it matters It defines the steps of the process, allowing for the visualization of the process flow and the analysis of process structure and variations. Where to get This corresponds to the event or task names within the Workday Onboarding business process history. Examples Offer AcceptedBackground Check CompletedIT Account Provisioning InitiatedEmployee Started
	Event Time EventTime	The precise date and time when an onboarding activity was completed or its status changed.
Description This attribute is the timestamp associated with each activity, providing the chronological sequence of events. It is fundamental for understanding the timing and duration of process steps. In analysis, Event Time is used to order activities correctly, calculate the duration between steps (cycle time and waiting time), and measure overall case duration. It is critical for performance-related analysis, such as identifying bottlenecks and monitoring SLA compliance. Why it matters It provides the temporal context for all activities, which is essential for calculating performance metrics like cycle time and identifying delays. Where to get This is the completion timestamp for each event in the Workday Onboarding business process history. Examples 2023-10-26T10:00:00Z2023-10-27T14:35:10Z2023-11-01T09:00:00Z
	Onboarding Case OnboardingCase	A unique identifier for each new employee's onboarding process, from offer acceptance to their initial integration.
Description The Onboarding Case serves as the central identifier, grouping all events and activities related to a single new employee's journey. This attribute is essential for tracking the end-to-end process for each new hire. In process mining analysis, this identifier allows for the reconstruction of individual onboarding journeys. It is used to calculate case-level metrics like cycle time, analyze process variants, and understand the complete sequence of activities for every new hire, forming the foundation of the process map. Why it matters It is the fundamental attribute that connects all related activities into a single end-to-end process instance, enabling process discovery and analysis. Where to get This is typically a unique identifier generated by Workday for each onboarding business process instance. Consult Workday documentation for the specific business object and field. Examples ONB-0012345ONB-0012346ONB-0012347
	Last Data Update LastDataUpdate	The timestamp indicating the last time the data for this event was refreshed or extracted.
Description This attribute records when the data was last updated in the process mining tool. It provides context on the freshness of the analysis and helps users understand if they are viewing the most current information. This is important for operational dashboards that monitor ongoing processes. It allows users to assess the timeliness of the data and is a key metadata field for managing data refresh cycles and ensuring the reliability of the insights. Why it matters It ensures users are aware of the data's freshness, which is critical for making timely and informed decisions based on the analysis. Where to get This timestamp is typically generated and added to the dataset during the data extraction and loading (ETL) process. Examples 2024-05-21T02:00:00Z2024-05-22T02:00:00Z
	Source System SourceSystem	The system from which the onboarding data was extracted.
Description This attribute identifies the origin of the data. For this process, it will consistently be 'Workday Onboarding', but it is a crucial field for data governance and for distinguishing data if multiple systems are ever integrated. In a broader analytical context, it helps in tracing data lineage and ensuring data quality. When analyzing processes that span multiple systems, this attribute is key to understanding the handoffs and integrations between different platforms. Why it matters It provides crucial context about data origin, which is important for data governance, troubleshooting, and multi-system process analysis. Where to get This is a static value that should be added during data extraction to label the source of the records. Examples Workday Onboarding
	Compliance Due Date ComplianceDueDate	The deadline by which a specific mandatory or compliance-related task must be completed.
Description This attribute specifies the due date for critical tasks like background checks, pre-employment paperwork, or mandatory training. These dates are often determined by legal requirements or internal policies. This is essential for monitoring compliance and risk. It enables the calculation of KPIs like the 'Mandatory Task Completion Rate' and 'Paperwork Compliance Rate' by comparing the actual completion time of a task against this due date. It helps organizations proactively manage deadlines and avoid compliance issues. Why it matters It enables the monitoring of time-sensitive compliance tasks and the calculation of on-time completion rates. Where to get Due dates for tasks are typically available within the task details of the Workday business process. Examples 2024-05-302024-06-142024-06-20
	Department Department	The department or business unit the new employee is joining.
Description This attribute specifies the organizational unit, such as 'Sales', 'Engineering', or 'Finance', to which the new hire belongs. Departmental practices can often lead to significant variations in the onboarding process. This is a critical dimension for comparative analysis. It allows for filtering the process map to see department-specific flows, comparing cycle times between departments, and identifying best practices in high-performing units. It directly supports the 'Departmental Onboarding Variants' dashboard. Why it matters It is a primary dimension for benchmarking and identifying process variations and best practices across the organization. Where to get This is part of the new hire's position and supervisory organization information within Workday. Examples TechnologySales and MarketingHuman ResourcesFinance
	Employee ID EmployeeId	The unique identifier assigned to the new hire.
Description The Employee ID is the permanent, unique identifier for an employee within the organization's HR system. It is assigned during the onboarding process, typically after the HR profile is created. This attribute allows for connecting onboarding data with other employee data across different systems, such as performance management or payroll. It helps in analyzing long-term outcomes of the onboarding process, for example, by correlating onboarding experience with employee retention or initial performance. Why it matters It serves as a primary key to link onboarding process data with broader employee lifecycle data for more comprehensive HR analytics. Where to get This is a standard field available on the worker profile in Workday. Consult Workday documentation for the specific field name. Examples 100523100524100525
	Hiring Manager HiringManager	The name of the manager responsible for the new hire.
Description This attribute identifies the hiring manager associated with the onboarding case. The hiring manager is often a key participant in the process, responsible for approvals and team-specific onboarding tasks. Analyzing the process by Hiring Manager helps to identify variations in how different managers handle onboarding. It can highlight managers who are particularly efficient or those who may be bottlenecks, providing opportunities for targeted training and process improvement. This is critical for the 'Hiring Manager Task Efficiency' dashboard. Why it matters It enables performance analysis by a key stakeholder, revealing bottlenecks and inconsistencies in manager-dependent tasks. Where to get This information is part of the position or job requisition data associated with the new hire in Workday. Examples John SmithJane DoePeter Jones
	Initiating System SystemInitiatingActivity	The system or user type that initiated a given activity, used to distinguish automated vs. manual steps.
Description This attribute indicates whether an activity was triggered automatically by the Workday system or performed manually by a user, such as an HR partner or a hiring manager. For example, 'System' could indicate an automated workflow step, while 'HR Specialist' would indicate a manual one. This information is invaluable for identifying opportunities for automation. By analyzing the frequency and duration of manual activities, as supported by the 'Manual Activity Analysis' dashboard, organizations can target the most time-consuming manual steps for future automation efforts, improving efficiency and reducing errors. Why it matters It helps distinguish between automated and manual activities, which is key to identifying automation opportunities and measuring process efficiency. Where to get This can often be inferred from the user or actor associated with an event in the Workday business process history. System-generated events have a distinct user. Examples SystemHR SpecialistHiring Manager
	Official Start Date OfficialStartDate	The new employee's official first day of employment.
Description This attribute is a key date in the onboarding process that serves as a deadline for many pre-boarding activities, such as IT provisioning and equipment delivery. It marks the transition from pre-hire to employee. This date is crucial for calculating readiness KPIs. By comparing the completion times of key provisioning activities against the Official Start Date, organizations can measure the 'First Day Readiness Rate'. It helps ensure that new hires have everything they need to be productive from day one, which is a key factor in their initial experience. Why it matters It serves as a critical deadline for pre-boarding tasks and is used to measure the 'First Day Readiness Rate' KPI. Where to get This is a standard field in the hiring or pre-hire data within Workday, often called 'Hire Date'. Examples 2024-06-012024-06-152024-07-01
	Onboarding Status OnboardingStatus	The current status of the overall onboarding case, such as 'In Progress', 'Completed', or 'Canceled'.
Description This attribute provides a high-level summary of where the onboarding case stands at a given point in time. It indicates whether the process is actively running, successfully finished, or terminated prematurely. In process analysis, this is useful for filtering cases to focus on completed journeys or to specifically analyze why cases were canceled. It is essential for the 'New Hire Onboarding Status Overview' dashboard, providing a quick snapshot of the current state of all ongoing onboarding processes. Why it matters It allows for the segmentation of cases based on their outcome, enabling focused analysis on completed, in-flight, or canceled processes. Where to get This is typically derived from the status of the main onboarding business process instance in Workday. Examples In ProgressCompletedCanceledAwaiting Start Date
	Activity Duration ActivityDuration	The time taken to complete a single activity, measured from its start to its end.
Description This is a calculated metric that represents the processing time of an activity. It is the difference between the EndTime and StartTime of an event. This metric is crucial for detailed performance analysis. It helps to distinguish between time spent actively working on a task (processing time) and time spent waiting for a task to begin (waiting time). This allows for a more accurate identification of which specific activities are time-consuming. Why it matters It isolates the actual work time for an activity, helping to pinpoint inefficient tasks separately from queueing delays. Where to get This is calculated during data transformation by subtracting an activity's start timestamp from its end timestamp. Examples 2 hours3 days15 minutes
	Employment Type EmploymentType	The classification of the new hire's employment, such as full-time, part-time, or contractor.
Description This attribute categorizes the new hire based on their employment arrangement. Different types of employees may follow distinct onboarding paths with different requirements. Analyzing the process by Employment Type can help ensure that each type of hire receives the appropriate onboarding experience. For instance, a contractor's onboarding might be a streamlined version of a full-time employee's, focusing only on essential system access and compliance. Why it matters It allows for the analysis of different onboarding paths for full-time, part-time, and contingent workers, who often have different needs. Where to get This is a standard field on the Pre-Hire or Worker object in Workday, classifying the worker's relationship with the company. Examples Full-timePart-timeContractorIntern
	End Time EndTime	The timestamp indicating when an activity was fully completed, distinct from its start time.
Description While StartTime (EventTime) marks when an activity begins or is logged, EndTime marks its completion. For activities that have a duration, having both timestamps is crucial for precise performance measurement. This attribute allows for the direct calculation of processing time for individual activities, separating it from the waiting time between activities. This helps pinpoint whether delays are due to tasks taking a long time to complete or long waits before tasks begin. Why it matters It enables the accurate calculation of activity processing time, distinct from waiting time, for more precise bottleneck analysis. Where to get Some Workday business process steps might have separate start and end timestamps. If not, this may need to be inferred or will be the same as the start time. Examples 2023-10-26T11:30:00Z2023-10-27T15:00:10Z2023-11-01T10:15:00Z
	Is On Time IsOnTime	A boolean flag indicating if a compliance-related activity was completed by its due date.
Description This calculated attribute compares the completion timestamp (EventTime) of a task with its 'Compliance Due Date'. It is set to true if the task was completed on or before the due date, and false otherwise. This flag simplifies compliance monitoring and KPI calculation. It allows for easy filtering and aggregation to determine the 'Mandatory Task Completion Rate' and 'Paperwork Compliance Rate'. It provides a clear, at-a-glance view of whether compliance deadlines are being met. Why it matters It provides a clear, binary indicator of compliance performance, simplifying the analysis and monitoring of deadline-driven tasks. Where to get This is calculated during data transformation by comparing the EventTime to the ComplianceDueDate for relevant activities. Examples truefalse
	Is Rework IsRework	A boolean flag indicating if an activity or sequence of activities represents rework or a correction.
Description This calculated attribute flags instances where a task is repeated or a correction loop occurs, such as re-initiating the 'HR Profile Created' step. It is typically derived by identifying patterns of repeated activities within the same case. The 'IsRework' flag is essential for quality analysis. It allows for the quantification of rework loops, helping to calculate the 'HR Profile Rework Rate' KPI. Identifying and measuring rework helps pinpoint process weaknesses, data quality issues, and training needs. Why it matters It quantifies process inefficiencies and quality issues by explicitly flagging repeated work, helping to focus improvement efforts. Where to get This is derived during data transformation by defining and detecting specific rework patterns in the event log (e.g., Activity A -> Activity B -> Activity A). Examples truefalse
	Job Title JobTitle	The official job title for the position the new hire is filling.
Description This attribute specifies the role of the new employee, such as 'Software Engineer', 'Sales Director', or 'Accountant'. The job title can influence the specific steps or requirements in the onboarding process. Analyzing by Job Title or job level can reveal different onboarding patterns for different roles. For example, executive onboarding might have additional steps compared to an entry-level position. This provides another valuable dimension for filtering and comparing process variants. Why it matters It allows for analysis of process differences based on job role or seniority, which may have distinct onboarding requirements. Where to get This information is part of the position data associated with the new hire in Workday. Examples Senior Software EngineerFinancial AnalystMarketing Coordinator
	Location Location	The physical work location or region of the new hire.
Description This attribute indicates the city, country, or office where the new employee will be based. Onboarding processes can vary significantly based on geography due to different legal requirements, office logistics, or regional policies. Location provides a geographical dimension for analysis. It can be used to compare onboarding efficiency across different sites, identify region-specific bottlenecks, and ensure compliance with local regulations. This is particularly important for global organizations. Why it matters It enables geographical analysis to compare onboarding processes across different offices or countries and identify regional variations. Where to get This is specified in the position or job requisition data within Workday. Examples New York, USALondon, UKSingapore
	New Hire Name NewHireName	The full name of the new employee undergoing onboarding.
Description This attribute contains the name of the new hire. While not typically used for statistical analysis to avoid privacy issues, it is very useful for operational support and case management. In dashboards like the 'New Hire Onboarding Status Overview', showing the name allows managers and HR staff to quickly identify the specific individual associated with a case. It makes the data more accessible and actionable for users who need to look up and manage individual onboarding processes. Why it matters It provides a human-readable identifier for individual cases, which is useful for operational monitoring and direct intervention. Where to get This is a standard field on the Pre-Hire or Worker object in Workday. Examples Alice JohnsonRobert ChenMaria Garcia
	Overall Cycle Time OverallCycleTime	The total duration of the onboarding case, from the first activity to the last.
Description This is a case-level metric calculated as the time difference between the very first and very last event in an onboarding case. It represents the total time a new hire spends in the onboarding process. This attribute directly measures the 'Overall Onboarding Cycle Time' KPI and is a primary indicator of process efficiency. It is used in high-level dashboards to track performance over time and to compare efficiency between different departments, regions, or hiring managers. Why it matters It is a key performance indicator that measures the end-to-end efficiency of the entire onboarding process. Where to get This is calculated at the case level during data transformation by subtracting the minimum timestamp from the maximum timestamp for each OnboardingCase. Examples 35 days48 days29 days
	Recruiter Recruiter	The name of the recruiter who managed the hiring process for the new employee.
Description This attribute identifies the recruiter responsible for the candidate prior to the onboarding process. The recruiter may have handoff tasks at the beginning of onboarding. While less central to the post-hire process, analyzing by recruiter can sometimes highlight issues at the intersection of recruiting and onboarding. It can help identify if certain recruiters' candidates experience smoother transitions into the company. Why it matters It links the onboarding process to the preceding recruitment phase, which can help in analyzing the handoff and overall talent acquisition lifecycle. Where to get This is typically stored on the job requisition or candidate profile within Workday Recruiting. Examples David MillerSarah WilsonChris Green

Required Recommended Optional

Employee Onboarding Activities

These are the key process steps and milestones to capture in your event log for accurate process discovery and performance monitoring.

6 Recommended 9 Optional

	Activity	Description
	30-Day Check-in Performed	Represents the completion of a scheduled check-in between the new hire and their manager, typically around the 30-day mark. This is usually captured when the manager completes a corresponding 'To Do' task in Workday.
Why it matters This is a key final activity in the initial onboarding process, focused on employee engagement and retention. It serves as a reliable endpoint for measuring the overall onboarding cycle time. Where to get Logged upon completion of a '30-Day Check-in' task or similar item within the onboarding business process, which is assigned to the hiring manager. Capture Capture the completion timestamp of the 'Manager Check-in' or '30-Day Review' task in the business process history. Event type explicit
	Background Check Completed	Marks the completion of the candidate's background screening process. This is a critical milestone, often logged when the results are received from the vendor and updated in the candidate's profile in Workday.
Why it matters This is a key compliance milestone. Delays in completing the background check can postpone the official start date and impact resource planning. Where to get This event is typically logged when a user, such as a recruiter or HR partner, completes the 'Review Background Check' step in the onboarding business process within Workday. Capture Capture the completion timestamp for the 'Review Background Check' or a similar step in the business process. Event type explicit
	Employee Started	This activity represents the new hire's official first day of employment. This is not an explicit event but is a key date attribute associated with the employee's profile.
Why it matters This is a critical date for compliance and process analysis. It allows for measuring 'First Day Readiness' by comparing provisioning completion dates against this start date. Where to get This is derived from the 'Hire Date' or 'Start Date' field on the employee's worker profile in Workday. It is a core attribute of the employment record. Capture Use the 'Hire Date' attribute from the employee's record as the timestamp for this event. Event type calculated
	HR Profile Created	This activity signifies the formal creation of the employee's record in the HCM system, transitioning them from a candidate to a pre-hire or employee. In Workday, this is the final step of the 'Hire' business process.
Why it matters This is a fundamental milestone that officially establishes the employee in the system, enabling payroll, benefits, and other core HR functions. It is a prerequisite for most provisioning activities. Where to get This is explicitly captured by the completion timestamp of the 'Hire' business process for the employee in Workday's event logs. Capture Capture the successful completion event of the 'Hire' business process. Event type explicit
	IT Account Provisioning Completed	This milestone confirms that all necessary IT accounts and access rights have been successfully created for the new hire. The event is captured when the IT team completes their assigned provisioning task in Workday.
Why it matters Ensuring IT accounts are ready before the start date is crucial for a positive onboarding experience and immediate productivity. This milestone helps measure 'First Day Readiness'. Where to get Logged as the completion of a specific 'To Do' step, such as 'Confirm Account Creation', by the IT department within the onboarding business process. Capture Capture the completion event of the IT provisioning task that was initiated earlier. Event type explicit
	Offer Accepted	This activity marks the official start of the onboarding case, triggered when a candidate accepts their job offer. In Workday, this is typically captured as the completion of the 'Make Offer' or 'Offer' step in the recruitment business process, which then initiates the onboarding workflow.
Why it matters This is the primary start event for the end-to-end onboarding process. Analyzing the time from this point provides a complete view of the new hire journey and overall cycle time. Where to get This event is logged upon the completion of the offer stage within the 'Job Application' business process in Workday. The completion timestamp of this step serves as the activity timestamp. Capture Capture the completion event of the 'Offer' step in the recruiting business process. Event type explicit
	Background Check Initiated	Represents the point at which a background check is requested for the candidate. This is often an automated or manual step within the Workday onboarding business process that integrates with a third-party vendor.
Why it matters Tracking this initiation point is crucial for measuring the duration of the background check process, a common bottleneck. It helps identify delays in starting critical compliance tasks. Where to get Recorded as a distinct step completion within the onboarding business process in Workday. The event log for the business process will show when this specific task was completed or initiated. Capture Capture the completion event of the 'Initiate Background Check' business process step. Event type explicit
	Equipment Delivered	This activity confirms that the new hire's physical equipment has been delivered to their designated work location. This is typically a manual confirmation step completed by IT, the hiring manager, or an admin.
Why it matters This event is a key indicator of first-day readiness. Tracking it helps ensure that new hires have the physical tools they need to begin working without delay. Where to get Captured from the completion of a 'To Do' or checklist item like 'Confirm Equipment Delivery' within the Workday onboarding workflow. Capture Find the completion event for the 'Equipment Delivery Confirmation' task in the business process history. Event type explicit
	Equipment Ordered	Represents the point when a request for physical equipment, such as a laptop or phone, is submitted for the new hire. This is typically a task within the onboarding workflow assigned to a hiring manager or IT.
Why it matters Delays in ordering equipment are a primary cause of new hires not being ready for their first day. This activity helps pinpoint bottlenecks in the hardware procurement and delivery process. Where to get Captured from the completion timestamp of a 'To Do' or checklist item like 'Order Equipment' within the Workday onboarding business process. Capture Find the completion event for the 'Order Laptop' or 'Request Equipment' task in the business process history. Event type explicit
	IT Account Provisioning Initiated	Marks the start of the IT process to create necessary system accounts, such as email, network access, and application logins. This is often triggered automatically after the HR profile is created, through an integration or a notification task.
Why it matters This activity is critical for ensuring the new hire is productive on their first day. Tracking its initiation helps in analyzing and optimizing the efficiency of the IT fulfillment process. Where to get May be logged as a specific 'To Do' step assigned to the IT department within the Workday onboarding business process or inferred from the creation of an integration event sent to an IT service management system. Capture Capture the initiation or completion timestamp of a task such as 'Create User Account' or 'Provision IT Services'. Event type explicit
	Mandatory Training Assigned	Indicates that required compliance or role-based training has been assigned to the new hire. This is typically an automated event in Workday Learning triggered by the completion of the hire process.
Why it matters This marks the start of the new hire's learning and compliance journey. Tracking the time from assignment to completion is key for the 'Avg Mandatory Training Time' KPI. Where to get This event can be sourced from Workday Learning module logs, which record when a learning campaign or enrollment is initiated for an employee. Capture Capture the enrollment or assignment timestamp for required courses from the Workday Learning data source. Event type explicit
	Mandatory Training Completed	This activity marks the new hire's completion of all assigned mandatory training modules. This event is captured when the final required course is marked as complete in Workday Learning.
Why it matters This is a critical compliance milestone. Analyzing completion rates and durations helps ensure the organization meets regulatory requirements and that employees are properly trained. Where to get Sourced from Workday Learning data. The completion timestamp of the last required training course for the new hire serves as the event time. Capture Identify the completion timestamp of all courses in the new hire's required training plan. Event type explicit
	Onboarding Canceled	This activity represents the termination of the onboarding process before the employee's start date, for example, if the candidate withdraws their acceptance. In Workday, this is captured by the 'Rescind' or 'Cancel' action on the hire business process.
Why it matters This represents an important exception path. Analyzing the frequency and timing of cancellations can provide insights into issues with the offer, compensation, or onboarding experience. Where to get This is an explicit event logged in the business process history when an authorized user executes the 'Rescind' or 'Cancel' action on the hire or onboarding process. Capture Capture the execution event for the 'Rescind Hire' or 'Cancel Business Process' actions. Event type explicit
	Pre-Employment Paperwork Completed	Represents the moment the new hire has successfully completed and submitted all required pre-employment forms and documents. This is tracked within Workday as the completion of assigned 'To Do' or 'Inbox' tasks by the new hire.
Why it matters Completion of paperwork is a critical prerequisite for creating the final employee profile and ensuring compliance. Delays here directly impact downstream activities like payroll setup and IT provisioning. Where to get Captured from the completion timestamp of the new hire's 'Onboarding' tasks in their Workday inbox. The completion of the last required document task signifies this event. Capture Identify the completion event for the set of onboarding paperwork tasks assigned to the pre-hire's Workday account. Event type explicit
	Pre-Employment Paperwork Sent	This activity occurs when onboarding documents, such as I-9, tax forms, and policy acknowledgements, are sent to the new hire. In Workday, this is captured when the 'Onboarding' business process step triggers the document generation and delivery.
Why it matters This marks the beginning of the new hire's administrative tasks. Analyzing the time from this point to paperwork completion helps measure new hire engagement and administrative efficiency. Where to get Logged in the business process history when the 'Generate Document' or a similar task is executed as part of the onboarding workflow for the new hire. Capture Capture the timestamp when the 'Onboarding' step, which includes sending documents, is initiated for the pre-hire. Event type explicit

Recommended Optional

Extraction Guides

How to get your data from Workday Onboarding

Steps

Log into Workday: Access your Workday instance with a user account that has permissions to create custom reports. This typically requires a role like Report Writer or System Administrator.
Create a New Custom Report: Use the search bar to find and navigate to the Create Custom Report task.
Configure Report Details: Select Advanced as the Report Type. Give the report a descriptive name, such as ProcessMind_Onboarding_Event_Log. For the Data Source, select Business Process Transactions. This data source provides a detailed log of all steps within various business processes.
Define the Primary Business Object: When prompted, choose Business Process Transactions as the primary business object. This allows the report to access event-level data.
Add Core Data Columns: In the report editor, navigate to the Columns tab. Add the following fields from the Business Process Transaction object: Transaction Status, Corrected, Business Process, Step, and Completed Date/Time.
Add Case and Attribute Columns: Add fields related to the subject of the business process. Since the subject can vary (e.g., Pre-Hire, Job Application), you will retrieve them from the Business Process object. Add fields such as: Business Process -> Worker -> Employee ID, Business Process -> Worker -> Supervisory Organization (for Department), and Business Process -> Worker -> Hiring Manager.
Create Calculated Fields for Standardization: This is the most critical step. Create several calculated fields to map raw Workday data to the required event log format.
- OnboardingCase: Create a calculated field of type 'Lookup Related Value'. Retrieve the Employee ID from the Worker related business object. For pre-hire processes where an Employee ID may not exist yet, you can use the Pre-Hire ID or Candidate ID as a fallback.
- ActivityName: Create a calculated field of type 'Evaluate Expression'. This field will map specific Workday business process steps to the standard activity names. For example: IF 'Business Process Type' = 'Hire' AND 'Step' = 'Make Offer - Completed' THEN 'Offer Accepted'. You must create a condition for each of the 15 required activities.
- EventTime: Use the Completed Date/Time field from the Business Process Transaction object. This field captures when the step was completed.
- SourceSystem: Create a calculated field of type 'Text Constant' and set the value to 'Workday Onboarding'.
- LastDataUpdate: Create a calculated field using the 'Current Moment' function to timestamp each extraction.
Filter the Report Data: Go to the Filter tab. Add a filter to include only relevant business processes, such as Hire, Onboarding, Change Job, and Rescind. Add a prompt for the Completed Date/Time so you can run the report for specific time periods. It is critical to add a subfilter on Transaction Status to only include Successfully Completed and Canceled events to avoid pulling in-progress data.
Enable as a Web Service: Navigate to the Advanced tab of the report definition. Check the box for Enable as Web Service. This will make the report accessible via a URL.
Configure API Options: Under the Web Service settings, select the desired API version and define the namespace, for example, wd:ProcessMind_Onboarding_Event_Log. Save the report.
Retrieve the RaaS URL: View the report and select the Web Service > View URLs option. Copy the JSON or CSV URL. This URL will be used by the external system to pull the data.
Share and Secure: Ensure the report is shared with an Integration System User that has the necessary security permissions to run the report and access the underlying data domains.

Configuration

Report Type: Advanced. This type is required to enable web service access (RaaS).
Data Source: Business Process Transactions. This is the core data source that contains event-level details, including step names, completion timestamps, and status, which are essential for process mining.
Primary Business Object: Business Process Transactions. This ensures the report is built around the events themselves.
Data Filters: It is crucial to filter by Business Process Type to include only relevant processes like 'Hire' and 'Onboarding'. A filter on Transaction Status equal to 'Successfully Completed' or 'Canceled' is necessary to get definitive events. A date filter on the Completed Date/Time field is recommended for incremental data loads and to manage performance; a typical range for initial analysis is 3-6 months.
Calculated Fields: Heavy use of 'Evaluate Expression' and 'Lookup Related Value' calculated fields is required to transform Workday's granular business process steps into a standardized event log with consistent Activity Names and a unique Case ID.
Web Service Enablement: The 'Enable as Web Service' option on the 'Advanced' tab must be checked. The report output format should be set to JSON or CSV for compatibility with external systems.
Permissions: The user running the report or the Integration System User accessing the RaaS URL needs security group permissions to the following domains: 'Business Process Transactions', 'Worker Data', and any other domains containing the required attributes.

a Sample Query config

/*
This is a conceptual representation of the Workday Custom Report configuration.
It is built using the Workday Report Writer UI, not a scriptable language.

**Report Name:** ProcessMind_Onboarding_Event_Log
**Report Type:** Advanced
**Data Source:** Business Process Transactions
*/

// 1. **Data Source Filter Configuration**
// Apply these filters in the 'Filter' tab of the report definition.
FILTER ON BusinessProcess.ProcessType IN ('Hire', 'Onboarding', 'Rescind Business Process')
AND BusinessProcess.TransactionStatus IN ('Successfully Completed', 'Canceled')
AND BusinessProcess.CompletedDateTime BETWEEN [Start Date Prompt] AND [End Date Prompt]

// 2. **Column and Calculated Field Configuration**
// These are configured in the 'Columns' tab. Many require creating 'Calculated Fields'.

{
  // **Required Attributes**
  "OnboardingCase": "Calculated Field (Lookup Related Value): Lookup Employee ID from Business Process -> Worker. Fallback to Candidate ID.",
  "ActivityName": "Calculated Field (Evaluate Expression): See logic below.",
  "EventTime": "Field: Business Process Transaction -> Completed Date/Time",
  "SourceSystem": "Calculated Field (Text Constant): 'Workday Onboarding'",
  "LastDataUpdate": "Calculated Field (Current Moment)",

  // **Recommended Attributes**
  "EmployeeId": "Calculated Field (Lookup Related Value): Lookup Employee ID from Business Process -> Worker",
  "HiringManager": "Calculated Field (Lookup Related Value): Lookup Hiring Manager from Business Process -> Worker",
  "Department": "Calculated Field (Lookup Related Value): Lookup Supervisory Organization from Business Process -> Worker",
  "OnboardingStatus": "Calculated Field (Evaluate Expression): Based on the overall status of the 'Onboarding' business process for the worker.",
  "OfficialStartDate": "Calculated Field (Lookup Related Value): Lookup Hire Date from Business Process -> Worker",
  "ComplianceDueDate": "Calculated Field (Lookup Related Value): Lookup Due Date from specific 'To Do' steps like compliance documents.",
  "SystemInitiatingActivity": "Field: Business Process Transaction -> Initiating Person"
}

// 3. **Logic for 'ActivityName' Calculated Field (Evaluate Expression)**
// This logic maps specific business process events to standardized activity names.
CASE
  WHEN BusinessProcess.ProcessType = 'Hire' AND BusinessProcess.Step CONTAINS 'Offer' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Offer Accepted'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Background Check' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Background Check Initiated'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Background Check Results Received' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Background Check Completed'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Complete Onboarding Paperwork' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Pre-Employment Paperwork Sent'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Review Documents' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Pre-Employment Paperwork Completed'
  WHEN BusinessProcess.ProcessType = 'Hire' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'HR Profile Created'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Request Account Provisioning' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'IT Account Provisioning Initiated'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Request Equipment' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Equipment Ordered'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Confirm Account Provisioning' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'IT Account Provisioning Completed'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Confirm Equipment Delivery' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Equipment Delivered'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'First Day' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Employee Started'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Assign Learning' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Mandatory Training Assigned'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS 'Complete Mandatory Training' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Mandatory Training Completed'
  WHEN BusinessProcess.ProcessType = 'Onboarding' AND BusinessProcess.Step CONTAINS '30 Day Check-in' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN '30-Day Check-in Performed'
  WHEN BusinessProcess.ProcessType = 'Rescind Business Process' AND BusinessProcess.TransactionStatus = 'Successfully Completed' THEN 'Onboarding Canceled'
  ELSE NULL // Exclude rows that don't match a required activity
END

Steps

Prerequisites: Configure Workday Access
- Ensure you have a Workday Integration System User (ISU) with a username and password.
- Assign the ISU to a security group with permissions for the required domains. This typically includes 'Worker Data: Public Worker Reports', 'Business Process Transactions', 'Onboarding', and 'Worker Data: Staffing'.
- Identify your Workday tenant name and the appropriate REST API endpoint URL (e.g., https://{wd-host-name}.workday.com/ccx/api/v1/{tenant-name}).
Set Up Python Environment
- Install Python 3.x on your system.
- Install the necessary libraries using pip: pip install requests pandas.
- Create a new Python script file, for example, extract_onboarding.py.
Configure the Script
- Open the script and fill in the placeholder variables at the top with your Workday API endpoint, tenant, ISU credentials, and the desired date range for the extraction.
Fetch Onboarding Cases
- The script first calls the Get_Workers REST API endpoint. It filters for workers hired within the specified date range. This initial list of workers represents the onboarding cases to be analyzed.
Retrieve Business Process History
- For each worker identified, the script makes a subsequent API call to retrieve the details of their 'Hire' business process. This history contains all the individual steps, approvals, and their completion timestamps, which form the core of the event log.
Map Workday Steps to Activities
- The script parses the business process history for each worker. It uses a predefined mapping to translate Workday-specific step names (e.g., 'Complete Offer', 'Background Check', 'Complete Onboarding Tasks') into the standardized Activity Names required for the event log (e.g., 'Offer Accepted', 'Background Check Initiated', 'Pre-Employment Paperwork Completed').
Handle Non-Step Events
- Certain activities are not direct business process steps. The script handles these specifically:
  - 'Employee Started' is derived from the worker's Hire_Date field.
  - 'Onboarding Canceled' is identified by checking if the overall status of the Hire business process is 'Rescinded' or 'Canceled'.
  - 'HR Profile Created' is mapped from the final completion event of the entire Hire business process.
Structure and Consolidate Data
- As events are parsed, they are stored in a structured format. After processing all workers, the script uses the pandas library to consolidate all individual events into a single, unified DataFrame.
Populate Attributes
- The script populates all required and recommended attributes for each event. OnboardingCase is mapped from the business process instance ID. Worker-specific attributes like EmployeeId, HiringManager, and Department are extracted from the worker data retrieved in the initial API call.
Finalize and Export
- The script adds static columns like SourceSystem ('Workday Onboarding') and LastDataUpdate (the current timestamp).
- Finally, it exports the completed DataFrame to a CSV file named workday_onboarding_event_log.csv. This file is formatted and ready for upload to ProcessMind.

Configuration

Workday API Credentials: A valid Integration System User (ISU) username and password are required for authentication.
API Endpoint and Tenant: You must provide the correct REST API endpoint for your Workday instance, including your specific tenant name.
Security Permissions: The ISU's security group must have view permissions on domains such as 'Business Process Transactions', 'Worker Data: Staffing', 'Worker Data: Personal Data', and 'Onboarding'. Insufficient permissions will result in incomplete data.
Date Range (START_DATE, END_DATE): It is critical to define a date range to limit the data pull. For initial analysis, a range of 3-6 months is recommended to ensure manageable data volume and prevent API timeouts.
Business Process Step Names: The script contains a mapping of common Workday step labels to standardized activity names. This mapping may need to be customized to match your organization's specific Workday business process configuration.
API Versioning: While the script does not explicitly set an API version, Workday APIs are versioned. Ensure your endpoint URL corresponds to a current and supported version for stable results.

a Sample Query python

import requests
import pandas as pd
from datetime import datetime, timezone
import xml.etree.ElementTree as ET
import json

class=class="hl-string">"hl-comment"># --- Configuration Settings --- #
class=class="hl-string">"hl-comment"># Replace with your Workday tenant, credentials, and API endpoint
WORKDAY_TENANT = class="hl-string">'[Your_Workday_Tenant]'
WORKDAY_USERNAME = class="hl-string">'[Your_Integration_System_User]'
WORKDAY_PASSWORD = class="hl-string">'[Your_Integration_System_Password]'
WORKDAY_API_ENDPOINT = fclass="hl-string">'https://wd2-impl-services1.workday.com/ccx/api/v1/{WORKDAY_TENANT}'

class=class="hl-string">"hl-comment"># Define the date range for hires to extract
START_DATE = class="hl-string">'2023-01-01T00:00:00Z'
END_DATE = class="hl-string">'2023-12-31T23:59:59Z'

class=class="hl-string">"hl-comment"># Mapping of Workday business process steps to standardized activity names
class=class="hl-string">"hl-comment"># CRITICAL: These keys may need to be adjusted to match your specific Workday configuration
STEP_TO_ACTIVITY_MAPPING = {
    class="hl-string">'Offer': class="hl-string">'Offer Accepted',
    class="hl-string">'Background Check': class="hl-string">'Background Check Initiated',
    class="hl-string">'Review Background Check': class="hl-string">'Background Check Completed',
    class="hl-string">'Onboarding Setup': class="hl-string">'Pre-Employment Paperwork Sent',
    class="hl-string">'Complete Form I-9': class="hl-string">'Pre-Employment Paperwork Completed',
    class="hl-string">'Complete Federal and State Withholding': class="hl-string">'Pre-Employment Paperwork Completed',
    class="hl-string">'Propose Compensation Hire': class="hl-string">'HR Profile Created', class=class="hl-string">"hl-comment"># Often the final step
    class="hl-string">'Create User Account': class="hl-string">'IT Account Provisioning Initiated',
    class="hl-string">'Order Equipment': class="hl-string">'Equipment Ordered',
    class="hl-string">'Review New Hire Equipment': class="hl-string">'Equipment Delivered',
    class="hl-string">'Assign Learning': class="hl-string">'Mandatory Training Assigned',
    class="hl-string">'Complete All Onboarding Questionnaires': class="hl-string">'Mandatory Training Completed',
    class="hl-string">'Manager Check-in: 30 Day': class="hl-string">'30-Day Check-in Performed'
}

def fetch_workday_data(url, params={}):
    class="hl-string">"""Generic function to fetch data from Workday REST API."""
    try:
        response = requests.get(url, auth=(WORKDAY_USERNAME, WORKDAY_PASSWORD), params=params, headers={class="hl-string">'Accept': class="hl-string">'application/json'})
        response.raise_for_status()
        return response.json()
    except requests.exceptions.HTTPError as e:
        print(fclass="hl-string">"HTTP Error fetching {url}: {e}")
        print(fclass="hl-string">"Response body: {e.response.text}")
    except requests.exceptions.RequestException as e:
        print(fclass="hl-string">"Request Error fetching {url}: {e}")
    return None

def main():
    class="hl-string">"""Main function to orchestrate the extraction process."""
    print(class="hl-string">"Starting Workday onboarding data extraction...")
    
    class=class="hl-string">"hl-comment"># 1. Fetch workers hired within the date range
    workers_url = fclass="hl-string">'{WORKDAY_API_ENDPOINT}/workers'
    workers_params = {class="hl-string">'hireDate': fclass="hl-string">'gt:{START_DATE},lt:{END_DATE}', class="hl-string">'limit': 100} class=class="hl-string">"hl-comment"># Use paging for >100
    workers_response = fetch_workday_data(workers_url, workers_params)
    
    if not workers_response or class="hl-string">'data' not in workers_response:
        print(class="hl-string">"Failed to fetch workers or no workers found in date range.")
        return

    all_events = []
    last_data_update = datetime.now(timezone.utc).isoformat()

    class=class="hl-string">"hl-comment"># 2. For each worker, fetch their hire business process history
    for worker in workers_response[class="hl-string">'data']:
        employee_id = worker.get(class="hl-string">'id', class="hl-string">'')
        print(fclass="hl-string">"Processing worker: {employee_id}")
        
        class=class="hl-string">"hl-comment"># Find the Hire business process instance
        processes_url = fclass="hl-string">'{WORKDAY_API_ENDPOINT}/workers/{employee_id}/businessProcesses'
        processes_response = fetch_workday_data(processes_url)
        
        if not processes_response or class="hl-string">'data' not in processes_response:
            continue

        hire_process_id = None
        for process in processes_response[class="hl-string">'data']:
            if process.get(class="hl-string">'businessProcess', {}).get(class="hl-string">'descriptor', class="hl-string">'').startswith(class="hl-string">'Hire'):
                hire_process_id = process.get(class="hl-string">'id')
                break

        if not hire_process_id:
            continue

        class=class="hl-string">"hl-comment"># 3. Fetch details and events for the Hire process
        process_details_url = fclass="hl-string">'{WORKDAY_API_ENDPOINT}/values/businessProcessInstances/{hire_process_id}'
        process_details = fetch_workday_data(process_details_url)

        if not process_details:
            continue

        class=class="hl-string">"hl-comment"># Extract common attributes
        onboarding_case_id = hire_process_id
        hire_date = worker.get(class="hl-string">'hireDate', class="hl-string">'')
        hiring_manager = worker.get(class="hl-string">'manager', {}).get(class="hl-string">'descriptor', class="hl-string">'[Not Available]')
        department = worker.get(class="hl-string">'supervisoryOrganization', {}).get(class="hl-string">'descriptor', class="hl-string">'[Not Available]')
        process_status = process_details.get(class="hl-string">'status', {}).get(class="hl-string">'descriptor', class="hl-string">'')

        base_event = {
            class="hl-string">'OnboardingCase': onboarding_case_id,
            class="hl-string">'EmployeeId': employee_id,
            class="hl-string">'HiringManager': hiring_manager,
            class="hl-string">'Department': department,
            class="hl-string">'OfficialStartDate': hire_date,
            class="hl-string">'SourceSystem': class="hl-string">'Workday Onboarding',
            class="hl-string">'LastDataUpdate': last_data_update,
            class="hl-string">'SystemInitiatingActivity': class="hl-string">'Workday',
            class="hl-string">'ComplianceDueDate': None class=class="hl-string">"hl-comment"># Placeholder, needs specific logic if available
        }

        class=class="hl-string">"hl-comment"># Handle canceled onboarding
        if process_status in [class="hl-string">'Canceled', class="hl-string">'Rescinded']:
            event = base_event.copy()
            event[class="hl-string">'ActivityName'] = class="hl-string">'Onboarding Canceled'
            event[class="hl-string">'EventTime'] = process_details.get(class="hl-string">'lastUpdated', class="hl-string">'')
            event[class="hl-string">'OnboardingStatus'] = class="hl-string">'Canceled'
            all_events.append(event)
            continue class=class="hl-string">"hl-comment"># Stop processing other events for this canceled case
        
        class=class="hl-string">"hl-comment"># Add class="hl-string">'Employee Started' event based on hire date
        if hire_date:
            event = base_event.copy()
            event[class="hl-string">'ActivityName'] = class="hl-string">'Employee Started'
            event[class="hl-string">'EventTime'] = fclass="hl-string">"{hire_date}T09:00:00Z" class=class="hl-string">"hl-comment"># Assume start of day
            event[class="hl-string">'OnboardingStatus'] = class="hl-string">'In Progress'
            all_events.append(event)

        class=class="hl-string">"hl-comment"># Process all steps in the business process
        steps = process_details.get(class="hl-string">'steps', [])
        for step in steps:
            step_name = step.get(class="hl-string">'name', class="hl-string">'')
            completion_time = step.get(class="hl-string">'completed', class="hl-string">'')
            
            if step_name in STEP_TO_ACTIVITY_MAPPING and completion_time:
                activity_name = STEP_TO_ACTIVITY_MAPPING[step_name]
                
                class=class="hl-string">"hl-comment"># Handle activities that can occur multiple times, like paperwork
                if activity_name == class="hl-string">'Pre-Employment Paperwork Completed':
                    class=class="hl-string">"hl-comment"># Check if a similar event already exists to avoid duplicates from multiple forms
                    if any(e[class="hl-string">'ActivityName'] == activity_name and e[class="hl-string">'OnboardingCase'] == onboarding_case_id for e in all_events):
                        continue

                event = base_event.copy()
                event[class="hl-string">'ActivityName'] = activity_name
                event[class="hl-string">'EventTime'] = completion_time
                event[class="hl-string">'OnboardingStatus'] = class="hl-string">'In Progress'
                all_events.append(event)
                
                class=class="hl-string">"hl-comment"># Special case for IT Provisioning Completed
                if activity_name == class="hl-string">'IT Account Provisioning Initiated':
                    class=class="hl-string">"hl-comment"># Assume completion happens after a delay, or find a specific step if it exists
                    event_completed = event.copy()
                    event_completed[class="hl-string">'ActivityName'] = class="hl-string">'IT Account Provisioning Completed'
                    class=class="hl-string">"hl-comment"># This is a placeholder; real completion time should be from a specific step
                    event_completed[class="hl-string">'EventTime'] = completion_time 
                    all_events.append(event_completed)

    class=class="hl-string">"hl-comment"># 4. Create DataFrame and export to CSV
    if not all_events:
        print(class="hl-string">"No events were generated.")
        return

    df = pd.DataFrame(all_events)
    
    class=class="hl-string">"hl-comment"># Reorder columns for clarity
    column_order = [
        class="hl-string">'OnboardingCase', class="hl-string">'ActivityName', class="hl-string">'EventTime', class="hl-string">'SourceSystem', class="hl-string">'LastDataUpdate',
        class="hl-string">'EmployeeId', class="hl-string">'HiringManager', class="hl-string">'Department', class="hl-string">'OnboardingStatus', 
        class="hl-string">'OfficialStartDate', class="hl-string">'ComplianceDueDate', class="hl-string">'SystemInitiatingActivity'
    ]
    df = df[column_order]

    df.to_csv(class="hl-string">'workday_onboarding_event_log.csv', index=False)
    print(fclass="hl-string">"Successfully extracted {len(df)} events to workday_onboarding_event_log.csv")

if __name__ == class="hl-string">'__main__':
    main()

Your Employee Onboarding Data Template

Your Employee Onboarding Data Template

Employee Onboarding Attributes

Employee Onboarding Activities

Extraction Guides

Workday RaaS for Employee Onboarding Process Data

Steps

Configuration

a Sample Query config

Python Script using Workday Human Capital Management API

Steps

Configuration

a Sample Query python

Ready to Get Started?

Transform Employee Onboarding, Get Started Free Today

Your Employee Onboarding Data Template

Your Employee Onboarding Data Template

Employee Onboarding Attributes

Employee Onboarding Activities

Extraction Guides

Workday RaaS for Employee Onboarding Process Data

Steps

Configuration

a Sample Query config

Python Script using Workday Human Capital Management API

Steps

Configuration

a Sample Query python

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Ready to Get Started?

Transform Employee Onboarding, Get Started Free Today