UHR Workday Tip of the Month - Inbox Task Routing & Reassignment in Workday

Workday inbox tasks may be routed to multiple users simultaneously. If you receive a task and believe you are not responsible, do not cancel or reassign it without proper review—this can disrupt processes and cause delays.

Reassignment Best Practices

• Avoid using reassignment as a permanent solution; update access and roles instead
• Reassign only to users with appropriate security permissions
• Always include a clear reason for reassignment

Avoid Frequent Reassignment Chains

• Multiple reassignments create audit complexity
• Frequent changes can delay processes
• Identify the correct owner upfront
• Use delegation for recurring coverage needs

Use Delegation for Planned Absences

• Set up Workday delegation for time off
• Tasks are automatically routed during the specified timeframe
• Improves efficiency and consistency

Respect Approval Authority

• Do not reassign compliance-sensitive approvals without proper alignment
• Ensure reassigned users have authority and accountability

Examples:

• I-9 tasks
• Terminations
• Compensation changes

Monitor Deadlines

• Reassignment does not pause deadlines
• Ensure the new assignee understands urgency and timing requirements

Common Uses

• Manager out of office coverage
• Workload redistribution during peak periods
• Temporary role or interim coverage

What Not to Do

• Do not reassign to merely hasten completion. Ask yourself, can you contact the next person responsible to go into Workday instead of asking for central offices to intervene? Is this really an emergency?
• Do not bypass approval hierarchy
• Do not reassign without explanation
• Do not rely on reassignment for recurring processes
• Do not assign tasks to users without proper access