Understanding "My Tasks" and "Notifications" in Workday

Steps

Viewing My Tasks

"Tasks" are items that require action from you. You must take an action—such as approve, submit, or send back—to clear a task alert. 

• Tasks are found in the My Tasks menu. A number indicating pending tasks is shown on the My Tasks icon, located at the top right corner of the Workday home screen. When you log into Workday, your latest tasks will also display prominently on home screen on the "Awaiting Your Action" card.

• To review the details of a task, click on the "My Tasks icon" or the "Go To My Tasks" link on your homepage. This will open the My Tasks menu.

• Items that appear here require your review, approval, or other action. For tasks that require your approval, you will see options at the bottom of the page such as "Submit,' "send Back," "Add Approvers," "Save for Later," or "Cancel." The options will vary depending on the specific task. Review the task to see if it requires you to add any information or if you need to change something. When you are ready to approve the task, click Submit or Approve. 

• Note: "Approving" an action is like putting your signature on it. 
• Note: Some tasks that you have submitted may be returned to you if other approvers are missing information or if something needs to be corrected.

• Click the gear icon (⚙️) above the task to access additional actions (e.g., Skip This Task; Reassign, etc.).
• Tasks that you have completed in last 90 days will appear in the Archive section of the My Tasks menu.
  • To view Tasks more than 90 old, use the Workday search bar to run the report called "View more processes"
• You can collapse the My Tasks Navigation panel to maximize screen space by clicking the collapse button at the top of the sidebar.

Search and Filters for My Tasks

You can Search task titles and use Filters to find and respond to tasks more efficiently. This is especially helpful for managers who receive many task notifications each day.

• Use the Search box in the My Tasks menu to find specific tasks.
• Advanced Search allows you to search using additional Parameters and Date Range information.

• The Filters button, in the left sidebar, allows you to to view tasks using the following task categories:
  • Manage Filters – Create your own personal filters
  • Favorites – When you click the star icon in the upper right of any task, it will be added to your Favorites
  • Overdue – Lists overdue tasks requiring your attention
  • Delegated to Me – Lists tasks that have been delegated to you by another person

Notifications

Notifications provide information about a business process or other process that you should be aware of, but these alerts may not require your action. For example, when a business process has been successfully completed and no further action is needed, you would receive a Notification that the process is complete, rather than an alert in My Tasks. 

• To access your notifications, click the Notification icon (🔔) at the top right corner. The number that appears on the bell icon represents the number of notifications currently awaiting you.

• This will open the notifications menu. Click any item in the the list that appears on the left-hand sidebar to explore each notification. 
  • Note: Notifications are not automatically marked as read when you open them. When you finish reviewing a notification, click on the small blue circle to the right of each item to manually mark it as read

• To exclude notifications you have already marked as read from view, select "Unread" in the dropdown menu of the "Viewing" filter

• Items will automatically be removed from the Notifcations menu after 30 days.