Purpose
This job aid explains how to use the My Tasks section in Workday to view, manage, sort, and complete tasks, approvals, and to-dos assigned to you as part of your organization’s business processes. It also details how to handle delegations when you need someone else to act on your behalf.
When to Use
Use this process when you need to:
- Review items requiring your action in Workday
- Sort or filter tasks to prioritize your workload
- Search for previous workflow actions or archived items
- Mark tasks as favorites for quick access
- Delegate your tasks when you will be away and unable to complete actions
Steps
From the Workday Homepage
View My Task
Step 1: Access My Tasks: On the homepage, select the Inbox icon in the upper-right corner.
Step 2: Select the All Items tab to view your assigned business process tasks, approvals, and to-dos.
Step 3: Choose the Saved Searches tab to access any advanced searches you previously created.
Step 4: Select the Filters tab to view grouped tasks such as Overdue, Absence/Time, or Expense Report Approvals.
Step 5: Use the Archive tab to view completed workflow actions.
If applicable, the Bulk Approve and Manage Delegations actions will also be available in your My Tasks section.
My Tasks Features
My Tasks features allow you to quickly organize, sort, and manage all of your Workday tasks, approvals, and to-dos so you can stay on top of required actions.
Step 1: Collapse or expand the navigation panel to adjust screen space while working.
Step 2: Use Sort By to organize tasks by:
- Newest on Top
- Oldest on Top
- Due Soonest on Top
Step 3: From the Display Options, select your display density:
- Simple – Minimal information
- Detailed – Provides additional information to identify which tasks need your attention.
Step 4: Select the Star icon to mark an item as a favorite. Favorited tasks appear under the Favorites filter.
Step 5: Use the Search bar in the All Items or Archive tabs to quickly locate specific tasks.
Delegate Your My Tasks
Workday allows you to delegate your tasks to another user when you are unavailable.
Step 1: From My Tasks, select Manage Delegations.
Step 2: On the Current Delegations tab, select Manage Delegations.
Step 3: Enter a Begin Date and End Date for the delegation.Step 4: In the Delegate field, choose the user who will act on your behalf.
Note: If you are only delegating Inbox tasks, leave the Start On My Behalf field blank. This option is for delegating the initiation of business processes.
Step 5: In Do My Tasks On My Behalf field, choose whether to delegate:
- All business processes
- Specific business processes
- None of the above
Step 6: Select Retain Access to Delegated Tasks within My Tasks if you want to continue viewing and modifying actions while the delegation is active.
Step 7: Select Submit. Additional approvals may be required based on your organization’s security settings.
Note: To view which business processes can be delegated, open My Delegations and select the Business Processes Allowed for Delegation tab.