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Configure Workday AI as a governed security principal, not as an unrestricted chatbot. Confirm the tenant’s entitlement, give each agent a documented identity and owner, assign only the domain and business-process permissions it needs, keep runtime queries in the represented user’s security context, require human decisions for consequential actions, and review the agent audit trail. The exact groups, policy values, workflow routes, and available features are tenant-specific, so validate every setting in the customer tenant before enabling production use.
What you are configuring
Workday’s AI controls span four connected layers:
- Tenant and entitlement: whether the organization’s agreement and product subscription make the AI administrator setup available.
- Agent identity and authorization: the identity, owner, purpose, security groups, domain security policies, and business-process policies that determine what an agent can read or do.
- Runtime data access: the user context, Agent Gateway checks, and Agent System of Record registration applied when the agent calls a tool.
- Decision governance and evidence: approval rules, exception handling, human override, monitoring, and audit records.
These layers are related but not interchangeable. A valid subscription does not grant data access, a security group does not define a human approval policy, and an audit report does not replace least-privilege design. Treat the configuration as an operating control system with an owner, test cases, and a change record.
1. Confirm tenant and subscription prerequisites
Start with the tenant rather than with an agent prompt. Workday’s AI administrator setup documentation says availability can depend on the organization’s subscription service agreement and product entitlements. The documentation distinguishes UMSA and MSA arrangements and identifies product-specific requirements. A setup task can be completed once per tenant, so a missing task may indicate an entitlement or agreement issue rather than a permissions mistake.
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Verify entitlement before changing security
- Check the organization’s current agreement and the AI feature entitlement in Workday Community or the customer’s contract records.
- Sign in to the tenant with an administrator account and look for the documented AI administrator setup task.
- Record whether the task is available, who completed it, and the date. Do not assume that a task visible in a sandbox is enabled in production.
- List the specific AI features and agent capabilities included for this tenant. Feature names and prerequisites can change as Workday updates the product.
- If the task is unavailable or incomplete, resolve the subscription or tenant prerequisite first. Do not compensate by granting broad security access.
Use the setup task’s current labels as the source of truth. Public documentation cannot determine an individual customer’s agreement, feature entitlement, or tenant status.
2. Establish an agent identity, owner, and purpose
Every agent should be identifiable before it receives a permission. Workday’s Agent Security material describes distinct agent identities and least-privilege control. The Agent System of Record is where an agent’s definition and configuration are managed. Workday’s governance guidance also calls for a clear identity, purpose, and owner.
Create an agent record
Maintain an inventory entry for each agent with at least these fields:
- Stable name and identifier: use a name that distinguishes the agent from a human user and from similarly named test agents.
- Business purpose: describe the problem the agent solves in one sentence, such as answering a manager’s policy question or preparing a draft personnel action.
- Owner: identify the accountable business owner and the technical or security administrator who can change the configuration.
- Represented user: state whose permissions the agent uses at runtime and how that user is selected.
- Permitted tasks: enumerate allowed reads, reports, business-process steps, integrations, and write actions.
- Prohibited tasks: list data classes and actions that must remain unavailable.
- Risk tier: classify the use case according to the sensitivity of the data and the consequences of an incorrect action.
- Approval rule: identify actions that may proceed automatically and actions that always require a human decision.
- Review date: set a recurring review and a review trigger for changes to the model, feature, data scope, users, or workflow.
Do not use a shared administrator identity as a shortcut for agent access. A named identity makes ownership, revocation, audit interpretation, and incident response possible.
Separate read authority from action authority
Document read and write capabilities separately. An agent may need to retrieve a worker’s organizational information while having no authority to submit a compensation change, launch a termination process, or alter a security policy. If a task requires both, grant the minimum read fields and the minimum action step independently, then put a human checkpoint between preparation and execution where the outcome is consequential.
3. Grant least-privilege Workday authorization
Workday’s administrator guide states that agent permissions rely on domain and business-process security policies and security groups. The agent model does not bypass ordinary Workday authorization. A permission design is therefore a tenant security design: the agent must be assigned to the appropriate groups, and those groups must be authorized for the required secured items.
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Inspect the existing policy model
- List every report, task, data source, integration, and business-process step the agent needs.
- For each item, identify the governing domain security policy and, where applicable, the business-process security policy.
- Find the security groups that currently authorize the same work for an appropriately scoped human role.
- Determine whether an agent-specific group is needed or whether an existing group can be safely extended without exposing unrelated data.
- Check agent-related security domains, report and task permissions, and integration permissions shown in the tenant’s current administrator interface.
- Record the reason for each permission and the data scope it exposes. “Needed by AI” is not a sufficient justification.
Exact group composition cannot be inferred from public Workday material. It varies with the tenant’s organization structure, staffing model, custom domains, and use case. Never copy a group membership list from another tenant without re-evaluating every secured item.
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Workday’s AI administrator task presents domain security policies and security groups for configuration. Work through the displayed grids rather than assuming that every tenant has the same rows or defaults.
- Open the AI administrator setup task using an account authorized to manage the relevant security.
- Review each displayed domain and group entry. Resolve incomplete grids and unexplained inherited access before proceeding.
- Apply only the policy and group changes required by the agent inventory. Keep data access and action authority understandable as separate decisions.
- Review the pending changes with the security owner and the business owner. Verify that no unrelated role or population is affected.
- Activate the changes only after review. Activation requires permission on the Security Activation domain.
- Capture the activation date, approver, affected policies, and rollback plan in the change record.
Activation is a security event, not a routine save. If the tenant shows pending changes but the activation option is unavailable, obtain the appropriate Security Activation authority rather than adding broader administrator access.
Use a permission matrix
| Capability | Questions to answer | Least-privilege decision |
|---|---|---|
| Read worker data | Which fields, populations, organizations, and effective dates are required? | Allow only the domains, reports, and filters needed for the stated task. |
| Run reports or tasks | Does the agent need a report definition, a task launch, or both? | Authorize the specific report or task and remove unrelated report and task access. |
| Start a business process | Which initiating step is required, and what validations follow? | Permit only the initiating action; keep approval and completion steps restricted unless explicitly justified. |
| Change data | What record, field, population, and effective date can change? | Use the narrowest business-process and domain policy combination, with a human approval rule for consequential changes. |
| Use an integration | Which endpoint, operation, and data direction are required? | Limit integration permission to the named operation and avoid broad service access. |
4. Scope runtime data to the represented user
Workday says Agent-Ready Tools for Data use a gateway and that queries follow the same security and permissions that apply to the person the agent acts for. The Agent Gateway checks tool calls against authorization, rate limits, and business rules. The Agent System of Record registers agent identities, skills, and activity.
Understand delegated access
In the normal represented-user model, the agent does not receive a universal view of employee data. A query is evaluated in the context of the user for whom the agent is acting. A manager’s query may therefore return a different population from an HR partner’s query, even when both invoke the same tool. This is why testing with an administrator account alone is unsafe: it can conceal the restrictions that ordinary users will experience and can make an over-broad configuration appear successful.
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- Select representative personas, such as an employee, a people manager, an HR partner, and a security administrator, only where those roles are relevant to the use case.
- For each persona, test an allowed record, a record outside the person’s population, a restricted field, and an action the agent must not perform.
- Repeat tests across organizational boundaries, supervisory relationships, and effective dates that matter to the process.
- Confirm that denied data is actually denied and not merely omitted from the user interface.
- Inspect the tool-call and audit evidence to verify which user context was applied.
Do not infer that a prompt-level instruction such as “show only my team” is a security control. The authorization decision must come from Workday security and the runtime gateway, not from wording supplied to the model.
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Delegated user versus separately configured identity
| Access pattern | Use when | Primary control question |
|---|---|---|
| Represented-user or delegated access | The agent should see and act on what the requesting user is authorized to see and do. | Does every tool call inherit the correct user context and produce the expected result for each role? |
| Separately configured service or integration identity | A narrowly defined background operation genuinely cannot be tied to an interactive user. | Is the identity independently approved, restricted to exact operations, and monitored as a high-impact principal? |
The available options depend on the feature and tenant. If a service identity is used, document why delegated access is insufficient and apply an even tighter scope, because the identity may not inherit the requesting user’s natural restrictions.
5. Define human approval, review, escalation, and override
Workday’s Responsible AI practices state that AI outputs are intended to support, not replace, consequential human decisions. The stated practice is that humans remain final decision-makers for critical decisions, whether outcomes are accepted or adjusted. Translate that principle into explicit workflow rules; it is not a universal default that automatically inserts an approval step into every tenant.
Classify actions by consequence
| Action class | Typical treatment | Required control |
|---|---|---|
| Low-impact information retrieval | Answering a policy question or locating a permitted record. | Enforce user-context security and retain activity evidence. |
| Reversible preparation | Drafting a message, assembling a report, or preparing proposed field values. | Show the source data and proposed changes; require a human to submit if the result affects a record or person. |
| Operational action with limited impact | Starting a routine process that has a clear correction path. | Use a named approver or review queue, with an exception route. |
| Consequential or difficult-to-reverse decision | Actions affecting pay, employment status, access, legal rights, or similarly sensitive outcomes. | Require a qualified human decision-maker, an explanation of the proposed action, and an explicit approve, reject, or modify decision. |
Write the decision rules
For every action-taking capability, document:
- What the agent may propose, prepare, or execute.
- What event pauses the flow for human review.
- Which role is qualified to approve, and whether separation of duties is required.
- What evidence the reviewer sees, including source records, assumptions, confidence or uncertainty indicators where available, and the exact proposed change.
- How the reviewer rejects, edits, or sends the case back for more information.
- How a person stops or overrides the agent while a process is pending.
- What happens when the reviewer does not respond, the data is inconsistent, or a policy check fails.
Use alternative procedures such as human review when automation is unsuitable. An escalation should route to a named queue or role, not to an unmonitored mailbox or to the same agent that produced the proposal.
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Keep approval separate from execution
Where the platform and process allow it, have the agent prepare a proposal and let a human submit or approve the business process. Avoid giving the same agent unrestricted authority to generate, approve, and finalize a consequential transaction. If a fully automatic path is justified for a low-risk action, record the risk rationale and the conditions that would suspend automation.
6. Audit what the agent did
Workday’s Agent Security guide identifies the View AI Agent User Audit Trail report. It distinguishes actions performed “By User” from actions performed “On Behalf Of User,” which is essential when interpreting delegated activity.
Make the audit trail operational
- Grant the audit-view permission only to the security, compliance, or operations roles that need it.
- Schedule a recurring review appropriate to the use-case risk; high-impact agents need more frequent review than informational agents.
- For each sampled event, verify the represented user, agent identity, authority used, tool or task invoked, data or record affected, approval decision, and timestamp.
- Investigate denied calls, repeated retries, unusual volume, activity outside expected hours, and actions that bypass the normal approval route.
- Retain the review result, investigation owner, corrective action, and closure date according to the organization’s retention policy.
Audit review should answer five questions: who requested the action, which agent handled it, whose authority was used, what happened, and which human approved or overrode it. If one of those elements is missing, improve the configuration or the surrounding process rather than treating the record as self-explanatory.
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7. Validate before production
Use a controlled test plan that covers both successful and prohibited behavior. Test in a non-production tenant when possible, then repeat the critical cases after production activation because tenant data, groups, and policy customizations can differ.
Minimum validation matrix
| Test | Expected result | Failure interpretation |
|---|---|---|
| Authorized user asks for an allowed record | The agent returns only data available to that user and task. | Missing data may indicate an incomplete policy; extra data indicates over-broad access. |
| User asks for a restricted record or field | The request is denied or safely limited by Workday authorization. | Prompt wording is masking a security defect if restricted data is returned. |
| Agent attempts an unapproved write | The action is blocked or routed to the defined approval path. | The action policy, business-process security, or approval design is incomplete. |
| Human rejects a proposal | No unintended transaction is completed, and the rejection is recorded. | Execution is not properly separated from approval. |
| Agent exceeds a runtime rule | The gateway blocks or limits the call according to policy. | Investigate gateway configuration, tool registration, and error handling. |
| Agent identity is removed from a group | Subsequent calls lose the associated authority. | Stale tokens, cached permissions, or another identity may still be active. |
| Audit report is reviewed | By User and On Behalf Of User activity can be distinguished. | Missing context prevents reliable accountability. |
Record evidence
For each test, save the persona, tenant, date, request, expected result, observed result, relevant policy or group, approval outcome, and audit reference. Include negative tests; a test suite that proves only that the agent can succeed cannot demonstrate least privilege.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.8. Account for token and session behavior
Workday’s current Agent Security setup guide documents product-specific token lifetimes: first-party Authorization Code grant tokens are valid for up to 60 minutes, while third-party agent tokens are valid for 4 hours. The guide says third-party expiry is not currently customizable. These are implementation details that can change, so verify the current guide and the tenant’s behavior before relying on them in an incident or revocation procedure.
Token lifetime is not a substitute for authorization. A short-lived token does not make a broad group safe, and revoking a group does not necessarily explain the behavior of a token already issued. Include token issuance, expiration, refresh, revocation, and cache behavior in security testing. When rapidly removing access, disable the agent or integration according to the tenant’s emergency procedure, remove the relevant group or policy permission, and confirm with a fresh denied-call test.
9. Monitor, reassess, and change safely
Responsible AI guidance from Workday describes risk assessment, transparency, human oversight, fairness and efficacy testing, scheduled monitoring, traceability, and change management. Apply the level of governance to the risk and context of the use case.
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Review triggers
- The agent gains a new skill, tool, report, integration, or write capability.
- The underlying model or Workday feature changes.
- The represented-user population or organizational structure changes.
- A domain or business-process policy changes for human roles that the agent mirrors.
- A new data class is added to a report or business process.
- An approval role, escalation queue, or separation-of-duties rule changes.
- An audit anomaly, privacy incident, fairness concern, or failed efficacy test occurs.
Ongoing control loop
- Review agent activity and approval outcomes on a schedule matched to risk.
- Compare actual calls and data populations with the documented purpose.
- Sample successful and denied requests, including edge cases and exception paths.
- Re-test human override and emergency stop procedures.
- Record findings, assign remediation owners, and set deadlines.
- Re-activate or roll back security changes only after the same review used for the initial deployment.
Do not treat a successful launch as permanent approval. Permissions, users, data, workflows, and AI features all change; the control owner must revisit the design when any of them changes.
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Common failure modes and fixes
The AI administrator setup task is missing
First verify the subscription service agreement, UMSA or MSA arrangement, product entitlement, and tenant prerequisites. If the feature is not entitled, security changes will not make the task appear. If it is entitled, ask an appropriately authorized administrator to confirm the tenant setup state.
The agent can answer as an administrator but not as a manager
This usually indicates that testing used a role with broader domain or business-process access than the represented user. Repeat the test with the actual manager persona, inspect inherited group memberships, and verify the user context applied by the Agent Gateway.
The agent sees too much employee data
Stop production use, preserve the audit evidence, and identify the domain, report, group, or integration permission that exposed the data. Narrow the policy or group, activate the reviewed change, and run cross-population negative tests before re-enabling the capability.
The agent can execute a transaction without approval
Separate proposal from submission, inspect the business-process security policy and routing, and add the human review or approval condition required by the risk classification. Test rejection, modification, timeout, and escalation—not only approval.
Audit entries are difficult to interpret
Use the View AI Agent User Audit Trail report and distinguish By User from On Behalf Of User activity. Confirm that the agent identity, represented user, action, and approval context are retained. If the evidence is incomplete, improve logging and review ownership before expanding the agent’s scope.
Access remains after a permission removal
Check whether a different group, service identity, integration permission, cached session, or unexpired token still grants authority. Test with a new session and inspect the audit record to identify the identity actually used. Follow the tenant’s emergency revocation procedure rather than assuming that one group change invalidates every active credential.
Implementation checklist
- Tenant agreement, entitlement, and setup-task availability verified.
- Agent identity, purpose, owner, represented user, risk tier, and review date recorded.
- Required reads, reports, tasks, integrations, and writes inventoried.
- Domain and business-process security policies mapped to each capability.
- Security groups narrowed to the minimum required population.
- Agent administrator grids reviewed; incomplete entries resolved.
- Pending security changes reviewed and activated by an administrator with Security Activation permission.
- Representative-user and negative access tests passed.
- Human approval, rejection, escalation, override, and emergency stop rules documented.
- View AI Agent User Audit Trail access and recurring review owner assigned.
- Token and session behavior tested, including revocation.
- Monitoring schedule, change triggers, rollback plan, and evidence-retention rules approved.
The safest operating model is straightforward: give the agent a distinct identity, authorize only the work its purpose requires, evaluate data calls in the represented user’s context, keep humans responsible for consequential decisions, and make every action reviewable. Workday supplies the security and governance control surfaces; the customer must configure and operate them for its own tenant and risk profile.
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