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Use Workday’s Agent System of Record (ASOR) to register and activate an agent, then secure each skill in two layers: who may invoke it and which tools, APIs, domains, or business processes it may use. Delegate agents run on a person’s behalf; ambient agents run as their own Agent System User (ASU). Those modes require different grants and produce different audit attribution.
After configuration, use View Security for Agent Skill to validate the required policies and View AI Agent User Audit Trail to inspect actual activity. Apply least privilege, test in the target tenant, and verify the current tenant documentation because task names, entitlements, report scope, and OAuth behavior can change.
What you are securing in Workday
Workday’s administrator documentation describes Agent Security as assigning AI agents unique identities, authentication, and granular authorization controls. In practice, a secure implementation answers four separate questions:
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- Which agent is registered, enabled, and entitled to run in this tenant?
- Which people or groups may invoke a particular skill?
- Which tools and APIs may that skill call, and with what domain or business-process permissions?
- How will you attribute and review each action after it runs?
Do not collapse those questions into one security-group assignment. A user can be allowed to invoke a delegate skill but still lack a required API permission. Conversely, granting an agent access to a domain does not automatically make the skill available to every employee.
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Workday’s guidance current as accessed on October 13, 2026, is tenant-specific. Exact security-group names, minimum permission levels, available skills, report visibility, and entitlement requirements depend on your enabled configuration and contract.
Choose the execution mode before granting access
| Decision axis | Delegate execution | Ambient execution |
|---|---|---|
| Typical use | An interactive task initiated for a person | A background task started by a schedule or event |
| Identity at runtime | The invoking user together with the agent ASU | The agent ASU alone |
| Authorization basis | The intersection of the user’s permissions and the skill’s allowed tools | Permissions assigned to the agent’s ambient security group |
| Main configuration | Agent Interaction Policy, including Available To, plus tool and API policies | Generated Ambient Agent Security Group plus applicable domain and business-process policies |
| Audit interpretation | Agent appears as By User; the person appears as On Behalf Of User | The agent ASU appears as By User |
| Authentication detail | Workday documents an OAuth on-behalf-of flow | The agent authenticates as its ambient ASU |
This distinction determines the least-privilege design. Delegate execution should not be used as a shortcut to bypass a person’s normal access. Ambient execution should not inherit a human’s broad role; it needs an explicit, narrowly scoped service identity.
Prerequisites and tenant checks
Complete these checks before changing a policy:
- Confirm that the target tenant, rather than a development or sandbox tenant, is open in your browser.
- Verify that the Agent System of Record functional area is enabled.
- Confirm that your organization has an entitlement for the agent and its SKU. Registration is limited to agents in SKUs your organization has obtained, and some agents are outside ASOR.
- Identify whether the skill is delegate or ambient and list every tool, API, domain, and business process it will use.
- Check that your administrator group is eligible for the required ASOR security policies. Workday states that ASOR security policies currently support only unconstrained groups.
- Plan a test transaction that is safe to reverse and a reviewer who can inspect the resulting audit record.
ASOR setup is required separately in each tenant, and the documented configuration cannot currently be migrated between tenants. Recreate and validate the security design in every environment instead of assuming a package or refresh will carry it forward.
Enable administration for Agent System of Record
Workday’s Set Up Agent System of Record procedure establishes the administrative foundation. Use the following sequence in the tenant where you will configure the agent.
- Enable the functional area. Turn on the Agent System of Record functional area.
- Enable domain security. Enable the domain security policies for ASOR and the Reports: AI Agent Security domain.
- Open Maintain Permissions for Security Group. Assign the required View and Modify access to the appropriate unconstrained administrator group. The documented setup references these areas: Agent Compliance, Agent Management Hub, Manage: Agents, Reports: Agent Reporting, Reports: AI Agent Security, and Setup: Agents.
- Activate pending changes. After saving the policy updates, activate the pending security policy changes. Until activation, your administrator may see the configuration but the runtime will continue using the previous policy state.
- Recheck access. Sign out and back in, or otherwise refresh your security context, then confirm that the administrator can open Agent Management Hub and the relevant reports.
Granting administrator access is not the same as granting an agent business data. Keep these administrative permissions with a small, audited group and use separate runtime groups for delegate users or ambient agents.
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Register and configure the agent
For a Workday-built agent, the documented flow is to register the eligible agent in Agent Management Hub, configure it, enable its desired skills, and activate it. Registration and activation also establish the identities used for execution.
- Register the eligible agent. In Agent Management Hub, select an agent included in an SKU your organization owns. If the agent is not listed, verify entitlement and whether that agent is managed outside ASOR before changing security.
- Configure the agent record. Record the owner, purpose, execution mode, environment, and intended business process. Keep the purpose narrow enough that an auditor can tell why each skill exists.
- Enable only required skills. For each skill, document the task it performs and the tools it calls. Do not enable a broad catalog merely because the agent might need it later.
- Set the interaction policy. For delegate skills, populate Available To with the groups that may invoke the skill. This is an invocation gate, not a substitute for API authorization.
- Review security before activation. Run View Security for Agent Skill for each enabled skill and record every domain, business process, tool, and permission level it identifies.
- Activate the agent. Workday states that activation also activates the agent’s ASU. Test the activation status and verify that the expected identity appears in subsequent audit records.
Workday can create distinct ASUs and OAuth clients for delegate and ambient execution. The documentation says ASUs are generated during configuration or skill enablement and become enabled when the agent is activated. Treat the ASU identifier as a service identity: include it in ownership records, change reviews, and offboarding procedures.
Grant permissions for delegate skills
A delegate skill executes on behalf of the person who starts it. Workday evaluates both the person’s access and the skill’s permitted tools. The action succeeds only when all required conditions are true.
1. Restrict who may invoke the skill
In the skill’s Agent Interaction Policy, place only the intended users in Available To. Use a role-based or purpose-based group rather than an all-employee group when the skill handles sensitive worker, payroll, finance, or recruiting data. Remove temporary testers after validation.
2. Map the skill’s tools to policies
Open View Security for Agent Skill and inspect the tool and API entries. Note whether each item requires domain access, a business-process policy, or integration access, and whether the report calls for View, Modify, Get, or Put. The report is a configuration analysis: it tells you what must be authorized, not what the agent actually did.
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3. Authorize the eligible users
Assign the required policy permissions to the groups whose members may invoke the skill. The Available To group and the group authorized by the API policy do not need to be identical, but a user must belong to both sets for the tool call to work. Keep the overlap intentional and documented.
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Use a test user who belongs to the intended invocation group but has no unrelated elevated roles. Verify a permitted transaction, then test a transaction that should be denied. A successful positive test without a negative test can conceal an overbroad policy.
Never “fix” a delegate failure by adding broad administrator access. Use the failed tool or policy named in the error and compare it with the corresponding row in View Security for Agent Skill.
Grant permissions for ambient skills
An ambient skill has no interacting human at runtime. It acts as the agent identity, so the agent’s grants must be complete enough for the scheduled or event-driven task and no broader.
- Activate the skill or agent. Activation creates a unique Ambient Agent Security Group for the skill.
- Inspect required access. Run View Security for Agent Skill and list the domains, business processes, tools, and integration operations the skill uses.
- Assign the ambient group. Add the generated group to each necessary security policy. Use the minimum level shown by the tool requirement: for example, View rather than Modify when the task only reads data, or the specified Get/Put integration access when applicable.
- Separate read and write operations. If a skill performs both, review each operation independently. A read-only reporting action should not inherit write permissions simply because another tool in the same agent needs them.
- Run a controlled event. Trigger one safe event or schedule, capture the result, and verify that the audit record identifies the ambient ASU.
Do not add a human user to the ambient group to make testing easier. Test the agent through its real execution path; otherwise the successful result may reflect the tester’s permissions rather than the ambient identity.
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Use View Security for Agent Skill as a permission worksheet
The report is the most direct way to connect a configured skill to the policies that must be reviewed. For each row, record:
- Skill and tool name.
- Domain or business-process security policy.
- Required permission type and level.
- Whether the call is made in delegate or ambient mode.
- The security group that supplies the permission.
- The owner who approved the access and the date of approval.
Compare this worksheet with your intended data flow. If a tool can read or update a field outside the stated business purpose, disable the tool or redesign the skill rather than granting access automatically. Re-run the report after enabling, disabling, or updating skills because the required policy set can change.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Audit activity in View AI Agent User Audit Trail
Use View AI Agent User Audit Trail from an agent’s related actions or as a standalone task. Review individual events after testing and on a recurring schedule in production.
Read the identity fields correctly
- Delegate event: the agent is listed as By User, while the human whose authority was used is listed as On Behalf Of User. Check both fields before deciding who initiated or authorized the action.
- Ambient event: the agent ASU appears as By User because no interacting human exists for that execution.
Record the timestamp, agent and skill, operation, outcome, and affected business process in your review notes. Investigate an unexpected human in On Behalf Of User, an unrecognized ASU, a write operation where only a read was expected, or activity outside the scheduled window.
Understand the limits of input and output reports
Workday documents Agent Input and Output reporting as available only for Workday-built agents. Agent Input and Output Details covers the past 30 days. Do not assume those reports include registered third-party agents or provide unlimited historical retention. Export or preserve records according to your organization’s approved retention and privacy controls when longer evidence is required.
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Use passport information as assurance evidence
For agents with passport data, the Agent Passport tab shows security stamps, descriptions, assessors, and the date each stamp was granted. A stamp is assurance information about an assessment; it does not replace checking the tenant’s current permissions, policy assignments, or audit events.
OAuth and token details that affect audit design
Workday’s current administrator guide describes an OAuth on-behalf-of flow for delegate agents. It states that first-party agents using the Authorization Code grant have access tokens valid for up to 60 minutes. For third-party agents, the documented validity is four hours, and that expiry is not currently customizable. These are product details that can change; verify the current tenant documentation before designing refresh, scheduling, or incident-response procedures.
Token lifetime is not permission lifetime. Revoking a group assignment, deactivating an agent, or disabling a client should be part of an access-removal procedure, but a token that has already been issued may remain usable until its documented expiry. Coordinate urgent revocation with your tenant’s identity and integration owners.
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Troubleshoot common failures without overgranting
The user cannot see or invoke the skill
- Confirm the skill is enabled and the agent is activated.
- Check that the user belongs to the group in Available To.
- Verify that the user’s group is not merely an administrator group with no runtime permission.
- Confirm pending policy changes were activated.
The skill starts but a tool call is denied
- Read the failed tool or policy in the error.
- Compare it with View Security for Agent Skill.
- Grant the minimum missing permission to the intended group, then retest with the same user.
- For delegate mode, confirm the human has the underlying access; the agent cannot elevate that user.
An ambient task does nothing or fails after activation
- Confirm the generated Ambient Agent Security Group exists and is assigned to every required policy.
- Check that the group has the correct permission level for each tool, including integration Get or Put access where listed.
- Verify that the event or schedule actually fired and that the agent ASU is enabled.
The audit record appears to identify the wrong person
- For a delegate event, read By User and On Behalf Of User together.
- For an ambient event, expect the agent ASU in By User and no interacting human.
- Check whether a test was run through a manual user path instead of the configured ambient path.
A report or agent is unavailable
- Verify Reports: AI Agent Security and the relevant reporting domains are enabled for your administrator group.
- Confirm the agent is Workday-built if you expect Agent Input and Output reporting.
- Check SKU entitlement and whether the agent is managed outside ASOR.
Operational review cadence and controls
At every skill change, perform a permission review before activation. At least periodically in production, review the audit trail for unexpected users, ASUs, tools, write operations, and timing. Workday recommends regular audit-log examination. Its documentation notes that usage activities from previous weeks are not deleted during a Sandbox refresh; that statement is not a general retention guarantee, so follow your organization’s retention policy rather than relying on refresh behavior.
Maintain a short control record containing the agent owner, execution mode, enabled skills, Available To groups, ambient security-group assignments, policy approvals, test results, ASU and OAuth-client identifiers, and the date of the last audit review. Revoke groups, clients, and skills when an agent is retired, and preserve the associated audit evidence according to your legal and privacy requirements.
Practical least-privilege checklist
- Target tenant and entitlement verified.
- ASOR functional area and required domains enabled.
- Unconstrained administrator group assigned the minimum ASOR View and Modify permissions.
- Agent registered only if its SKU and management path are eligible.
- Execution mode documented as delegate or ambient.
- Only necessary skills enabled.
- Delegate Available To group limited to intended users.
- Tool, domain, business-process, and integration permissions mapped with View Security for Agent Skill.
- Ambient Agent Security Group assigned only the permissions required by its skill.
- Positive and negative tests completed with safe data.
- Audit records reviewed with correct By User and On Behalf Of User interpretation.
- Input/output-report scope and 30-day detail limit understood where applicable.
- Passport security stamps reviewed as assurance evidence, not as a substitute for policy review.
- OAuth token durations checked against current tenant documentation.
Final decision rule
Start with the skill’s actual tools, choose the execution mode deliberately, and grant the smallest policy set that permits the documented task. Use Available To to control who can start a delegate skill, the generated ambient group to authorize background execution, and the two Workday reports to distinguish configuration from activity. If you cannot explain why a group, permission, ASU, or tool appears in the design, remove it or investigate it before production activation.
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