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Set up Workday AI agents in five controlled stages: confirm your subscription and tenant entitlement, enable and secure the Agent System of Record (ASOR) in each tenant, register the agent through the correct path, grant only the skills and API permissions the workflow needs, then test and monitor it. Workday-built agents are registered in Agent Management Hub; externally built agents use the ASOR API. The screens and entitlements available to your organization depend on your contract, purchased SKUs, tenant configuration, and region, so verify those before committing to a named agent or production date.
This is an administrator’s implementation and governance guide for HR and finance workflows. It uses Workday’s US-English administrator guidance and announced examples; those materials do not establish universal regional availability or entitlement for every customer.
What Workday AI agents and ASOR do
Workday defines its agents as “autonomous, conversational assistants that can answer questions and perform multistep actions to enable you to complete complex tasks and workflows.” In practice, an agent combines one or more skills with security rules, APIs, business processes, an execution mode, and an audit trail.
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The Agent System of Record is the administration and governance layer. It records which agents exist in a tenant, how they are registered, which skills are enabled, who can use those skills, and what activity has occurred. ASOR is not a single workflow bot or a replacement for Workday security. A skill can be visible to a user while still failing if that user, or the agent’s ambient security context, lacks permission for an API or business process invoked by the skill.
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Configuration is tenant-specific. Workday states that ASOR configuration cannot currently be migrated between tenants, so a sandbox, implementation, preview, and production tenant each require their own enablement, security policy changes, registrations, and validation.
Confirm entitlement and scope before touching a tenant
Do not begin by promising that a particular named agent can be activated. First establish what your organization is entitled to use and what outcome you are automating.
Define the first workflow
- Write the business outcome in one sentence, such as answering employee payroll questions, extracting accounting data from documents, or finding coverage for a frontline absence.
- List the users who will interact with the agent: employees, managers, payroll specialists, recruiters, accountants, suppliers, or a deliberately limited pilot group.
- Identify the required skills and the Workday APIs or business processes each skill will invoke.
- Record every tenant in scope and whether it is production or non-production.
- Classify the agent as Workday-built, partner-built, or self-built. That classification determines the registration path.
Check subscription, SKU, and commercial conditions
Review your organization’s Subscription Service Agreement in Workday Community and compare it with the current tenant entitlement record. Workday says registration is limited to agents in SKUs your organization has obtained. Workday-built agents require the appropriate subscription arrangement and an eligible purchased SKU, and UMSA is required for Workday-built agents in both production and non-production tenants.
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If your organization operates under an MSA, Workday says it must opt in to UMSA and enable the feature through Innovation Services. UMSA makes the feature available subject to the relevant conditions; it is not a blanket promise that every agent, skill, region, or tenant is enabled. Confirm current Flex Credit requirements and production conditions with Workday because those terms depend on your organization and tenant details.
Before a production design review, have your Workday Community subscription profile, current SKU list, tenant inventory, regional requirements, and account-team guidance available. Public administrator pages cannot determine which agents, Flex Credit terms, Marketplace listings, or regional services are enabled for your specific customer.
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Understand the two execution modes and security boundaries
When comparing agents or deciding how to authorize a skill, determine whether it runs in ambient mode or delegate mode.
| Execution mode | Whose authority is used | Administrative implication |
|---|---|---|
| Ambient | The skill acts as the agent and uses the agent’s own security permissions. | Review the agent’s security grants as a service identity. Keep the skill’s available-to groups narrow and test every API it calls. |
| Delegate | The skill acts on behalf of a human and depends on that user’s permissions. | Test with representative user roles. A user may see a skill but still be unable to complete an action if the underlying business-process or API permission is missing. |
For either mode, effective access is the intersection of agent-skill interaction access and the permissions required by the tools, APIs, and business processes behind the skill. Enabling a skill alone does not grant those underlying permissions.
Set up ASOR and administrator security in every tenant
Perform this procedure separately in each tenant. Use a deliberately scoped, unconstrained security group for administrators who will manage agents; do not give broad access to an unreviewed population.
- Enable the functional area. In the tenant, open Maintain Functional Areas, enable Agent System of Record, and activate the pending policy changes.
- Open functional-area domain security. In Domain Security Policies for Functional Area, enable the following policies: Agent Compliance, Agent Management Hub, Manage: Agents, Reports: Agent Reporting, and Setup: Agents.
- Enable the system reporting policy. In the System functional area, enable Reports: AI Agent Security.
- Grant administrator access. Give the selected security group View and Modify access on the policies above, then activate the pending changes.
- Repeat, do not migrate. Reproduce the configuration in every other tenant that needs ASOR. Workday currently provides no ASOR configuration migration method.
Capture the change ticket, approver, security group name, tenant, and activation time. That record makes a later audit or rollback easier and prevents a sandbox-only setup from being mistaken for a production control.
Register and configure a Workday-built agent
1. Locate an eligible agent
Open Agent Management Hub and choose Unregistered Workday Agent. The list represents agents available for registration in that tenant, not every agent Workday has announced publicly. If the agent is absent, stop and resolve entitlement, SKU, tenant, or regional availability questions rather than trying to bypass the list.
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- Select the eligible agent.
- Choose the registration action and confirm.
- Open the registered agent under Agent Registry.
- Choose Configure Agent.
Record the agent name, tenant, owner, intended user groups, execution mode, and approved use case in your configuration record.
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3. Enable only required skills
On the agent configuration page, enable the skills required for the approved workflow. Avoid turning on every available skill as a convenience: each additional skill expands the interaction surface, the underlying permission review, and the audit scope.
For each enabled skill, set Available To to the security groups that should be allowed to invoke it. Align those groups with the groups that hold permission for the APIs and tools the skill executes. Workday’s guidance specifically calls for this alignment; a group that can converse with a skill but cannot complete its underlying transaction creates confusing failures and unnecessary exposure.
4. Inspect required security
Use View Security for Agent Skill for each skill. Review the required domain policies, API permissions, and business-process permissions with the owners of those security groups. Check both read operations and write or submit operations; a skill that retrieves a record may need less authority than one that creates, approves, or changes it.
5. Activate after testing access
When the skill list and security review are approved, activate the agent. Workday says the agent’s ASU (agent security user) activates automatically. Activation makes the configured agent available according to its skill and security-group settings; it does not replace user acceptance testing or business-process approval.
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Register an external agent through the ASOR API
External agents do not follow the Workday-built registration screen. Workday’s documented path defines and registers the agent through the ASOR API. Treat this as an API implementation with a controlled change window, not as a manual alternative to the Agent Management Hub flow.
Prerequisites
- Administrator access to the ASOR setup and management domains, including Setup: Agents, Manage: Agents, and Agent Management Hub.
- Tenant security access for the APIs and business processes the external agent will call.
- An OAuth client and a method for obtaining an OAuth token in the tenant.
- The Workday API WIDs for the tools the agent will use.
- The provider and platform identifiers required by the ASOR definition.
- An approved definition of skills, execution mode, user groups, data boundaries, audit ownership, and deactivation procedure.
Implementation sequence
- Obtain an OAuth token using your organization’s approved integration credentials and current tenant guidance.
- Identify the Workday API WIDs for every tool the agent definition references. Validate that each WID points to the intended operation in the target tenant.
- Find the provider and platform IDs required by the ASOR registration model.
- Construct the agent definition with its identity, skills, execution mode, provider, platform, and security-related attributes.
- Call the current ASOR agent-definition endpoint for the tenant, following the current API documentation and regional endpoint guidance.
- Confirm the returned registration, inspect it in the Agent Management Hub, and apply the same skill, group, and security review used for a Workday-built agent.
Do not copy an endpoint, OAuth scope, or identifier from an old implementation into production without checking the current tenant documentation. Endpoint details and required identifiers can change with the API version or regional deployment.
Validate the workflow before broad release
Test by role and tenant
Use representative authorized users in the intended tenant. Include at least one user from every security group listed in Available To, plus a user who should not see the skill. For delegate-mode skills, test the exact user permissions that will apply in production. For ambient-mode skills, test the agent’s own permissions and confirm that users cannot use the agent as a route around their normal access.
- Confirm the intended users can discover only the skills approved for them.
- Run successful read, create, change, submit, and approval scenarios as applicable.
- Run negative tests: inaccessible worker, organization, supplier, payroll, accounting, or recruiting data should remain inaccessible.
- Check error messages for missing API or business-process permissions and correct the owning security policy rather than widening the agent’s group.
- Verify that audit records identify the tenant, agent, skill, user, action, and outcome needed by your control framework.
Review security and activity reports
Use View Security for Agent Skill to recheck policy requirements after changes. Use View AI Agent User Audit Trail to review activity. The audit trail distinguishes By User activity from On Behalf Of User activity, which is important when investigating whether a person directly invoked an action or a delegate-mode agent performed it for them. ASOR also provides registered-agent status and agent analytics for operational review.
Define rollback
If a skill behaves unexpectedly or an authorization issue appears, deactivate the agent. Workday says deactivation hides the agent from users while retaining it in the management hub for possible reactivation. Preserve the audit records and change ticket, investigate the specific skill or permission, and reactivate only after a targeted retest.
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Announced HR and finance use cases
Workday’s May 19, 2025 announcement described the following agents and capabilities. These are announced examples, not proof that the agent is currently available in your region, tenant, SKU, or Marketplace account.
| Announced example | Workflow described by Workday | Questions to resolve before planning |
|---|---|---|
| Document Driven Accounting Agent | Extracts information from documents for billing, invoicing, and accounting entries. | Which document types, accounting organizations, approval steps, and write permissions are entitled in your tenant? |
| Frontline Agent | Handles absence reports and helps identify replacement coverage. | Which locations, schedules, managers, and staffing rules can the skill read or change? |
| Self-Service Agent | Answers employee and manager questions and performs supported actions. | Which employee data and transactions are permitted for each population? |
| Supplier Contracts Agent | Helps identify obligations in supplier contracts. | What contract repositories, supplier records, and review or escalation permissions apply? |
| Business Process Optimize | Announced as an agent category for business-process improvement. | Which process telemetry and optimization actions are included in the purchased SKU? |
| Financial Audit | Announced as an agent category for financial-audit work. | Which ledgers, controls, evidence, and auditor groups are in scope? |
| Payroll | Announced as an agent category for payroll workflows. | Which payroll data, countries, pay groups, and corrective actions are enabled? |
| Recruiting | Announced as an agent category for recruiting workflows. | Which candidate data, requisitions, and recruiter actions are authorized? |
| Talent Mobility | Announced as an agent category for internal talent movement. | Which worker, opportunity, skills, and manager data can be used? |
Workday also says its Illuminate platform is fueled by more than 1 trillion transactions a year. That is Workday’s own product-context figure, not an independently verified performance, accuracy, adoption, time-savings, or return-on-investment measure. No independent source establishes a universal deployment duration or productivity result for these agents.
Choose the right registration path
| Decision factor | Workday-built agent | External agent |
|---|---|---|
| Registration | Register an eligible item from Unregistered Workday Agent in Agent Management Hub. | Define and register through the ASOR API. |
| Eligibility | Requires the relevant subscription arrangement, UMSA conditions, and a purchased eligible SKU. | Requires an approved external implementation and the tenant/API access needed by its definition; commercial and Marketplace terms must be verified separately. |
| Configuration | Enable skills, set Available To, inspect security, and activate in the hub. | Supply OAuth, API WIDs, provider and platform IDs, then apply the same skill and security controls. |
| Execution and permissions | Evaluate ambient or delegate mode and the underlying API/business-process permissions. | Evaluate the external provider’s execution behavior, identity, scopes, data handling, and the same Workday permissions. |
| Operations | Use ASOR status, analytics, security reporting, and audit trail. | Use ASOR records and audit data, plus the provider’s operational and security logs. |
Use the path that matches the agent’s origin, not the path that appears easiest. A partner-built or self-built agent is not automatically registered as a Workday-built agent merely because it runs in a Workday workflow.
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| Symptom | Likely cause | Corrective action |
|---|---|---|
| The Agent Management Hub is unavailable. | ASOR functional area or administrator domain policies are not enabled, pending changes were not activated, or the administrator group lacks View and Modify. | Recheck Maintain Functional Areas, all listed functional-area policies, Reports: AI Agent Security, group grants, and activation status. |
| The intended agent does not appear under unregistered agents. | The tenant lacks the purchased SKU, subscription condition, UMSA arrangement, regional availability, or current entitlement. | Verify Workday Community subscription information, tenant entitlement, SKU, and account-team guidance. Do not attempt API registration as a workaround for missing entitlement. |
| A user sees a skill but the action fails. | The user or ambient agent lacks an API or business-process permission required by the skill. | Run View Security for Agent Skill, identify the missing policy, and update the owning security group only after approval. |
| A delegate-mode test works for one person but not another. | The skill acts on behalf of the user, so role, organization, worker, or process permissions differ. | Test with each production role and correct the user security model rather than granting the skill to everyone. |
| An external registration call is rejected. | Expired or incorrect OAuth token, wrong API WID, missing provider/platform ID, incorrect endpoint, or insufficient ASOR/API security. | Validate credentials, identifiers, current endpoint guidance, and tenant permissions in a non-production tenant before retrying. |
| Configuration exists in a sandbox but not production. | ASOR settings were assumed to migrate automatically. | Repeat the ASOR enablement, security, registration, and validation procedure in production; Workday currently provides no configuration migration method. |
Operate agents as governed business capabilities
Assign an owner for each agent and a separate owner for the underlying security groups and business processes. Keep a register containing the agent origin, tenant, SKU or entitlement evidence, execution mode, skills, available-to groups, data categories, API WIDs, approval records, test results, and rollback contact.
Review the register whenever a skill, API, business process, security group, subscription, tenant, or regional requirement changes. Schedule periodic reviews of View AI Agent User Audit Trail, ASOR status, and agent analytics. Investigate unusual increases in failed actions, access denials, or on-behalf-of activity as security events, not merely usability defects.
For HR and finance, stage releases by risk. Start with read-only questions or low-impact recommendations, then introduce changes, submissions, or approvals after role-based testing and business-owner sign-off. Keep payroll, accounting, supplier, and employee data boundaries explicit. A conversational interface does not reduce the need for segregation of duties, least privilege, approval controls, retention rules, or incident response.
The practical sequence is therefore: establish entitlement, enable ASOR per tenant, register through the correct Workday-built or external path, authorize skills and their underlying tools, test by role, monitor audit data, and keep deactivation available. That sequence is what turns an announced capability into a controlled HR or finance workflow.
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