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Review Workday AI agents in two separate tracks before activation: authorization (what an agent may do) and data contribution (what information a feature may use). First classify each agent as delegate or ambient, assign the correct Agent System User (ASU), and enforce least privilege across interaction policies, domains, business processes, and fields. Then verify administration controls, OAuth token exposure, audit trails, subscription terms, feature-level data categories, and the consequences of opting out. Workday’s labels and weekly service updates can change, so confirm them in the target tenant before production use.
The control model to use before activation
Workday authorization is layered rather than controlled by one permission switch. An agent must pass the interaction policy that determines who may invoke a skill, the ordinary domain and business-process permissions needed by the tools, and field-level checks performed during execution. Ambient agents add another layer: the agent’s own ASU and its generated Ambient Agent Security Group. A user’s membership in an interaction policy does not, by itself, grant access to the underlying APIs.
Use a written record for every agent containing its execution mode, ASU, skills, invoking groups, domains, business processes, data categories, owner, approval date, and review interval. This prevents a broad employee group or an inherited administrator role from becoming an accidental standing authorization.
1. Classify the agent and its identity
Delegate mode: an interactive action on behalf of a user
A delegate agent runs when a person invokes a skill. The agent acts on behalf of that person, so the design must answer two questions: which security groups may start the skill, and which permissions are available to the tool while it runs. Delegate integrations use an OAuth 2.0 on-behalf-of exchange. The audit record can associate the action with the requesting user while identifying that an agent performed it.
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Ambient mode: a background trigger or schedule
An ambient agent runs without a person interactively starting each invocation. Its activation generates a unique Ambient Agent Security Group. Assign that group only the domain and business-process policies needed for the scheduled task or trigger. Do not treat an ambient agent as if it inherited the broad permissions of the employee who configured it; the ambient identity and its group are the authorization boundary.
Use separate ASUs when an agent has both modes
Workday’s Agent Security guidance treats delegate and ambient execution as different security contexts. If one business capability needs both, plan separate ASUs and review each identity independently. Sharing one broadly privileged ASU makes it harder to prove whether an action was interactive or unattended and increases the impact of a compromised credential or misconfigured skill.
| Control point | Delegate agent | Ambient agent |
|---|---|---|
| Identity used | ASU participating in an on-behalf-of user flow | ASU for the background agent, with a unique Ambient Agent Security Group created at activation |
| Who authorizes the action | The invoking user must be allowed by the skill’s Agent Interaction Policy and the tools must pass normal permissions | The agent’s own group and ASU permissions authorize the scheduled or triggered work |
| Security-group setup | Approved groups are selected in the skill’s Available To field | Restrict the generated Ambient Agent Security Group; do not reuse a broad interactive group by default |
| Domain and business-process scope | Underlying APIs still require the relevant domain and business-process policies; field-level checks occur during execution | Grant the generated group only the minimum domains and business-process policies for the trigger |
| Token flow | OAuth 2.0 on-behalf-of exchange; Workday documents different lifetimes for first- and third-party tokens | Use the authentication mechanism documented for the configured agent and protect its unattended credentials and schedules |
| Audit representation | Review whether events appear as By User or On Behalf Of User | Expect the agent identity and background execution context to be visible in agent and security reporting |
2. Restrict who can invoke delegate skills
Set the Agent Interaction Policy first
For every delegate skill, open its Agent Interaction Policy and select only the approved security groups in Available To. Use purpose-built groups such as a payroll-operations group or a recruiting-service group instead of an all-employees group. Include a person only when that person’s job requires the skill; membership should be reviewed when roles change.
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Keep invocation and execution groups aligned
Document the relationship between each approved interaction group and the groups that can execute the skill’s underlying tools. A group may be allowed to see or invoke a skill while lacking a domain permission required by one of its tools. Conversely, granting a group broad domain access so a skill works can expose unrelated reports or business processes. Resolve that mismatch by narrowing the tool’s permissions or creating a dedicated execution group, not by granting global access.
Check field-level access during a realistic run
Workday performs domain checks at field level during execution. Test with representative users who have different supervisory organizations, worker populations, and sensitive-field restrictions. Confirm that the agent fails closed when a field is unavailable and that its response does not reveal a value through a summary, error message, or generated document.
3. Inspect every tool and API permission
Use View Security for Agent Skill
Before approving a skill, use View Security for Agent Skill to inspect each tool. Record the domains it touches and the business-process security policies it requires. Include indirect calls: a seemingly simple worker lookup may invoke compensation, payroll, time, recruiting, learning, skills, or organization data depending on the implementation.
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Separate interaction policy from tool authorization
Model the checks as two gates:
- Interaction gate: is the invoking security group listed in Available To for the skill?
- Execution gate: does the relevant identity have the domain, business-process, and field-level permissions needed by every tool?
Both gates must pass. Granting the first gate alone does not grant tool access, and granting the second gate to a large group does not make that group an appropriate audience for the skill.
Test the negative cases
For each sensitive tool, test a user who is outside the interaction group, a user inside the group but missing a required domain, and a user who has the domain but lacks a protected field. Capture the expected denial or redaction. These tests become regression checks after weekly Workday service updates.
4. Secure ambient agents separately
When an ambient agent is activated, Workday generates a unique Ambient Agent Security Group. Assign that group only the minimum domain and business-process policies needed by its schedule or trigger. Avoid copying permissions from a human administrator or from a delegate group merely because the names appear similar.
Review the trigger as part of the permission boundary
Write down what starts the agent, how often it can run, and what happens if a run is delayed or repeated. A nightly trigger that can update worker data needs a narrower scope than a diagnostic agent that only reads a report. If the trigger can process a population, define that population explicitly and verify that a change in supervisory organization or worker status cannot expand it silently.
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Protect unattended operation
- Limit administrators who can change the schedule, trigger, ASU, or Ambient Agent Security Group.
- Alert on unexpected activation, permission changes, repeated failures, and unusually large result sets.
- Provide a documented disable procedure that does not require deleting audit evidence.
5. Lock down administration with ASOR
ASOR is the tenant control plane for Workday agent security. It requires explicit domain security and administration permissions; merely being able to configure a business process does not automatically authorize agent administration.
Domains to review
Workday’s administrator guidance identifies these areas for a dedicated administration group:
- Agent Compliance
- Agent Management Hub
- Manage: Agents
- Reports: Agent Reporting
- Reports: AI Agent Security
- Setup: Agents
Grant View and Modify access only to the administrators who need to create, change, approve, or monitor agents. Grant integration Put access only where a configuration-transfer process genuinely requires it. Separate configuration authors from approvers when your control framework requires segregation of duties.
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Use a dedicated administrator group
A dedicated group makes quarterly access reviews and incident response practical. Remove inherited access that is not needed, record each member’s business justification, and require a second approval for changes to ASUs, interaction groups, ambient groups, or data-contribution settings.
6. Plan authentication and token exposure
Delegate integrations use OAuth 2.0 on-behalf-of exchange. Workday documents access-token limits of up to 60 minutes for first-party authorization-code tokens and 4 hours for third-party agent access tokens. The third-party expiry is not currently customizable according to Workday’s Agent Security setup guidance.
| Token type | Documented maximum | Operational implication |
|---|---|---|
| First-party authorization-code access token | Up to 60 minutes | Design interactive workflows to refresh or reauthorize without exposing a long-lived secret. |
| Third-party agent access token | Up to 4 hours | Assume the lifetime cannot be shortened through a tenant setting; protect issuance, storage, and revocation paths. |
These are product-policy limits, not independent performance measurements. Include token issuance, storage, rotation, revocation, and incident procedures in the integration threat model. Never place a token in a prompt, report output, log message, or user-visible error.
7. Turn on auditing and establish a review cadence
Enable the relevant audit view
Review access to View AI Agent User Audit Trail and ensure the people who investigate incidents can use it without receiving unnecessary administrative rights. Distinguish events recorded as By User from those recorded On Behalf Of User. The distinction matters when a user disputes an action or when investigators need to separate a person’s direct change from an agent-mediated change.
Review more than individual events
On a recurring schedule, inspect agent definitions, skill assignments, interaction groups, ASU permissions, ambient groups, and usage reports from Reports: Agent Reporting and Reports: AI Agent Security. Compare actual invocation populations with the approved audience. Look for dormant skills, unusual time-of-day activity, repeated authorization failures, sudden growth in records processed, and changes made outside the normal change window.
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Set ownership and evidence requirements
- Security: reviews permissions, token exposure, alerts, and privileged changes.
- Privacy or legal: reviews data categories, contractual terms, retention, and regional requirements.
- HR, payroll, recruiting, or other data owner: approves the business purpose and minimum population.
- Process owner: validates outcomes, exception handling, and rollback steps.
Keep approval records with the agent definition and repeat the review after material skill, policy, subscription, or data-category changes.
8. Identify the subscription agreement before changing privacy controls
MSA versus UMSA
Data-contribution behavior depends on whether the tenant is governed by an MSA or a UMSA. Confirm the applicable agreement with your Workday account and legal or procurement owner; do not infer it from a feature’s name or from another tenant.
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UMSA behavior
Under UMSA, data contributions for purchased AI features are automatically enabled and managed through Data Contribution for Workday AI. The setting is not a single universal privacy toggle. Review each purchased feature and each product-line category shown in the tenant.
Record an accountable decision
For every feature, record the business owner, purpose, categories shared, approval date, and whether contribution remains enabled. A tenant-wide assumption such as “AI is on” or “AI is off” is too coarse for Workday’s feature-level controls.
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9. Inspect data categories feature by feature
Workday’s reference is granular. Depending on the feature, categories may include worker, payroll, recruiting, learning, skills, time, or other workforce information. The exact list and purpose can differ, so read the category description presented for that feature rather than relying on a generic AI statement.
| Review question | What to document |
|---|---|
| What feature is being enabled? | Feature name, product line, tenant, release or service-update context, and business owner |
| Which categories can contribute? | Exact worker, payroll, recruiting, learning, skills, time, or other categories shown for that feature |
| Why are they needed? | The user-facing capability or model improvement the contribution supports |
| Who is affected? | Worker populations, regions, legal entities, and any protected or regulated groups |
| What happens if contribution is disabled? | Expected degradation, unavailable functions, support impact, and owner’s acceptance |
Check regional data-residency and employment-privacy requirements separately. Contractual permission to contribute data does not replace a local legal review or a worker-notice obligation.
10. Understand opt-out consequences and deletion timing
Workday documents that disabling a feature or product-line contribution stops new contributions and deletes past contributions within 30 days. Opting out can also degrade or stop the related AI feature. Treat the 30-day period as a documented product-policy window, not as an immediate purge guarantee.
Use a controlled change process
- Identify the feature and product-line contribution being changed.
- Obtain approval from the privacy or legal owner and the business owner.
- Record the date and time of the change, affected categories, and expected functionality impact.
- Confirm that new contributions stop and retain evidence of the setting change.
- Track the 30-day deletion window and verify completion through the available administrative evidence.
- Notify users if a capability, response quality, or workflow changes.
11. Read the AI Fact Sheet before production use
Workday’s AI Fact Sheets and governance material should be part of the approval packet. Capture the feature’s inputs and outputs, limitations, testing approach, privacy controls, ethics considerations, and bias considerations. Ask the process owner what human review is required when an output affects pay, employment status, recruiting, scheduling, or access to sensitive information.
Workday’s Responsible AI program states: “We never share customer data to train third-party public models.” That statement addresses sharing with third-party public models; it does not eliminate the need to review the specific feature’s inputs, outputs, data contributions, retention, subscription terms, and tenant permissions.
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12. A practical preproduction procedure
- Inventory the use case. Name the agent, owner, skills, triggers, worker population, business process, and expected outcome.
- Classify execution. Mark each skill as delegate, ambient, or both. Plan separate ASUs when both modes are required.
- Map the data. List every category the feature can access or contribute, including sensitive payroll, recruiting, learning, skills, time, and worker information where applicable.
- Inspect security. Run View Security for Agent Skill and record each tool’s domains and business-process policies.
- Build the audience. For delegate skills, select only approved groups in Available To. For ambient skills, restrict the generated Ambient Agent Security Group.
- Apply least privilege. Grant only the domains, business processes, and fields required for the documented task. Remove inherited permissions that do not serve it.
- Secure administration. Confirm ASOR access, the dedicated administration group, the listed agent domains, and any integration Put access needed for configuration transfer.
- Model authentication. Design OAuth on-behalf-of handling, token storage, refresh, revocation, and the documented 60-minute and 4-hour limits.
- Test positive and negative paths. Test authorized and unauthorized groups, missing domains, restricted fields, empty results, duplicate triggers, and partial failures.
- Enable audit review. Verify the AI Agent User Audit Trail and reporting access; document how By User and On Behalf Of User events will be investigated.
- Confirm the agreement. Determine MSA or UMSA status and review Data Contribution for Workday AI for each feature.
- Approve and monitor. Obtain security, privacy or legal, data-owner, and process-owner approval, then schedule recurring reviews and an emergency disable drill.
13. Common mistakes and how to correct them
“The user can see the skill, so the agent can do the work.”
Visibility or interaction-policy membership does not grant the tool’s domain and business-process permissions. Inspect every tool and align execution permissions separately.
“One security group is simpler for delegate and ambient agents.”
It is simpler but weakens separation. Delegate invocation and ambient execution have different authorization models. Use distinct groups and ASUs unless a documented risk review proves that sharing is necessary.
“The ASU has broad access because the process is important.”
Importance is not a permission boundary. Narrow the ASU to the domains, business processes, and fields required by the specific skills, and test the denial cases.
“Turning off a contribution removes data immediately and has no feature impact.”
Workday documents a deletion window of up to 30 days for past contributions and warns that some features may degrade or stop. Record both the privacy decision and the operational consequence.
“A public-model statement is a complete privacy assessment.”
The Responsible AI statement about third-party public models is important, but feature-level Fact Sheets and tenant settings still determine inputs, outputs, categories, controls, and limitations for the capability you are enabling.
“A one-time security review is enough.”
Weekly service updates, role changes, new skills, changed triggers, and subscription changes can alter exposure. Schedule recurring reviews of definitions, groups, domains, audit events, reports, and data-contribution settings.
14. What to verify in the target tenant
The procedures and domain names above reflect Workday administrator documentation available on October 20, 2026 UTC. Workday can change labels, workflows, feature availability, and security behavior through weekly service updates. Before activation, verify the exact labels, subscription terms, regional data-residency requirements, token behavior, and feature availability in the tenant where the agent will run.
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