(For Managers) How to Reassign an Inbox Task

Purpose: This guide provides step by step instructions to explain how managers can reassign Workday inbox tasks, while also adhering to permission constraints. By following this guide, you will be able to maintain accountability in task assignments and help ensure they are routed to the correct employee when sent to you in error.

Please Note: If you are attempting to reassign a performance review, you must first make sure the person you are moving the task to is listed in Workday as the employee's manager. If the person is not the employee's manager, you will not be able to move the performance review to them. For instructions on how to move a worker to another manager, please reference this guide.

Step 1: Navigate to Your Workday Inbox

• Click on the "Inbox" icon in the top right corner of the homepage.

       

Step 2: Locate the Task

• In your Inbox, find the task you want to reassign, and click on the task to open its details. Tasks are normally listed in chronological order.

       

Step 3: Check Reassignment Eligibility

• Click on the 3 dots (related actions) next to the task name to view related actions you can perform for the task.

       

Step 4: Reassign the Task

• Click on Business Process > Reassign This Task (if available). Please keep in mind that not all tasks can be reassigned. You will not see this option for tasks that cannot be reassigned. All tasks reassigned using this method are sent to the Workday security team for approval.
• In the Reassign To field, enter the name of the person you would like to reassign the task to. Workday will auto-populate matching names as you type.
• Add a detailed comment explaining why the task is being reassigned. This ensures the recipient understands the context.

Step 5: Review and Submit

• Double-check the details of the reassignment:
  • Correct task.
  • Correct recipient.
  • Added context and notes.
• Click OK at the bottom of the screen to send the reassignment for approval. Once approved, the task will move from your inbox to the intended recipient.

FAQS

Q: Are there tasks that should not be reassigned? 

A: Certain tasks, such as those requiring personal action (e.g., updating personal information or completing a self-evaluation), should not be reassigned. Always consider the nature of the task before reassigning.

Q: Can I reassign tasks if I'm unavailable for an extended period?

A: If you anticipate being unavailable, consider setting up a delegation in Workday. Delegation allows another user to perform tasks on your behalf for a specified period. Please refer to this guide for instructions regarding how to delegate inbox items.

Q: Can a reassigned task be reassigned again?

A: Yes, a reassigned task can be reassigned to another user if necessary, provided the user has the appropriate permissions to complete the required actions within the task.

Q: What happens after I reassign a task?

A: Once reassigned, an approval task is sent to the Workday security team. Once approved, the task moves to the new recipient's inbox. Please ensure you communicate with the new recipient to ensure they are aware of the reassigned task.

Q: Who can reassign tasks?

A: The ability to reassign tasks is dependent upon your security assignments and your role within Workday. Typically, users with appropriate permissions, such as people managers and HR personnel, can reassign tasks.

Q: What are some examples of when I may need to reassign a task?

A: You may need to reassign a task in the following situations:

• To send a performance evaluation to the correct manager due to a change within management assignments.
• To temporarily delegate tasks to someone at or above your management level as part of team absence coverage. 
• To reassign a task that was accidentally assigned to you but is not within your scope of work or responsibility.
• To reassign a task that was assigned to you, but another team member has taken over the responsibility for that process due to a role shift or restructuring.

If you have any questions or concerns about task reassignment, please reach out to [e-mail].