Workday Learning Partner Reference Guide

This guide is for W&M Learning Partners (LPs) and serves as a quick reference for Workday Learning terminology, step-by-step job aids, and common questions. Content will be updated as processes evolve. Check back periodically and send suggested additions to [email protected].

Glossary

Term	Definition
Blended Course	A course that combines self-paced content with scheduled, instructor-led sessions (offerings). Requires at least one offering before learners can enroll. Use when a facilitated or in-person component is needed.
Cancel (Enrollment)	An LP-initiated action to remove one or more learners from an enrollment administratively. Distinct from Drop, which the learner initiates. Use mass cancel to remove multiple learners at once.
Digital Course	A self-paced course containing one or more lessons, completed on the learner's own schedule with no instructor or session date. Use for content that does not require scheduling or facilitation.
Drop	A learner-initiated action to remove themselves from a course or offering. Available in self-service. Compare: Cancel is LP-initiated.
Enrollment	A learner's registration in a course or offering. Can be initiated by the learner (self-enrollment), by an LP (mass enrollment), or automatically via a learning assignment.
Guide Me	An interactive Scribe feature that provides step-by-step guidance directly within a live Workday session. Available in scroll-version Scribes. Note: requires a Scribe author account to access.
Inactivate	Removing a course or lesson from the catalog so learners cannot enroll, while keeping the record intact. Use instead of deleting — content can be reactivated. Do not confuse with canceling an offering, which ends a scheduled session without affecting the course.
Learning Assignment	A system-generated requirement for a learner to complete a specific course. Distinct from enrollment: an assignment creates an obligation on the learner's to-do list; enrollment registers them in a specific session.
Learning Rules	Automated rules controlling content access and completion. Types: Prerequisite (must complete X before Y), Equivalency (X counts toward the same requirement as Y), Certification (completion expires after a set period and must be renewed).
Lesson	A single unit of learning content — a video, document, or Scribe link. Lessons can exist as standalone catalog items learners access directly, or be built inside a course. Course-lessons cannot be shared across courses, but the underlying file can be re-attached from Workday Drive.
Offering	A scheduled instance of a blended course with a specific date, time, and location. Learners enroll in an offering, not the course itself. Digital courses do not have offerings.
Program	A structured sequence of courses. Can enforce completion order and require successful completion of each course before the next becomes available. Can pull in existing courses and lessons.
Sandbox	W&M's designated Workday training environment used during onboarding. Separate from Production, use it for practice builds while completing the courses.
SCORM	A packaged e-learning file format uploaded to Workday Learning as a zip file. Always upload the entire zip file without extracting the contents first.
Topics	Taxonomy tags applied to courses. Apply all relevant topics when creating a course.
Version / Versioning	A numbered iteration of a blended course or program. Add a new version for structural changes. For minor edits (typos, descriptions, metadata), update the current version. New versions require an effective date and apply to future offerings only. Digital courses and lessons update immediately.
Waive	An LP-initiated action to excuse a learner from completing a learning assignment without requiring completion. The assignment stays on record as waived.
Workday Drive	File storage within Workday for hosting media content (e.g., videos, documents, and images) used in lessons.

Job Aid Library

Scribes are step-by-step job aids for every major LP task. Bookmark this page and return to it whenever you need a refresher or are performing a task for the first time.

Building Content

Create and Edit a Lesson Create a Digital Course Edit a Digital Course Create and Edit a Blended Course Create and Edit a Program

Scheduling & Delivering

Schedule and Edit a Blended Course Offering in Workday Cancel a Course Offering in Workday Learning Create and Edit Internal Learning Instructors and Assessors How to Download Class Roster Manage Grading and Attendance

Managing Enrollments

Self-Enrollment in Workday Learning Mass Enroll Learners and Enroll My Team for Managers Drop a Learning Enrollment (for Learners)Cancel Learning Enrollments in Workday Waive a Learning Assignment

Maintaining & Managing Content

Create Learning Rules Viewing Your Learning Transcript

Frequently Asked Questions

Which content type should I use — lesson, digital course, blended course, or program?
Use a lesson for a single piece of content that belongs inside a course. Use a digital course to group related lessons for self-paced completion. Use a blended course when a scheduled, facilitated session is needed. Use a program to sequence multiple courses (or a mix of courses and standalone lessons) with enforced completion order.

What is the difference between drop, cancel, and waive?
Drop is learner-initiated — the learner removes themselves from a course or offering. Cancel is LP-initiated — you remove one or more learners administratively. Waive is LP-initiated and specific to learning assignments — you excuse a learner from completing a required course. The assignment stays on record as waived.

When should I add a new version versus editing the current version?
Edit the current version for minor changes such as typos, descriptions, and metadata. Add a new version when making structural changes: adding, removing, or replacing lessons. New versions require an effective date and affect only future offerings. Digital courses and lessons update immediately regardless of version.

When should I inactivate content?
Inactivate a course or lesson when it is no longer relevant and you want to remove it from the catalog while keeping the record intact. Content can be reactivated later.

What is the difference between enrollment and a learning assignment?
Enrollment registers learners in a specific course or offering immediately. A learning assignment pushes a required course to learners, creating an obligation on their to-do list. Use mass enrollment when you need learners in a session. Use assignments to track required training completion over time.

Can I reuse a lesson across multiple courses?
Not directly. Course-lessons are built inside a specific course and cannot be pulled into another. However, you can upload the same file from Workday Drive into multiple courses — each becomes a separate lesson with separate tracking. If you want learners to receive credit for a standalone lesson alongside other courses, build a Program and add the standalone lesson there.

Reminders

Review your courses at least once a year for outdated content, broken links, and UI steps that may have shifted after a Workday update.
Sandbox is for training and testing. Once you've passed this program, you'll work in Production. Confirm which environment you're in before saving or publishing anything.
Scribes (job aids) are maintained centrally. If a step looks different from what you see in Workday, report it to [email protected] so it can be updated.

Resources & Support

Primary Contact: For questions about LP access, the onboarding program, or anything Workday Learning related: [email protected]
Workday Community: Workday's official resource hub for Learning documentation, release notes, how-to guides, and peer discussion. Use it to look up field definitions, explore advanced features, and stay current on platform changes: community.workday.com