A Complete Guide to Maintaining Quicklinks in Workday for Easy Navigation

Why Quicklinks Matter in Workday

Navigating complex HR and workforce management systems can be time-consuming, especially when employees and administrators frequently need to access specific tasks, reports, and dashboards. Workday’s Quicklinks feature simplifies this process, allowing users to access critical functions with just a few clicks.

But how do you configure and maintain Quicklinks effectively to maximize efficiency and user experience? This guide will walk you through the best practices for managing Quicklinks in Workday Core HCM.

What Are Quicklinks in Workday?

Quicklinks in Workday are shortcuts that provide users with easy access to frequently used tasks and reports. They can be configured for different roles and tailored to meet the needs of employees, managers, and administrators.

Benefits of Using Quicklinks

• Improved Productivity: Reduces the time spent searching for frequently used tasks.
• Better User Experience: Employees can access key functions with minimal effort.
• Role-Based Access: Ensures that users only see relevant links based on their role.
• Customizable Interface: Allows organizations to personalize navigation for different groups.

How to Maintain Quicklinks in Workday

Step 1: Access the Quicklinks Configuration Panel

To modify or create Quicklinks, you need to access the Workday configuration settings:

1. Log in to Workday with administrative credentials.
2. Navigate to Edit Tenant Setup – Navigation or search for Maintain Quicklinks in the Workday search bar.
3. Open the Quicklinks configuration menu.

Step 2: Adding New Quicklinks

1. Click on Add Quicklink or Create New Quicklink.
2. Provide a Name for the Quicklink (e.g., “Employee Benefits Enrollment”).
3. Enter the URL or Workday Task Link you want the Quicklink to point to.
4. Assign a Category (such as HR, Payroll, or Performance Management).
5. Select the User Roles that should have access to the Quicklink.
6. Click Save and test the link to ensure it directs users correctly.

Step 3: Editing Existing Quicklinks

1. Navigate to the Quicklinks configuration panel.
2. Select the Quicklink you want to modify.
3. Update the Name, URL, Category, or User Roles as needed.
4. Save changes and verify functionality.

Step 4: Organizing Quicklinks for Efficiency

To improve navigation, consider structuring Quicklinks strategically:

• Group Similar Links Together: Keep payroll-related Quicklinks separate from HR-related ones.
• Prioritize High-Use Links: Place commonly accessed Quicklinks at the top.
• Use Clear Naming Conventions: Avoid jargon and use intuitive names.
• Limit Overcrowding: Too many Quicklinks can clutter the interface and reduce efficiency.

Best Practices for Managing Quicklinks

1. Regularly Audit Quicklinks

Conduct periodic reviews to remove outdated Quicklinks and add new ones as needed. Consider auditing every quarter to ensure relevance.

2. Use User Feedback

Encourage employees to provide feedback on which Quicklinks they use most and which should be added or improved.

3. Assign Role-Based Access

Not every employee needs access to all Quicklinks. Use Workday’s role-based access settings to ensure users see only what is relevant to their job functions.

4. Optimize for Mobile Users

Many employees access Workday from mobile devices. Ensure that Quicklinks work seamlessly across desktops, tablets, and mobile interfaces.

5. Train Employees on Quicklink Usage

While Quicklinks are designed for ease of use, providing brief training sessions or guides on how to use them effectively can further enhance user experience.

Common Issues and Troubleshooting

Issue 1: Quicklink Not Appearing

• Verify that the correct user roles have been assigned.
• Ensure the Quicklink is enabled in the settings.
• Clear the Workday cache and re-login.

Issue 2: Broken Quicklink

• Double-check the URL or Workday Task Link.
• Test the link from different user accounts to confirm accessibility.
• If linking to an external site, ensure that the URL is active and correct.

Issue 3: Too Many Quicklinks Cluttering the Interface

• Archive or disable outdated Quicklinks.
• Group links into categories to streamline navigation.
• Set up permissions so only the necessary roles see specific Quicklinks.

Conclusion

Maintaining Quicklinks in Workday is a simple yet powerful way to improve navigation and user experience. By regularly updating, organizing, and optimizing Quicklinks based on employee needs, organizations can enhance efficiency and reduce the time spent searching for critical functions.

Implement these best practices, and you’ll create a more intuitive, user-friendly Workday experience for employees and administrators alike.

Related Searches Answered in This Guide:

• How do I add Quicklinks in Workday?
• How do I edit Workday Quicklinks?
• What are the best practices for Quicklink management in Workday?
• How can Quicklinks improve Workday navigation?
• Why are my Quicklinks not showing in Workday?

Need help setting up Quicklinks? Drop your questions in the comments!