Workday Localization Settings: Making Fields Mandatory, Visible, or Hidden

Why Localization Matters in Workday

Have you ever struggled with inconsistent data entry in Workday? Or wondered why some users see certain fields while others don’t? Workday’s localization settings allow organizations to customize fields based on regulatory requirements, user roles, and business needs. Whether you need to make a field mandatory, visible, or hidden, proper configuration ensures streamlined workflows and accurate data.

In this guide, we’ll walk you through how to configure Workday’s localization settings, ensuring your organization maximizes efficiency while maintaining compliance.

Understanding Workday Localization Settings

Localization settings in Workday enable businesses to customize user experiences based on factors such as region, language, and job function. With these settings, companies can:

✔ Enforce data consistency by making key fields mandatory.

✔ Enhance user experience by displaying relevant fields.

✔ Improve security and compliance by restricting sensitive information.

Let’s dive into the three core configurations: mandatory fields, visible fields, and hidden fields.

How to Make Fields Mandatory in Workday

Why Make a Field Mandatory?

Mandatory fields ensure that critical information is entered before a process can be completed. For example:

• An HR system might require an employee’s tax ID for payroll processing.
• A recruitment system might require candidates to enter work experience before submitting an application.

Steps to Configure a Mandatory Field

1. Navigate to the Workday Tenant Setup.
   • Go to Maintain Localization Settings under the Workday configuration menu.
2. Select the Field to Modify.
   • Search for the specific field you want to make mandatory.
3. Set the Field as Required.
   • In the field properties, enable the ‘Required’ option.
4. Test and Validate.
   • Try saving a record without entering data in the mandatory field to confirm that the rule is enforced.

👉 Pro Tip: Consider making fields conditionally mandatory based on employee location, job role, or other relevant criteria.

How to Make Fields Visible in Workday

Why Control Field Visibility?

Not all users need access to every field in Workday. Controlling visibility can:

✔ Reduce clutter on forms.

✔ Improve user experience by displaying only relevant fields.

✔ Prevent unauthorized access to sensitive data.

Steps to Configure Field Visibility

1. Access the Maintain Localization Settings Menu.
   • Search for the field you want to modify.
2. Define Visibility Rules.
   • Use Workday’s security and role-based settings to determine which users should see the field.
3. Set Field Visibility Options.
   • Choose from ‘Always Visible’, ‘Conditionally Visible’, or ‘Hidden’ based on business needs.
4. Test with Different User Roles.
   • Log in as different users to verify visibility settings.

👉 Real-World Example: A financial department may need to see employee salary details, while regular employees should not.

How to Hide Fields in Workday

Why Hide a Field?

Hiding fields helps improve security and compliance by preventing unauthorized users from viewing sensitive data. Fields may be hidden based on:

✔ Employee role (e.g., hiding salary details from non-HR users).

✔ Region (e.g., different tax forms for different countries).

✔ Business unit (e.g., different compliance requirements in different industries).

Steps to Hide a Field

1. Go to Maintain Localization Settings.
   • Find the field that needs to be hidden.
2. Set Field to ‘Hidden’.
   • Modify field properties to mark it as hidden.
3. Apply Security Settings.
   • Ensure only authorized roles can modify or view hidden fields if necessary.
4. Verify Changes.
   • Test by logging in with different roles to confirm the field is hidden where necessary.

👉 Pro Tip: Hiding fields instead of deleting them allows flexibility in the future if the field needs to be reintroduced.

Best Practices for Configuring Workday Localization Settings

1. Align Field Settings with Business Needs.
   • Work closely with HR, finance, and IT teams to ensure field requirements match organizational policies.
2. Test Before Deployment.
   • Conduct testing with different user roles to confirm configurations are correct.
3. Leverage Workday Security Groups.
   • Use security settings to manage who can view or modify localization settings.
4. Regularly Review and Update.
   • As business needs change, update localization settings to reflect new policies.

Conclusion: Enhance Workday Efficiency with Smart Field Customization

Workday localization settings are powerful tools for ensuring data accuracy, improving user experience, and maintaining compliance. By effectively managing mandatory, visible, and hidden fields, businesses can create a seamless workflow tailored to their specific needs.

Are you ready to optimize your Workday setup? Start by auditing your current settings and implementing the best practices outlined in this guide.

📌 Have questions about Workday localization? Drop them in the comments below!