HR - Business Email Address
In order to ensure consistent data across systems, the Business Email Address field in Workday is populated (and overwritten) from other sources. This document details how the Workday Business Email Address is populated, and answers many frequently asked questions.
How is the Business Email Address added to Workday?
The Business Email Address is taken from a local campus IT system and sent by the local campus to the UW Identification, Authentication and Authorization (IAA) system. The IAA system then feeds the email into Workday with an automated process, overwriting any existing Business Email Address.
As a result of this process, any Primary Business Email Address entered manually into Workday is overwritten multiple times over the course of the day. These updates are typically processed 7 times each day.
Multiple Campus Affiliations
In some cases, individuals may have active positions at multiple UW campuses. Consequently, Workday uses the Business Email Address from the campus associated with the individual's Primary Position/Contingent Worker affiliation, as indicated in their Workday Position data.
Changing the Business Email Address
To permanently change the Business Email Address displayed in Workday, it must be changed in the source system on the local UW campus. Changes made to an individual's Business Email Address directly within Workday are overwritten with the data received from the local campus source system.
UW Madison
Individuals from UW Madison can change their preferred Business Email Address in the UW-Madison Profile service, under the 'Contact Information' tab. Detailed instructions are as follows:
- Navigate to the MyUW homepage, linked here: https://my.wisc.edu/web/expanded
- Access the UW-Madison Profile application, linked here: https://profile.wisc.edu/
- Click on the 'Contact Information' tab on the left-side menu
- On the Contact Information page, scroll down to the 'Emails' section
- Click the 'Edit Campus Business Email' button, located next to your currently-set Campus Business Email
Other UW Campuses
Individuals from other UW Campuses should contact their local campus IT to ensure that the email address in the source system is correct, and that the email address has been sent to the UW IAA system.
When are changes reflected?
Although in most cases it should take significantly less time, some campus systems take longer to update than others, please allow 24 hours for changes to an email address in a campus source system to propagate through IAA to Workday before contacting the DoIT Help Desk for assistance.
Common Issues
The email entered into Workday keeps changing.
The Business Email Address in Workday will be overwritten with data from other systems. Any changes made to the Business Email Address within Workday will be overwritten eventually. To permanently correct a Business Email Address it must be corrected in the local campus source system and then sent to the UW IAA system.
The email address in Workday is from another campus.
Workday uses the email from the campus/company ID associated with the individual's Primary Position. If the UW IAA system has not received an individual's email address from the campus associated with the Primary Position, it uses the best available address, including addresses from former positions.
The email address in Workday is missing or incorrect.
The Business Email Address listed in Workday comes from campus source systems, which vary by campus. To permanently correct a Business Email Address, it must be corrected in the source system that sends addresses to IAA.