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Managing Your Inbox Filters

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This job aid outlines the process to create and edit a custom Workday inbox filter for efficient management of your inbox and select one of your customized filters to be a default filter applied each time you sign in to Workday.

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Important Information

  • There are two Workday delivered filters: Favorites and Overdue. These filters cannot be deleted and cannot be selected as your default filter.
  • You cannot set up a default filter until you have created a custom filter for your inbox.
  • Changing or removing your default filter from your Workflow Preferences will not delete the filter as an option within your inbox.

Getting Started

Create Filters

  1. To manage your Inbox filters, navigate to your inbox by selecting the Inbox icon in the top right-hand corner of your Workday Home page.
  2. On the left hand side under Filters, select Manage Filters.Workday inbox with filters open and manage filters highlighted
  3. On the My Tasks Filters page, select Create My Tasks Filter.My Tasks filters page on Workday
  4. Complete the following fields:
    • Descriptions. Add the name for the custom filter. For example, if you are going to filter items related to the Hire business process, you would type Hire.
    • View Definition. The user has two options to define their custom filters. Option one only allows users to see specific tasks for all business processes. Option two permits users to filter items from specific business processes.
    • Task(s). This field allows users to customize the details of the filter and select common tasks or Inbox Tasks such as To Dos, approvals, or attached documents.create a new inbox filter process including the description of the filter, the view definition, Tasks types, and/or conditions of the filter
  5. Select OK. The new filter is listed.new inbox displays as name of the inbox filter. business process type, criteria, and personal type.

Edit Filters

You can edit a filter to make adjustments as needed.

  1. From within your Workday inbox under Filters, select Manage Filters. Workday inbox with filters open and manage filters highlighted
  2. The My Tasks Filters page displays. You will see any existing filters you created here. Select the Related Action icon next to the filter you would like to edit. Then select My Tasks Filter > Edit.
  3. Edit the filter as needed.the related action menu displays Inbox filter and favorite and also its sub menu with edit, copy as personal, filter my Inbox, and delete. Inbox filter and edit on its related action menu are highlighted
  4. Select OK.

Set Default Inbox Filter

Users can select a default inbox filter from their customized filters list. Each time you sign into Workday, the custom filter will automatically apply.

  1. Select the My Account icon the top right-hand corner of the Workday Home page.
  2. Select My Account > Change Preferences.the sub options of My account includes organization ID, change preferences, and view signon history. click change preferences here
  3. Scroll down to the section Workflow Preferences. Then in the Default My Tasks Filter field, select a filter you would like applied to your inbox every time you sign in to Workday.
    under workflow preferences, there are email address for business processes, suppress Inbox exceptions, and default Inbox filter fields. The search the default filters by clicking the prompt icon

Note: Users can select All Items or select other filter options inside your Workday Inbox to remove the applied filter. This will not delete the filter. When you sign in again, the default filter will be reapplied.

This completes the Managing Your Inbox Filters process.