Drive is part of our core functionality and provided at no additional charge.

You can store 2 types of files in Drive. Files that interact with Workday data and external files created outside of Workday (such as acceptable use policies, how to documents, process flows, and media files).

 Workday file types include:

• Discovery Boards
• Document Templates
• Notification Templates
• Slides Presentations
• Worksheets Workbooks and Workbook Templates 

Available external file formats include DOCX, JPEG, PDF, PNG, XLSX, and others. You’re able to control which formats can be uploaded into your tenant using the Edit Tenant Setup – System task.

Note: These file type restrictions don't apply to Workday Media Cloud content uploaded to Drive. ZIP files are only usable in Workday Learning (SCORM or AICC). 

• Drive Administrator – An oversight role, generally centralized to a few users. 
• Content Owners – Individuals who create and manage their files and associated folders on Drive.
• Content Consumers – Those users that content is shared with. Depending on sharing permissions, consumers can be assigned Can View or Can Edit access. Users can also be assigned Can Comment access within Worksheets.

Yes, Drive files fall under the Workday Attachment Size Limits. For videos, refer to Concept: Best Practices for Creating Videos. 

Review the Workday Administrator Guide documentation, or the Drive found within Drive itself. You can also review the Next Level: Drive Overview and Drive Administration. 

There are 2 scenarios where sensitive data can be shared within Drive.

• Data is uploaded to Drive, then shared with a recipient who is authorized to access Drive files.
• Data is included within a Worksheets Workbook that has been shared with a recipient.

In both scenarios, Drive isn’t introducing a new method for circumventing Workday security. Users are often already able to export data and share it externally. However, ensuring files remain within Workday provides better controls and greater visibility around file sharing. Your Drive Administrator should be able to delete files centrally and unshare files if breaches occur.

 We recommend including guidelines around file sharing in your Drive authorized use and content policy.

Yes, either the content owner or Drive Administrator can transfer ownership.

1. Set Up Security for Drive – configure domain security policies.
   • Here’s a table of Drive domains and their associated usages: Reference: Security Domains and Drive Item Management
   • Sample configuration is available in the Shared WDSetup tenant found in Workday Community.
2. Steps: Set Up Drive – Define which external file types users can upload, plus configure various Drive and Notification settings.  
3. Set Up Group Sharing for Drive – Establish which security groups content can be shared with, by file type.

To access Drive, the content consumer must first be granted view and modify access to the Drive domain.

To access individual files or folders within Drive, the content must be shared with the consumer either through a link, explicitly assigned access, or association with an authorized security group.

Here are the domains controlling various types of file access. The Sharing: Content Consumers column depicts the security access that a user needs to be selectable in the sharing modal. 

• Content Owners: 
  • Drive – view and modify
• Sharing: Content Consumers
  • Same as content owner

• Content Owners:
  • Drive – view and modify
  • Discovery Boards: Create – view and modify
• Sharing: Content Consumers
  • Can View: 
    • Drive – view and modify
    • View access to 1 data source on the board
  • Can Edit:
    • ​​​​​​​Discovery Boards: Create – view and modify 
    • Drive – view and modify
    • View access to 1 data source on the board

• Content Owners:
  • ​​​​​​​Drive - view and modify
  • ​​​​​​​Docs – view and modify
• Sharing: Content Consumers
  • ​​​​​​​Same as content owner

• Content Owners
  • ​​​​​​​Drive – view and modify
  • Notification Designer – view and modify
• Sharing: Content Consumers
  • ​​​​​​​Same as content owner

• Content Owners
  • Drive – view and modify
  • Slides – view and modify
• Sharing: Content Consumers
  • ​​​​​​​Same as content owner

• Content Owners
  • ​​​​​​​Drive – view and modify
  • Worksheets – view and modify 
• Sharing: Content Consumers
  • Same as content owner

Users responsible for Drive Administration who have been granted view and modify access to the Drive Administrator domain can:

• Review all Drive items in the tenant (they can’t open files unless they’re a designated content owner or content consumer.)
• Delete files (Example: Delete files that don’t adhere to your organization's acceptable use and data content policy.)
• Remove shares from a file or folder
• Transfer ownership from 1 user to another

Drive administration activities can be centrally managed using the Drive Admin Hub. To learn more about administrative capabilities, watch the Drive Overview and Drive Administration Next Level.

Drive supports proxy for folders, discovery boards, worksheets, workbooks, and certain other file types as defined in the Workday Administrator Guide.