Smart - Customer Knowledge BaseSmart - New Features Smart - New FeaturesSupport for the New Benefits Enrollment Workflow in Workday Preview tenants

Support for the New Benefits Enrollment Workflow in Workday Preview tenants

Workday have released a new design for benefit enrollment during Change Benefit for Life events. This is now supported in Smart.

The new benefits enrollment Workflow

The new design for the benefit enrollment workflow applies to all processes that use Change Benefit for Life Event as a sub process. You can read more about this new approach on workday community.

This is an example of the new design:

To use the new approach you need to opt in via Workday. If you plan to do this you will need to update your Smart business process templates. The new template includes an update to the Change Benefit Elections tab. This will enable you to run your tests against your Workday preview tenants.

You can download this new version of the tab below.

This template is only for use on Workday Preview tenants. To run the tests against sandbox or other impl tenants you should use the existing tab in the template.

The recommended approach for re-executing existing tests on preview is:

  • download your existing template
  • update the tests with the new Change Benefit Elections tab
  • Remove the old version - saving for any further executions on sandbox/Impl 
  • Select Re-execution of your test run and upload the new template

Updating the new Change Benefit Elections tab

Here are some helpful tips on how to fill in the new Change Benefit Elections tab.

Like the existing template, each benefit plan type has a separate section to update. The notes on each section will give guidance on which Benefit plan type it applies to.

For every plan of the same type you need to duplicate the full section. Each repeatable section and field have a note to help you fill in the detail for each benefit plan.

Each 'Plan Type' then needs to be overwritten with the correct coverage type of the plan. This is the coverage type that is displayed on the UI within the Change Benefit for Life step during the Benefit enrollment.

You need to enter the coverage types in the order they appear on screen. The 'Maintain Benefit Coverage Types' task in workday will show you the display order. If you have multiples of the same coverage type these should be adjacent in the template.

The 'Add Dependent' field is for adding new dependents to the worker. An input of 'Y' will click the 'Add Dependent' button in Workday.

Duplicate this row to add multiple dependents. As before, you need an 'Add Dependent' or 'Add My Dependent' for each dependent you want to add.

For Beneficiaries there is a slightly different input that previous. On the new design, selecting 'Add New Beneficiary or Trust' opens a modal window. From here you can select either:

  • Add New Beneficiary 
  • Add New Trust

In the template for the 'Beneficiary' field you need to enter the value 'Add New Beneficiary' or 'Add New Trust'.

Smart will attempt to do the following:

  • add a row in the beneficiary grid
  • select  'Add New Beneficiary or Trust'
  • select the value you have entered

At the end of the process clicking 'Review and Sign' navigates to the Summary page. This is where users may be asked for their Electronic Signature. Smart will automatically check the 'I Accept' checkbox and submit the page.

Retirement Savings Plans

For Retirement Savings, these can also have their allocation across multiple providers. 

This means that there are 2 options to how you elect Retirement Saving plans for the worker the the UI and therefore there are 2 options in the template.

Retirement Savings allocation is across multiple providers

The template sections used allow you to enter the 'Contribution Type' and 'Contribution' in one section and put the plan details in the other. 

If there is no 'Employee' or 'Employer Contribution Percentage' against the plan they will not be elected.

To update multiple plans you must repeat the second section for each plan.

Other retirement savings plans that does not have allocation across multiple providers a different section is used. This section is similar to other plan types: one section per plan and the 'Contribution' is part of that section: