Troubleshooting: Third Party Proxy Account Access

1. Check your Spam folders
2. Check with your student to ensure that they added you to their account carefully. The most common pieces that are missing are:
   • Ensure that the Is Third Party User checkbox is checked
   • Ensure that the email address is spelled correctly and is the email address you expected the student to use.
   • Ensure that your student has gone into your account and done the Manage Permissions for Third Party step.
3. If you cannot locate your invitation emails, use the Forgot Password link on the login page of Workday. Enter your username (usually your first name and last name, no spaces or special characters) and the email address your student entered. Workday will then email you instructions for resetting your password. (If you do not know your username, please open a Service Request or call 507-222-5999.​​​​​​)
   NOTE: Workday will not re-send these initial emails.

If this information does not help you remember your username, please open a Service Request or call 507-222-5999. ITS can support third party account inquiries during core business hours: Monday through Friday, 8am-5pm.

Technician Note: See Troubleshooting Third Party Proxy Accounts at the Helpdesk

Usernames are created when your student first enters your name into Workday. They are nearly always your first name, then last name, with no special characters or spaces. If more than one person has that first name/last name combination, Workday will add a number to the end of the username.

If this information does not help you remember your username, please open a Service Request or call 507-222-5999. ITS can support third party account inquiries during core business hours: Monday through Friday, 8am-5pm.

Technician Note: See Troubleshooting Third Party Proxy Accounts at the Helpdesk

This can happen if your either initially set up multifactor authentication using the Authenticator App option, or you have logged in too many times without setting up multifactor authentication at all. (Workday allows a grace period of 3 logins before it presents this error. For more information on setting up multi-factor authentication, please see our guide on multi-factor authentication for third parties.

To resolve this issue, please open a Service Request or call 507-222-5999. The Workday account admin will need to reset your account for you.

Technician note: assign to the Workday - CC group for account reset

Your student will have selected which information is available to you by picking from a list during the Manage Permissions for Third Party step. You can then access this information by accessing one or the other of two Apps in Workday:

1. Click on the Global Navigation Menu (the 3-bar menu at the top left of the screen).
2. You should see 2 apps there:
   • Academics for Third Party
   • Finances for Third Party

If you don't see either or both of these apps:

1. Open the Global Navigation Menu (the 3-bar menu at the top left of the screen).
2. Click the Add Apps button at the bottom of the menu
3. Type Third Party into the search box
4. Click the plus icon next to the relevant results to add those apps to your menu
5. Click the Return to Menu link at the top of the menu to see those apps and use them

If you don't have the permissions you think you should have, talk to your student. Your student is the only one who can change permissions.

1. First, in your own Third Party account be sure that you don't have a Manage Permissions task waiting for you in your My Tasks inbox. (Click on the inbox icon near the top right of your screen)
2. If you do have a Manage Permissions task waiting for you there, click the Approve button. Your student will not be able to change permissions until after you approve the current permissions.
3. Your student should then go into their Profile in Workday, navigate to Personal and then the Friends and Family tab, scroll to the right for the Actions button, and select Manage Permissions for Third Party. This is where they can adjust your permissions.
   NOTE: Nobody other than the student can modify third party permissions.

The login page for the Proxy version of Workday allows you to reset your password:

1. Go to the login page of Workday for Affiliates (link opens in a new window)
   Note: This is not the same URL as current students and employees use.
2. The Forgot Password link and the Change Password link are below the username and password boxes.

Using the Forgot Password link will prompt you for your username and the email address on file in your student's list of Friends and Family. Workday will then send a password reset link to this email address. The reset link will be good for 1 hour. 

Your student will need to update your email address in their records. To do this, they should:

1. In Workday, they should go to their Profile
2. Click Personal from the left-hand blue menu
3. Select the Friends and Family tab
4. Scroll to the right side of the table listing you as one of their friends and family
5. Click the Actions button
6. Select Edit Friends and Family
7. Select the Contact Information tab
8. Edit your email address
9. Click OK at the bottom of the screen
10. Click Done

You student can update your name on their records, but this will not change your username. Usernames are created when your student first enters your name into Workday. They are nearly always your first name, then last name, with no special characters or spaces. If more than one person has that first name/last name combination, Workday will add a number to the end of the username.

There are two options for generating a new username:

• Your student can add you as an entirely new entry on their Friends and Family page, being sure to use an email address that has never been entered into Workday before. (Editing your existing record on their account will not prompt your username to change.) The name that they enter into this new record on the account will become your new username, and you should receive new account set-up emails to your new email account.
• You can submit a ticket to ITS. Be sure to include your current username and contact information as well as your new name. Be aware, ITS cannot update anything about your record on the student's account, including your email address. After verifying your identity, ITS can update your username only. 

Technician Note: Assign to the Workday-CC group for account editing.

• Please submit a ticket to ITS. Be sure to include your current username and contact information. ITS can support third party account inquiries during core business hours: Monday through Friday, 8am-5pm.

Technician Note: Assign to the Workday-CC group for account reset.

Try resetting your password using the "Forgot Password" link under the login box of Workday for Affiliates (link opens in a new window).

If that doesn't work, the most likely scenario is that your student removed you from their Friends and Family list. Check with your student and have them add you back to their list if you need to see their information.

If your student verifies at you are on their Friends and Family list, your email address listed there is correct, and the Is Third Party checkbox is checked, please open a Service Request or call 507-222-5999. ITS can support third party account inquiries during core business hours: Monday through Friday, 8am-5pm.

Technician Note: See Troubleshooting Third Party Proxy Accounts at the Helpdesk

Please log in using Workday for Affiliates (link opens in a new window) instead of the link in the email notification.

This notification happens if one of two things occurs:

• Your student removed you from their account and then re-added you using the same name and email address as before
• You have more than one student who has added you to their accounts using the same name and email address

In these circumstances, Workday will present you with this task so that you can see the permissions your student(s) has granted.

1. Log into Workday for Affiliates (link opens in a new window).
2. Click on the inbox icon near the top right of your screen to open the My Tasks section of Workday.
3. Click on the message to Manage Permissions for [your name].
4. Review the permissions your student has granted.
5. Click the Approve button at the bottom of the screen.

This can happen if your student removed you from their account and then re-added you using a different email address, or if you have multiple students and they each entered you using different email addresses.

If you prefer to have all of your Third Party account information in one place, please have your student(s) do the following:

1. In Workday, click on their Profile picture or icon.
2. Click View Profile.
3. Select the Personal section from the left-hand navigation.
4. Select Friends and Family from the tab across the top of the Personal page.
5. scroll all the way to the right on the grid that lists your Friends and Family and click on the Actions button.
6. Select Remove Friends and Family
7. Click on the Add button
8. Add your listing back onto their account using the email address you specified to them.

Editing vs removing and re-adding people from a student's Friends and Family list have different consequences. When a student adds a new Friends and Family listing, Workday uses the email address the student enters to determine whether this should be a new Third Party account or whether it should link the student's listing to an existing Third Party account. If a student then edits the email address associated with an account, that new email address becomes the address to which Workday sends notifications and password reset emails , but it does not generate a new Workday account or link the student's information to that new account. If, on the other hand, the student uses the Add button to add a Friends and Family listing, Workday will again use the email address to decide whether to create a new Third Party account or link this student to an existing Third Party account.

If multiple people use the same shared email address, the first person the student entered when submitting that email address will be the name on the shared account associated with that email address. There cannot be multiple Workday accounts that use the same email address.

It is very easy to miss a crucial checkbox that causes these emails to get sent. Here's how to see if Workday knows it was suppose to send those emails:

1. In Workday, click on your Profile picture or icon.
2. Click View Profile.
3. Select the Personal section from the left-hand navigation.
4. Select Friends and Family from the tab across the top of the Personal page.
5. scroll all the way to the right on the grid that lists your Friends and Family.
6. One column in that grid is for Email Address. Ensure that this email address is correct.
7. One column in that grid is for Third Party. Ensure that this says Yes.

If either of these is incorrect:

1. Click on the Actions button at the far right side of the grid
2. Select Edit Friends and Family
3. Ensure that the Is Third Party checkbox is checked
4. Ensure that the email address (in the Contact Information tab) is correct
5. Click OK at the bottom of the page
6. Click Done

If the Is Third Party checkbox had not been checked originally, your third party will now receive their invitation emails. You should now proceed to the step of managing permissions for your third party (link opens in a new window).

If the Is Third Party checkbox had been checked originally and only the email address needed changing, your third party will not receive new invitation emails. Instead they should:

1. Go to Workday for Affiliates (link opens in a new window)
2. click the link that says Forgot Password
3. Try using their first name and last name (no spaces, no capital letters, no special characters) as their username
4. Use the email address you have entered into the Friends and Family list
5. Click Submit
6. Workday will send password reset information to that email address.

If your third party cannot reset their password, please open a Service Request or call 507-222-5999. 

Technician Note: See Troubleshooting Third Party Proxy Accounts at the Helpdesk

Please refer to the Workday article on managing permissions for your third party (link opens in a new tab). The items you check off during that process are the only items that your third party will be able to see or do.

NOTE: To protect privacy and FERPA rights ONLY the student can adjust these rights. Nobody else at Carleton can do this on the student's behalf.

This may be a result of signing into Workday too many times before setting up your multi-factor authentication (see our instructions on multifactor authentication here). Please open a Service Request or call 507-222-5999. 

Technician note: If other troubleshooting failes to correct the issue, assign to Workday - CC for account reset.

To protect privacy and FERPA rights, Workday is set up so that nobody except the student can add third parties to their Workday accounts. For this reason, students have to voluntarily go through these steps in Workday to confirm their wishes, even if they had previously set up proxy access in The Hub.