An international client recently transitioned from AFAS to Workday. One of the biggest challenges during this move was the large number of HR letters used across different business processes. From hire and promotion letters to salary increases and contract renewals, every situation required a specific, personalized document.
The task was to rebuild this entire library of letters in Workday, using condition rules and calculated fields so that each document would automatically display the right text and pull the correct data for the employee receiving it. With more than twenty documents in four languages and over a hundred condition rules, it was clear that the project required deep system knowledge and dedicated focus.
Taking Ownership of Workday Documents
That’s where Veerle Graafsma, Workday Consultant at SuccessDay, stepped in. By taking ownership of Workday Documents, she made sure the client’s HR team could continue preparing for go-live without being overwhelmed by the complexity of the configuration.
“My role was to configure the letters, build the condition rules and calculated fields, add the documents to the right steps in the business processes, and test them thoroughly,” Veerle explains. “Because the client managed most of the implementation themselves, I was also there to answer questions and provide guidance whenever they ran into issues outside my immediate scope.”
“Taking responsibility for all aspects of Workday Docs gave the client peace of mind”
Reducing Workload and Meeting Standards
By handling the dynamic documents from end to end, Veerle reduced the workload for the internal team and ensured the client’s strict branding standards were met. This meant every document, whether a promotion letter or a probation review, was not only technically correct but also consistent with the client’s tone and visual identity.
“Taking responsibility for all aspects of Workday Docs gave the client peace of mind,” she says. “They knew that by the time we reached go-live, everything would be ready and tested.”
Impact on the Employee Journey
The impact of the project was clear. Employees now receive personalized and accurate letters generated directly from Workday, without additional effort from HR. The system handles the complexity in the background, allowing HR teams to focus on supporting people rather than managing documents.
“The real value is that it improves the employee experience,” Veerle adds. “Every letter feels personal and professional, and HR doesn’t need to worry about errors or missing information.”
Building Long-Term Value
By embedding Veerle into the project, the client not only met their go-live deadline but also set a foundation for scalable document management in the future. The internal HRIT team could focus on stabilization and optimization, knowing that a critical piece of the puzzle was in safe hands.
For SuccessDay, it is a strong example of how interim Workday consultants help clients go beyond go-live and achieve lasting value from their HR technology.
Want to know more? Contact us!
