Workday Search Tip: Why the Smallest Word Gets the Best Results

Have you ever stared at the Workday search bar thinking, “What’s the name of that task again?” You’re in good company. This came up with a Legato client recently while they tried to adjust a Student Accomplishment for a demo. They knew the task existed… but couldn’t remember its exact name.

Here’s the tip I shared (and now share with everyone): Search the smallest word possible.

Instead of typing the full task name, try a small but meaningful slice of the keyword. In this case, I suggested they search “Accomplish”. Bingo! The task "Manage Student Accomplishments" appeared in the search results at last.

Why does this work so well?

1️⃣ It Gives Workday Enough to Go On

Workday’s search engine doesn’t need the full phrase to find what you’re looking for. A partial keyword often gives better results than the whole thing.

2️⃣ Workday Search ≠ Google Search

Google uses natural language processing and decades of web indexing. Workday… does not. Its search logic is more literal and less intuitive, which means shorter keywords help Workday hit the right match.

3️⃣ Task Verbs Are Not Consistent

Some tasks start with Edit. Some start with Maintain. Some start with Manage. And honestly? There’s no universal pattern.

By searching the smallest meaningful part of the task name, you skip the guesswork and jump straight to the correct result.

In this client’s situation, typing “Accomplish” surfaced the exact option they needed: Manage Student Accomplishments. Quick, clear, and no endless searching required.

Make Workday Search Work for You

Workday is powerful, but only if you can find what you’re looking for. Small search terms give you the clearest path to the right tasks, especially for processes you only touch once or twice a year.

At Legato Strategic Consulting, we help institutions not only understand Workday but use it with confidence. From smarter search strategies to intuitive dashboards, we’re here to make your system feel simpler, faster, and easier for every user.

For more insights like this, subscribe to our newsletter.