How to Make Workday Policy Documents Searchable with CloudApper hrPad

Workday Policy Documents are often stored in PDF format on custom dashboards, providing centralized access to important company guidelines. However, Workday’s native search doesn’t scan the actual content inside these PDFs. Even if your Workday Policy Documents contain the needed information, it won’t appear in search results unless it’s manually tagged, a process that isn’t scalable.

So how do you make these policy documents truly searchable, easy to navigate, and accessible for your entire workforce? The answer lies in CloudApper hrPad — a self-service kiosk solution that transforms how employees engage with Workday content.

Transforming PDFs with CloudApper hrPad

Step 1: Upload Your Policy Documents into hrPad

Start by uploading all your existing policy PDFs into the hrPad platform. hrPad accepts various document formats and can organize them by department, region, or topic. This becomes your centralized policy repository — independent from the limitations of Workday’s native document viewer but still fully accessible to Workday users through hrPad’s integrated experience.

Step 2: Enable Full-Text Indexing

Once uploaded, hrPad automatically parses the contents of each document. Unlike Workday’s native dashboard, which treats PDFs as static files, hrPad reads every word and indexes it for search. For example, if your “Time-Off Policy” mentions “California” in paragraph five, hrPad ensures that word becomes searchable — no manual tagging required.

Step 3: Set Up Self-Service Access Points

CloudApper hrPad is designed to work on web, tablet, or kiosk. You can embed it within your employee portal or use it as a physical self-service option in break rooms, manufacturing floors, or HR zones. Once live, employees can type a question like “What’s the break policy in California?” and instantly get document-based results highlighting that phrase or topic. This eliminates the need to scan multiple PDFs manually.

Step 4: Keep Content Updated Automatically

Anytime HR uploads a revised version of a policy, hrPad updates the index instantly. There’s no need to reconfigure anything — employees always search the latest version. This is particularly useful for companies operating in multiple states or countries, where laws change frequently and localized policies are critical.

Step 5: Analyze User Search Trends

CloudApper hrPad also provides insight into what employees are searching. If you notice recurring questions around a particular policy, that’s a signal to clarify content or provide updates. This turns your HR policy library from a passive resource into an interactive tool that evolves with your workforce.

Bonus: No Changes to Your Workday Setup

One of the biggest advantages? You don’t have to modify your Workday configuration. CloudApper hrPad complements your existing setup, so you can offer enhanced functionality without IT headaches or long deployment cycles.

Final Thoughts

Making your Workday Policy Documents searchable doesn’t require a complex system overhaul — just the right solution. With CloudApper hrPad, you can give employees immediate access to the policy answers they need, reduce HR ticket volume, and ensure compliance across departments and locations.

Consult our experts today to start transforming your Workday document experience with hrPad.