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Administrator Guide
Last Updated: 2023-06-23
Steps: Request Personal Information from Candidates

Steps: Request Personal Information from Candidates

  • Hide or require personal information fields by country on the
    Maintain Localization Settings
     task.
  • Security: Configure these domains in the Recruiting functional area:
    • Candidate Data: Gender Identity
    • Candidate Data: Pronoun
    • Candidate Data: Sexual Orientation
You can send a request to external candidates at any stage in the recruiting process to provide additional personal information.
Workday uses the primary location of the job requisition to determine what types of information you can request. Example: You can collect a candidate's veteran status only for job requisitions based in the U.S.
  1. Set up personal information for candidates.
    Selecting the
    Hide Hispanic or Latino for Person in US
     check box on the
    Edit Tenant Setup - Global
     task has no impact on collecting this information for candidates.
  2. For the
    Candidate as Self
     security group, enable
    Modify
     permission on the
    Self-Service: Personal Information
     domain and relevant subdomains.
  3. Edit Business Processes.
    Add the
    Personal Information Change
     business process as a step to these business processes:
    • Assess Candidate
    • Background Check
    • Interview
    • Offer
    • Reference Check
    • Review Candidate
    • Screen
    Add the
    Change Personal Information
     step between the
    Initiation
     step and the
    Review Decision
     or
    Completion
     steps. Select
    Candidate as Self
     as the
    Group
    .
  4. Set up a custom notification on the
    Personal Information Change
     business process to let candidates know they received a request to provide personal information. To include a link to the external career site in the notification body, use the
    External Site Homepage Link
     report field.
  5. Edit Domain Security Policies
    Define the security policy for the
    Candidate Data: Personal Information
     domain and its associated subdomains.
Candidates who apply to jobs on the external career site receive an email notification when they move to a stage that has the
Change Personal Information
 step. Requests for personal information also display as tasks on Candidate Home.
Update personal information for internal and external candidates from the candidate profile.
To support your compliance obligations, purge candidate data and job applications when you no longer need them. You can use the:
  • Agency Candidates in Progress
     report field to identify agency candidates for purging that have a Submit Recruiting Agency Candidate event in progress.
  • Candidate Only Has Non-Submitted Job Applications
     report field to identify candidates who started a job application but didn't submit it.
  • Latest Job Application Created On
     report field to identify incomplete job applications from a specific date range.
  • Partially Completed Job Application
     report field to identify incomplete external candidate job applications that haven't been submitted.
The
Candidate Only Has Non-Submitted Job Applications
 and
Partially Completed Job Application
 fields exclude:
  • Candidates who have at least 1 submitted job application that's not canceled or rescinded.
  • Recruiting agency candidates.
  • Purged candidates.
To include purged candidates in your custom reports, you can use these data source filters:
  • Existing and Purged Job Applications
    , which won't return purged job applications when used with search reports.
  • My Applied Candidates (Including Purged Candidates)