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Administrator Guide
Last Updated: 2024-02-09
Steps: Set Up Government and National IDs for Recruiting

Steps: Set Up Government and National IDs for Recruiting

You can ask external candidates to upload a government or national ID at any of these stages in the recruiting process:
  • Review Candidate
  • Screen
  • Assess Candidate
  • Interview
  • Reference Check
  • Offer
  • Employment Agreement
  • Background Check
  • Ready for Hire
You can configure a custom notification to alert candidates when you require additional information. Workday directs the candidate to the external career site or to the
Edit Government IDs
 task, if they have a
Candidate Home
 account.
To enter information on behalf of external candidates, select
Edit Government IDs
 from the related actions menu of the candidate. This task isn't available for internal candidates.
  1. Access the
    Maintain Localization Settings
     task.
    1. Select
      Personal Information
       from the
      Area
       prompt.
    2. For the localized fields of Government Identifiers (Candidate) and National Identifiers (Candidate), select the countries where you want to collect ID information on the
      Allow for Countries or Regions
       prompt.
    3. Select the
      Active
       check box for each localized field
      .
    This localization, along with access to the
    Candidate Data: National and Government IDs
     domain determines whether you can select
    Personal Data
    Edit Government IDs
     from the candidate's related actions menu.
    Security:
    Set Up: Tenant Setup - Global
     domain in the System functional area.
  2. Edit Domain Security Policies.
    Configure the security policy for the
    Candidate Data: National and Government IDs
     domain.
  3. Activate Pending Security Policy Changes
  4. For each recruiting-related business process where you want candidates to enter IDs, assign the
    Candidate as Self
     security group to the
    Change Government Identifiers
     action step.
    Example: at the
    Assess Candidate
     step
    1. From the related actions menu of the
      Assess Candidate
       business process, select
      Business Process Policy
      Edit
      .
    2. In the
      Who Can Do Action Steps in the Business Process
       section, under the
      Change Government Identifiers
      Action Step
      , select
      Candidate as Self
       on the
      Security Groups
       prompt.
    3. Access the
      Activate Pending Security Policy Changes
       task.
      Enter a comment to describe the security changes made, then review and confirm.
  5. Edit Business Processes.
    For each recruiting-related business process where you want candidates to enter IDs, add the
    Change Government Identifiers
     step between the
    Initiation
     step and the
    Review Decision
     or
    Completion
     steps. Assign the step to the
    Candidate as Self
     security group.
    Example: at the
    Assess Candidate
     step
    1. From the related actions menu of the
      Assess Candidate
       business process, select
      Business Process
      Edit Definition
      .
    2. Select the
      Effective Date
      .
    3. On the
      Edit Business Process Definition
       section, add a row to the
      Business Process Steps
       grid in the preferred order with these values:
    Option Description
    Type
    Action
    Specify
    Change Government Identifiers
    Group
    Candidate as Self
  6. For each recruiting-related business process where you want candidates to enter IDs, add a notification to inform the candidate that you're requesting information from them.
    1. Select the
      Do Not Include Notification Details Link
       check box.
    2. In the
      On Entry
       field, select
      Edit Government ID
      .
    3. In the
      Recipients
       field, select
      Candidate
      .
    4. Include either of these report fields:
      • External Site Homepage
        : Link to the external career site where the candidate originally applied to the job.
      • External Career Site Task Link
        : Link that takes the candidate to the specific task.
  7. Edit Domain Security Policies.
    Define the security policy for the
    Candidate Data: National and Government IDs
     domain in the Recruiting functional area.
  8. Configure the candidate profile to include government and national IDs. This step adds a Personal tab and 2 subordinate tabs to the candidate profile. It also removes Personal Information from the Overview tab.
    1. Access the
      Configure Profile Group
       task.
    2. In the
      Profile Group
       field, select
      Personal for Candidate Profile
      .
    3. Select the
      Display in Profile
       check box.
    4. Add 2 rows.
      In the
      Report
       column, select:
      • Personal Information
      • IDs