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Administrator Guide
Last Updated: 2024-02-09
Steps: Request Additional Information from Candidates

Steps: Request Additional Information from Candidates

  • Security: These domains in the Recruiting functional area:
    • Candidate Data: Personal Information
    • Self-Service: Personal Information
  • Security:
    Set Up: Tenant Setup - Global
     in the System functional area.
You can use the
Change Personal Information
task to request additional information from external candidates after they've submitted job applications. Example: Citizenship Status.
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.
Depending on the field, you can select a value defined for the country or country region of that location. Example: You can define 8 ethnicity values for Canada. Workers in Canada can select from those values in personal information tasks.
Workday includes personal information fields that can have different values by country and fields that have the same set of values regardless of the country. Example: The value of Marital Status is different by country.
You can add the
Change Personal Information
step to any of these stages of the
Job Application
 business process:
  • Screen
  • Review
  • Assess
  • Interview
  • Reference Check
  • Offer
  • Background Check
  • Ready for Hire
When a job application reaches the
Change Personal Information
 step, a candidate receives a notification requesting them to submit more information. You can configure the custom notification that the candidate receives to include a link to the external career site. The candidate must sign into their
Candidate Home
 account to view and act on the pending tasks.
  1. Access the
    Maintain Localization Settings
     task to configure personal information fields by country.
    1. Select
      Personal Information
       from the
      Area
       prompt.
    2. Select the
      Active
       check box for each
      Localized Field
       for the information that you want to collect. Example:
      Country of Birth
      .
    3. Select the countries or regions in which you want to enable the fields.
      Consult your legal counsel to ensure that your processes for collecting and managing candidate personal information meet compliance requirements.
      The
      Maintain Localization Settings
       task supports these fields:
      • Additional Nationalities
      • Citizen Status
      • City of Birth
      • Country of Birth
      • Date of Birth
      • Disability
      • Ethnicity
      • Gender
      • Hispanic or Latino
      • Marital Status
      • Military Service
      • Primary Nationality
      • Region of Birth
      • Religion
      • Sexual Orientation and Gender Identity
      • Social Benefits Locality
      For U.S jobs, exclude these data fields from the
      Change Personal Information
       step if you included them on the initial job application:
      • Gender
      • Ethnicity
      • Hispanic or Latino
    Security:
    Set Up: Tenant Setup - Global
     in the System functional area.
  2. After enabling personal information fields for candidates, configure these tasks to ensure that you’re collecting valid data:
    • Maintain Citizenship Statuses
    • Maintain Disability Configuration
    • Maintain Ethnicities
    • Maintain Genders
    • Maintain Marital Statuses
    • Maintain Military Statuses
    • Maintain Religions
    • Maintain Sexual Orientation & Gender Identities
    • Maintain Social Benefits Localities
    If you have already configured the fields for workers or pre-hires, you don't need to configure them again for candidates.
  3. If you’re collecting
    Country of Birth
    ,
    City of Birth
    , and
    Region of Birth
    , there’s no set-up required for candidates. To map this data to the Pre-Hire record:
    1. Access the
      Edit Tenant Setup - Global
       task.
      As you complete the Personal Data for Workers section in the Edit Tenant Setup - Global task, consider:
    Option Description
    Allow Multiple Ethnicities
    From the
    Allow in these Countries
     prompt, select the countries where you want to enable multiple ethnicities.
    Place of Birth
    From these prompts, select the same countries you set up using the
    Maintain Localization Settings
     task in Step 1 above:
    • Track Country of Birth for Workers and Dependents in These Countries
    • Track City of Birth for Workers and Dependents in these countries
    • Track Region of Birth for Workers and Dependents in these countries
    The
    Hide Hispanic or Latino for Person in US
     check box relates to Workers only.
    If you enabled the
    Hispanic or Latino
     field in the
    Maintain Localization Setting
    s task, candidates must submit this data if you've configured the
    Change Personal Information
     step.
    For jobs based in the U.S., Workday recommends that you don't use the
    Change Personal Information
     step to collect these data if you're collecting the same data during the initial job application:
    • Gender
    • Ethnicity
    • Hispanic or Latino
  4. Add Candidate to Domain Security Policy.
    Add the
    Candidate as Self
    role to the domain security policy for each of the fields that you configured using the
    Maintain Localization Settings
     task. Example: For the
    Self-Service: Citizenship Status
     domain.
    1. Access the
      Self-Service: Citizenship Status
       domain.
    2. Click the magnifying glass icon next to the
      Domain Security Policy
       field.
    3. Click
      Edit Permissions
      .
    4. Add a row to the
      Report/Task Permissions
       section.
    5. On the
      Security Groups
       section, select
      Candidate as Self
       and select the
      Modify
       check box.
      Repeat these steps for each self-service domain where you’re collecting data. Example:
      Self-Service: Date of Birth
      .
    6. Access the
      Activate Pending Security Policy Changes
       task.
  5. Define Business Process Policy.
    Assign the
    Change Personal Information
     step to the
    Candidate as Self
     group in the appropriate business process. Example: The
    Review Candidate
     stage:
    1. From the related actions menu of the
      Review Candidate
       business process, select
      Business Process Policy > Edit
      .
    2. In the
      Who Can Do Action Steps in the Business Process
       section on the
      Change Personal Information
      Action Step
      , select
      Candidate as Self
       on the
      Security Groups
       prompt.
    3. Click
      OK
       and
      Done
      .
    4. Activate Pending Security Policy Changes
      .
  6. Update Business Process Definition.
    Add the
    Change Personal Information
     step to the
    Job Application
     business process and assign it to the
    Candidate as Self
     group in the appropriate stage. Example:
    Review Candidate
     .
    1. Access the
      Review Candidate
       business process type.
    2. Select the
      Business Process Definitions
       tab.
    3. From the related actions menu of the
      Review Candidate
       default definition, select
      Business Process
      Edit Definition
      .
    4. Add the
      Effective Date
       and click
      OK
      .
    5. Add a step to the
      Business Process Steps
       section and enter these values:
      Order
      b
      Type
      Action
      Specify
      Change Personal Information
      Group
      Candidate as Self
      Add the
      Change Personal Information
       step after the
      Initiation
       step and before the
      Review Decision
       step or any completion step of a business process.
    6. Click
      OK
       and
      Done
      .
    By default, Workday displays the stage name to the candidate on
    Candidate Home
     when the
    Change Personal Information
     step gets activated. You can use the
    Step Label Override
     task to specify a custom name to display to the candidate instead of the stage name.
  7. Configure a custom notification to alert candidates that you require more information when the
    Change Personal Information
     step is activated.
    Example: At the
    Review Candidate
     stage.
    1. From the related actions menu of the Review Candidate business process definition, select
      Business Process
      Add Notification
    2. Select the
      Do Not Include Notification Details Link
       check box.
    3. In the
      Triggers
       section, click the
      On Entry
       option and select
      Change Personal Information
      .
    4. In the
      Recipients
       section, select
      Candidate
      .
    5. In the
      Email Message Content
       section, add a row and add the
      Subject
       and
      Body
       details.
  8. Configure Domain Security Policy.
    Configure the appropriate domain policy for the roles that can access personal information on the
    Candidate Composite View
     page. This domain policy applies to both personal information data collected:
    • During the initial job application process.
    • While using the
      Change Personal Information
       step.
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
. The data provided is visible on the
Personal Information
 tab on the
Candidate Composite View
 page.
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)