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Administrator Guide
Last Updated: 2026-05-01
Steps: Set Up Prospect Consent Collection

Steps: Set Up Prospect Consent Collection

To comply with General Data Protection Regulation (GDPR) and other regulations, you can configure emails that Workday automatically sends to prospects to request consent for storing their data. The emails direct prospects to a page on your external career site where they can read and accept or decline your terms and conditions.
You can use Notification Designer to design emails with more advanced branding and layout options than a standard email template.
  1. Select
    Prospect Consent Collection
     from the
    Email Template Behavior
     prompt.
  2. (Optional) Create a Notification Template.
    If you use Notification Designer, you can create and activate a template for the
    Prospect Consent Collection
     notification type instead of creating an email template.
  3. Create a message template for the
    Prospect Consent Collection
     notification type.
    Click
    Insert Tag
     on the text editor to add the
    External Site ~Prospect~ Consent Link
     report field into the body of the email. This report field generates an
    Accept and Decline Terms and Conditions
     link that prospects can click to access the correct page on your external career site. You can't override the link text.
  5. Workday recommends that you make the
    Email
     field required on these tasks so prospects can receive emails:
    • Create Prospect
    • Create a Referral
    • Refer a Candidate
  6. (Optional) Display responses from prospects on the
    Prospect Profile
     profile.
    You can add
    Consent Status
     as an item on the profile header card.
  7. Edit Domain Security Policies.
    Grant users who need to report on consent statuses and manually send emails access to the
    Manage: Prospect Consent
     domain.
Workday automatically:
  • Sends emails to prospects when you create them through the user interface.
  • Records emails and consent status updates as timeline events on the
    Recruiting History
     report on the
    Prospect Profile
     profile.
Access the
View Prospect Consent Status
 report to:
  • Review responses from prospects.
  • Manually send reminder emails to prospects who haven't responded or manually send emails to prospects who haven't received one. Examples: prospects created before feature setup or created by web services.
You can use the
Purge Person Data
 report to purge data for prospects who decline consent.