Setup Considerations: Job Requisitions for Recruiting

What It Is

With Workday Recruiting, you can use job requisition functionality to track requirements for unfilled positions or jobs and to move candidates through the recruiting process.

Business Benefits

High-Volume and Strategic Hiring:

With Evergreen Requisitions, you maintain a continuous candidate pipeline for high-turnover roles, with a single requisition. Example: One evergreen requisition to hire 100+ customer service reps throughout the year, instead of opening separate requisitions for each position.

Manage candidates in bulk. Example: Screen 200 seasonal candidates, advance the top 50 to interview, and decline the remaining candidates.

Highlight hard-to-fill or high-priority requisitions as

Spotlight Jobs

for improved visibility on career sites.

Improve Operational Control:

Enforce budget by preventing requisitions without approved headcount or budget.

Automate position management by automatically creating requisitions to backfill vacant positions, preserving compensation, grade, and job profile data.

Track all hiring costs at the requisition level, including recruiter fees and candidate expenses, to improve cost tracking and reporting. Example: Associate recruiter fees and candidate relocation expenses with a specific role to generate accurate cost-of-hire reports for budget analysis.

Automatically populate compensation details from job profiles. Example: Creating a new job requisition auto-populates minimum base pay and benefits based on the job profile, reducing manual entries and errors.

Recruiter Productivity:

Manage candidates, check status, and take action from a single Job Requisition workspace.

Example: A recruiter reviews all applicants for five open roles, moves candidates through stages, and schedules interviews from one dashboard.

Track Candidate Movement: Monitor candidate progress within the requisition to identify bottlenecks quickly. Example: The recruiter notices that three software engineer candidates are still at the hiring manager review stage and sends reminders to speed up decisions.

Take Mass Actions on Requisitions: Perform bulk updates on multiple requisitions. Example: HR freezes or closes 500 open requisitions for a department undergoing a hiring pause, saving hours of manual work.

Agility and Flexibility:

Adjust Position Counts: Increase or decrease open seats on live requisitions without restarting approval chains.

Flexible Process Flow: Assign recruiters or approvers at different steps without delaying job postings. Example: A requisition goes live immediately, while the Primary Recruiter is assigned later, ensuring sourcing begins without delay.

Automatically route requisitions to the correct approvers based on the org chart, reducing email threads. Example: A new IT hire requisition routes directly to the right roles for approval reducing time to fill.

Hiring Manager Efficiency:

Reduces time and effort required for managers to open roles by streamlining fields, defaults, and validations. Example: Selects a job profile and location, and Workday populates compensation, job description, and supervisory org details.

Review and approve requisitions on any mobile device, reducing bottlenecks and keeping hiring momentum high.

Risk and Data Compliance:

Secure Sensitive Roles: Restrict access to confidential requisitions to authorized personnel only. Example: When replacing a C-level executive, the requisition remains hidden from general staff but visible to select recruiters and approvers.

Regulatory Compliance: Ensure all job postings meet legal standards by requiring all mandatory fields. Example: Configures Workday so that a job cannot be posted until pay transparency and EEO data are included.

Metrics Reporting: Generate real-time reports to support planning and headcount forecasting using a single HCM data source. Example: HR generates a dashboard showing current staffing metrics and open headcount by department to guide hiring decisions.

Candidate Communication and Engagement: Automatically notify candidates about requisition updates via configured notification channels. Example: When a job is filled, candidates receive automatic notifications about the status of their application, improving transparency and engagement.

Customized Data Collection: Use supplementary questionnaires to capture role-specific information from candidates. Example: A recruiter adds questions about weekend availability or required certifications to assess candidates for specialized roles.

Efficient Core Job Requisition Management: Create, edit, close, freeze, or move requisitions quickly to keep requisition status accurate.

Use Cases

Position Creation and Backfill:

Create a New Position Using Recruiting Data. Example: Use recruiting data from previous campaigns to create a new role and automatically populate data fields like job profile, location, and compensation range.

Replace Terminated Workers. Example: Generate a requisition for a backfill with the same grade, salary range, and reporting structure.

Update Position Count on a Requisition. Example: Increase or decrease positions on a requisition when targets change.

Candidate Sourcing and Job Promotion:

Post to Jobs to Internal and External Career Sites. Example: Post jobs to both the internal career site and external job boards.

Hire Confidential Candidates for Sensitive Positions. Example: You can mark a requisition confidential for a VP of Operations role, ensuring only select recruiters and approvers can view it, keeping the search discreet.

Create job requisitions using a simplified process. Example: Open a requisition using guided steps that auto-populate job details, compensation, and supervisory organization, cutting setup time from 20 minutes to 5.

Request the details of your in-progress job requisition events using Workday for Slack or Workday for Microsoft Teams. Example: You can ask the Workday bot in Slack for all open requisitions in your department and instantly receive a summary of candidates in each stage, pending approvals, and requisition status.

Track requirements for unfilled positions. Example: Monitor open software engineer roles, identify positions that have been vacant for more than 30 days, and take action

Questions to Consider

Questions	Considerations
How do you want to manage compensation details?	You can include compensation: At your preferred stage of the Job Requisition business process. As a part of the job requisition consolidated template.
What fields do you want to display on your job requisitions?	You can configure which fields display on a job requisition by configuring optional fields, security domains, and embedded analytics. When using the Configure Optional Fields task for job requisitions and confidential job requisitions, you can set these fields as nonenterable for some or all security groups: Additional Job Description Job Description Job Description Summary Example: You can enable recruiters to edit job descriptions while managers can only view them.
How do you want to configure questionnaires and assessments?	You can: Configure the assessments and questionnaires that you want to make available for users to select. Control which assessments and questionnaires Workday populates on job requisitions by creating condition rules.
How do you want to populate job requisition information?	You can configure Workday to populate job requisitions with information from existing positions. You can use information from the: Position when you first created it. Worker last hired into that filled position. You can also configure Workday to populate the job description and job description summary from the job profile instead of the position. When you create a new position as part of a job requisition, Workday populates the position details from the job requisition. You can configure Workday to populate scheduled weekly hours automatically from a working time rule if you: Define a working time eligibility rule. Enter information when creating a job requisition that matches the working time eligibility rule.
Who do you want to create your job requisitions?	For nonspecialist users, such as hiring managers, you can configure the simple, one-page Start Job Requisition task, or items in prompts.
How do you want to manage several job requisitions at the same time?	You can use mass actions to close, freeze, or unfreeze up to 10, 000 unfilled job requisitions at the same time. Example: Your organization has introduced a hiring freeze, and you need to freeze all of your job requisitions at once.
How do you want to highlight critical job requisitions?	You can use Spotlight Jobs to highlight important or hard-to-fill job requisitions.
How do you want to number your job requisitions?	You can define IDs to track your job requisitions. Example: R-2

Recommendations

Keep your job profiles up to date so that Workday can use them to populate information on the job requisition.

When configuring your security, only enable users to override hiring restrictions if you want them to be able to change details during the hiring process. Example: Location or Time Type.

To improve your recruiting efficiency, use evergreen requisitions for your high-volume recruiting needs.

Don't use padding when configuring your ID definitions for job requisitions as it can impact performance. When you need to use padding, use a setting of 10 zeros or more. Example: R-000000000001

Requirements

No impact.

Limitations

You can increase the number of positions on a job requisition after you've created it, but you can't decrease the number.

When you create a job requisition using an existing position, you can only select that position.

Tenant Setup

You can configure settings on the

Edit Tenant Setup - HCM

task to enable:

Workday to populate organizations on job requisitions.

Job requisitions for all staffing events in position management organizations or based on condition rules.

Defaulting behavior for job requisition data in position management organizations.

Workday to populate the

Job Description

and

Job Description Summary

fields from the job profile.

Users to remove or replace a questionnaire on a job requisition, even after a candidate applies.

You to create your ID definition for new job requisitions.

On the

Edit Tenant Setup - Recruiting

task, you can configure to enable candidates to reapply to job requisitions from the Candidate Home or internal career sites for nonworkers.

You can also access the

Edit Tenant Setup - Assistant

task to enable or disable the in-progress job requisitions feature for the Workday Assistant chatbot.

Security

Configure these security domains in the Recruiting functional area.

Domains	Considerations
Confidential Job Requisitions	Users can view and manage confidential job requisitions.
Job Requisitions for Recruiting	Users can access job requisition details that are specific to recruiting. Example: Job posting details.
Job Requisition Workspace	Users can access the Job Requisition Workspace.
Link Evergreen and Job Requisitions	Users can link an evergreen requisition to 1 or more job requisitions.
Move Candidate to Linked Requisition	Users can move candidates between an evergreen requisition and linked job requisitions.

Configure these security domains in the Pre-Hire Process functional area:

Domains	Considerations
Job Requisition Data	Users can access job requisition data.
Pre-Hire Process: Mass Action on Job Requisitions	Users can carry out mass actions to close, freeze, or unfreeze job requisitions.

Business Processes

Business Processes	Considerations
Close Job Requisition	Enables you to close a job requisition. You can't: Hire into a closed job requisition. Reopen a closed job requisition.
Freeze Job Requisition	Enables you to freeze or unfreeze job requisitions. Example: You want to stop job requisitions during a hiring freeze.
Job Requisition	Enables you to review and approve steps for job requisitions.
Job Requisition Change	Enables you to edit job requisitions.

Reporting

Reports	Considerations
Job Requisition Aging	View how long job requisitions have been open to help with planning and recruiting. Workday calculates the data in this report using the difference between the current date and the recruiting start date.
Job Requisition Audit Report	View closed, filled, or frozen job requisitions that have active job postings or candidates. Users can take mass action on this report to: Disposition candidates. Unpost jobs.
My Open Job Requisitions	View a list of your open job requisitions.
View In-Progress Job Requisitions	View a list of Create Job Requisition events that are awaiting submission or approval.

Use these data sources in custom reports:

All Job Requisitions

Job Requisitions - Indexed

Job Requisitions by Role

Integrations

Web Services	Considerations
Close Job Requisition Create Job Requisition Edit Job Requisition	Use this web service to manage your job requisitions.
Move Candidate to Linked Job Requisition	Use this web service to move a candidate from an evergreen requisition to a job requisition.
Manage Job Requisition Freeze	Use this web service to freeze or unfreeze open job requisitions.
Move Job Requisition	Use this web service to move a job requisition from 1 job management organization to another.

Connections and Touchpoints

Features	Considerations
Assessments	You can configure assessments to include in your job requisitions.
Compensation	You can include compensation details on your job requisitions.
Evergreen Requisitions	You can move candidates from evergreen requisitions to job requisitions when you're ready to hire them.
Job Application Templates	You can assign job application templates to job requisitions.
Job Postings	You can use open job requisitions to post jobs on career sites.
Headcount Plans	You can create condition rules to check for budget plans when you create job requisitions for existing positions.
Offer	You can use job requisitions to move candidates to the Offer stage.
Qualifications	You can add qualifications on job requisitions for position management organizations.
Questionnaires	You can configure questionnaires to attach to your job requisitions.
Staffing	You can add the Create Job Requisition business processes on these staffing business processes: Change Job Termination

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.

Other Impacts

Workday populates job postings using the data that you enter on a job requisition. You can use job posting templates to configure this data.

When you update a job requisition that affects role assignments, Workday automatically reassigns related in-progress My Tasks items to the enabled roles.