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Administrator Guide
Last Updated: 2024-02-09
Example: Set Up Offer and Employment Agreement for Same Job Application

Example: Set Up Offer and Employment Agreement for Same Job Application

This example illustrates how to configure the job application business process to enable you to send candidates an Offer letter followed by an Employment Agreement. 
As HR Administrator, you want to send an offer letter to a candidate informing them that you wish to hire them. After the candidate accepts the job offer, you want to send them a contractual Employment Agreement with these details:
  • Collective Agreement
  • Contract Details
  • Probation Period
  • Notice Period
You also want the candidate to sign both the offer letter and the employment agreement document. Both documents will be accessible on the candidate profile within Workday.
  1. Access the
    Job Application
     business process.
  2. Click
    View Dynamic Definition
    .
  3. Select the
    Employment Agreement
     tab.
  4. From the related actions menu of the
    Step
     on the
    Possible Next Steps
     section, select
    Business Process > Maintain Step Conditions
    .
  5. On the
    Entry Conditions
    tab, remove the
    Rule
     Allow Employment Agreement step if there’s no prior Offer event.
    Workday recommends that you remove this tenanted rule
    Allow Employment Agreement step if there’s no prior Offer event.
     from every stage where the
    Employment Agreement
     step is configured as a possible next step.)
  6. Click
    OK
     and
    Done
    .
  7. On the
    View Dynamic Business Process Definition
     page of the
    Job Application
     business process, click
    Edit Dynamic Definition
    .
  8. Select the
    Offer
     tab.
  9. Add a row on the
    Next Possible Steps
     grid and enter these values:
    Specify
    Group
    Employment Agreement
    HR Administrator
  10. Click
    OK
     and
    Done
    .
  11. Access the
    Offer
     business process.
  12. From the related actions menu of the
    Offer
     business process, select
    Business Process > Edit Definition.
  13. On the
    Edit Business Process Definition
     section, add 4 rows to the
    Business Process Steps
     grid and enter these values:
    Order
    Type
    Specify
    Group
    b
    Action
    Initiate - Pre Hire- Probation Period Details
    HR Administrator
    c
    Action
    Initiate - Pre Hire- Contract Details
    HR Administrator
    d
    Action
    Initiate - Pre Hire-Collective Agreement Details
    HR Administrator
    e
    Action
    Initiate - Pre Hire- Notice Period Details
    HR Administrator
  14. Click
    OK
     and
    Done
    .
  15. Access the
    Employment Agreement
     business process definition.
  16. From the related actions menu of the
    Employment Agreement
     business process, select
    Business Process > Edit Definition.
  17. On the
    Edit Business Process Definition
     section, add 5 rows to the
    Business Process Steps
     grid and enter these values:
    Order
    Type
    Specify
    Group
    b
    Action
    Initiate - Pre Hire-Probation Period Details
    HR Administrator
    c
    Action
    Initiate - Pre Hire- Contract Details
    HR Administrator
    d
    Action
    Initiate - Pre Hire-Collective Agreement Details
    HR Administrator
    e
    Action
    Initiate - Pre Hire- Notice Period Details
    HR Administrator
  18. Click
    OK
     and
    Done
    .
If you move candidates from
Offer
 to
Employment Agreement
, the values added during the offer stage will move down to employment agreement and onwards to
Staffing Events
. You can edit these details in
Employment Agreement
 if desired.
Corrections made to
Employment Agreement
 will update only the values on the
Employment Agreement
 document.
Compensation plans added on
Offer
 don't flow down to the
Employment Agreement
 step.
After you initiate the
Employment Agreement
 step, you can't revert to the
Offer
 stage. You also can't renegotiate
Offer
.
Workday recommends that you renegotiate
Offer
 before you initiate
Employment Agreement.