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Administrator Guide
Last Updated: 2023-06-23
Example: Enable Automatic Notifications for Recruiting Agency Users

Example: Enable Automatic Notifications for Recruiting Agency Users

This example describes how to configure Workday to send automatic email notifications when you:
  • Create a Workday account for a recruiting agency user.
  • Post a job to the recruiting agency career website.
As the recruiting administrator for Global Modern Services (GMS), you want to create a Workday account for Alex, the newest hire at an external recruiting agency. You also want to send her a custom email notification with her sign-in details.
You also want to notify all users of that recruiting agency whenever you post a job to their career site.
Create the GMS Recruiting: EMEA recruiting agency in Workday.
  1. Access the
    Edit Tenant Setup - Notifications
     task.
    1. In the
      Default Email Settings
       section, from the
      Default SMTP Configuration
       prompt, select
      Workday SMPT: Default SMTP Configuration
      .
    2. In the
      Notification Delivery Settings
       section:
      • Select the
        Business Processes
         tab.
      • On the
        Custom Business Process Notifications
         row, select the
        Override Parent Notification Settings
         check box.
      • From the
        Rule
         prompt, select a routing rule that enables
        Email
         as a channel and
        Immediately
         as the email channel frequency.
  2. From the related actions menu of the
    Create Workday Account
     business process definition, select
    Business Process
    Add Notification
    .
    1. Enter an
      Effective Date
      .
    2. Select
      Completed
       from the
      Trigger on Status
       prompt.
    3. Select
      Recruiting Agency User as Self
       from the
      Group(s)
       prompt.
    4. In the
      Message Content
       section, add a subject and body for the notification email:
      • Subject
        : New Workday Account.
      • Body
        : This is an automatic notification that a Workday account has been created for you. You’ll receive separate emails containing your username and password.
  3. Access the
    Create Recruiting Agency User
     task.
    1. In the
      Recruiting Agency
       field, select
      GMS Recruiting - EMEA
       for the agency user's organization.
    2. In the
      Legal Name Information
       section, enter:
      • First Name
        :
        Alex
      • Last Name
        :
        Morgan
    3. In the
      Contact Information
       section, add a new
      Email
       and enter:
      • Email Address
        :
        alex.morgan@external-agency.com
      • Type
        :
        Work
      • Primary Work
        : Select this check box
  4. From the agency user's related actions menu, select
    Security Profile
    Create Workday Account
    .
    1. In the
      User Name
       field, enter
      alex.morgan
      .
    2. Select the
      Generate Random Password
       check box.
  5. Access the
    Create Calculated Field
     task.
    Create a calculated field that returns all agency users that work for the agency.
    1. Enter:
      • Field Name
        :
        Agency Users for Recruiting Agency
      • Business Object
        :
        Post Job Event
      • Function
        :
        Aggregate Related Instances
    2. Click
      OK
      .
    3. On the
      Calculation
       tab, enter:
      • Source Field
        :
        Job Postings - Proposed
    4. Fields to Aggregate
      :
      Agency User Names
    5. Click
      Done
      .
  6. From the related actions menu of the
    Post Job
     business process definition, select
    Business Process
    Add Notification
    .
    1. Select an
      Effective Date
      .
    2. Select
      Completed
       from the
      Trigger on Status
       prompt.
    3. From the
      Recipients
       prompt, select
      Agency Users for Recruiting Agency
      .
    4. In the
      Message Content
       section, add a subject and body for the notification email:
      • Subject
        :
        Job Posting
      • Body
        :
        This is an automatic notification that a new job was posted to your external career site.
When you create her account, Alex receives the custom email notification you set up, as well as 2 system-generated emails containing:
  • Their user name.
  • The random password.
Agency users from a specific agency receive an automatic email notification every time a job is posted to their agency career site.