Setup Considerations: Autocomplete Staffing Events

You can use this topic to help make decisions when planning your configuration and use of autocomplete for staffing business processes. It explains:

Why to set it up.

How it fits into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

You can enable autocomplete on these business process definitions to automatically complete hire events or job changes that initiate from Workday Recruiting:

Add Additional Job

Change Job

Contract Contingent Worker

Hire

Once a candidate is Ready for Hire
, Workday attempts to complete the event initiation step and the rest of the business process. Any steps that can't autocomplete route normally.

Business Benefits

You can use autocomplete to streamline the flow from Workday Recruiting to staffing business processes. This configuration reduces manual labor and errors because you only need to enter information once when hiring a candidate.

Autocomplete also decreases the number of tasks in My Tasks for managers and administrators to complete by skipping some parts of the parent event, including:

Approval

Batch/Job

Checklist

Complete Questionnaire

Edit Additional Data

Report

Report Group

Review action step

To Do

When you enable autocomplete on a business process definition, you can select which steps you want to route normally. Integrations and service steps always route normally.

Use Cases

You can autocomplete external and internal hires from Workday Recruiting. Autocomplete helps you more easily fill positions that don't usually require additional information or manual input, such as:

High-volume hires.

Retail positions.

Seasonal positions.

Questions to Consider

Questions	Considerations
What information do you need in order to hire a worker in your organization?	Autocomplete uses fields entered in Workday Recruiting and Staffing Field Defaults. When a hire event requires fields that don't populate from one of these sources, the event can't autocomplete. Instead, Workday reverts to the normal routing configured in the staffing business process definition. You can create rules to ensure that required staffing fields have values when you opt into and configure the Staffing Field Defaults feature. Test populating fields thoroughly to ensure that they provide the correct values for business processes that you want to autocomplete.
How do you want autocomplete to affect your staffing subprocesses?	You can enable autocomplete on these staffing subprocesses: Assign Employee Collective Agreement Assign Pay Group Change Organization Assignments for Worker Edit Notice Periods Employee Contract End Payroll Inputs Manage Probation Period Propose Compensation Change Propose Compensation Hire Request One-Time Payment Request Stock Grant All other subprocesses route normally. Subprocesses with autocomplete enabled will attempt to autocomplete every time data is available and valid for all fields. To prevent these subprocesses from autocompleting, you can use separate business process definitions without autocomplete enabled. The details of your autocomplete configuration depend on the subprocess. Example: You enable autocomplete on the Employee Contract business process definition. To complete the subprocess automatically, you must also configure a default contract status for the relevant parent business processes.
Do workers in your organization have multiple jobs?	When you have multiple jobs enabled in your tenant, autocomplete doesn't skip the staffing action to select Change Job or Add Additional Job for internal hires. Once the staffing action is complete, the selected business process will attempt to autocomplete normally.
Do you want to ensure that only some events autocomplete?	You can use rule-based business process definitions to specify which events should autocomplete. Example: Your retail store enables autocomplete for hiring cashiers, but not for a vice president, who is more likely to need additional manual input.
Do you use consolidated templates for your Change Job business process definitions?	You can only autocomplete a consolidated Change Job business process definition when all consolidated subprocesses are also configured to autocomplete. Example: You enable a consolidated Change Job business process definition to autocomplete. You decide not to configure the Propose Compensation Change subprocess to autocomplete, so you remove it from the consolidated template. When any subprocess on the consolidated template fails to autocomplete, the parent process also fails to autocomplete.
Do you want to alter your recruiting timeline to incorporate autocomplete functionality?	When you move a candidate into Ready for Hire status, Workday attempts to autocomplete the event instantly. You might want to modify your current recruiting process to account for this change in the hiring timeline. Example: You normally move candidates to Ready for Hire as soon as the recruiting process completes. To retain flexibility when you enable autocomplete, you modify your processes to move candidates to Ready for Hire within a week of their Hire Date.
Do you use the Offer business process in your organization?	The hire event populates the Hire Reason using information entered in the Offer business process. When you don't use the Offer business process: Ensure that the Hire business process doesn't require a Hire Reason . Workday populates the Hire Date for the hire event from the Target Hire Date on the job requisition.

Recommendations

Because autocomplete can remove approvals and other verifying steps, configure autocomplete only for events that aren't likely to need additional information or manual input.

Because job changes always require a hire reason, configure the Offer
business process to require the

Hire Reason

field. This configuration ensures that recruiters always complete the field.

If you add additional jobs from Recruiting, ensure that you select

Multiple Jobs

as the position setup option in the

Edit Tenant Setup – HCM

task.

If you would like skipped steps to run even when an event successfully autocompletes, Workday recommends that you configure the

Route Normally

prompt for business processes and specify the skipped steps you would like to execute.

Requirements

To ensure that staffing events have all required field values, Workday only enables you to autocomplete staffing events that initiate from Workday Recruiting.

Limitations

Autocomplete doesn't support send-backs.

While service steps never skip, the notifications for service steps always skip.

Tenant

Autocomplete doesn't support the

Work Hours Profile

field in the

Position Setup Options

prompt on the

Edit Tenant Setup - HCM

task because the field isn't available in Recruiting.

Security

To autocomplete a staffing event, you must specify which security groups can initiate and complete the event from the job application. When someone without the correct security moves a candidate to Ready for Hire
from Workday Recruiting, the event doesn't autocomplete.

Business Processes

When your Ready for Hire
business process definition includes Batch/Job
steps, select the

Don't wait for this step to complete, move immediately to the next step

check box on every Batch/Job
step. This configuration ensures that the staffing event can autocomplete.

Workday sends custom business process notifications on business processes that autocomplete. You can configure a step condition to bypass the custom notification.

Reporting

If you want to report on events that have automatically completed using the autocomplete functionality, not through a web service, Workday recommends that you create custom reports that include the External Load and the Event Autocompleted fields.

You can set the filter parameters on these fields to flag as:

False for External Load

True for Event Autocompleted

Integrations

The autocomplete setting on a staffing business process definition doesn't affect web services.

When you enable autocomplete and configure custom notifications on a business process definition, Workday creates an event record and generates a custom notification for action steps that initiate subprocesses. But when you initiate a business process that allows autocomplete through a web service, Workday creates an event record but doesn’t generate a custom notification for action steps that initiate subprocesses.

Connections and Touchpoints

Autocomplete for staffing events interacts with:

Compensation.

Payroll.

Workday Recruiting.

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

Concept: Autocomplete Business Processes

Hire Employees

Steps: Set Up Job Changes

Steps: Set Up Contingent Workers

Add Additional Jobs

Set Up Recruiting to Staffing Field Defaults