Job Requisitions

Overview

A job requisition tracks requirements for unfilled positions or jobs and moves candidates through the recruiting process. Requisitions can include:

Recruiting information (e.g., number of openings, target hire date)

Job details (e.g., job posting title, job description, location)

Qualifications (e.g., skills, education, work experience)

Compensation details (e.g., total base pay, bonuses, stock)

In this chapter, you will learn how to create and manage job requisitions.

Objectives

By the end of this chapter, you will be able to:

Create a job requisition.

Edit and manage job requisitions.

Configure a candidate grid.

Job Requisitions

You must use job requisitions in Workday Recruiting. You can create and edit job requisitions and attach them to questionnaires. You can create job requisitions for filled and unfilled positions in organizations that use position management or job management staffing models. Use the

Create Job Requisition

task.

Managers can use the

Start Job Requisition

task to independently create their own requisitions when there is an opening on their team. This task is a simplified version of the

Create Job Requisition

task.

You can configure your tenant to require job requisitions for all positions or make them optional. Validation rules are also an option. These rules tell Workday which positions require job requisitions and which ones do not.

You can only have one job requisition per opening at any one time. When you create a new requisition for a position management organization, you can create new or add existing multiple job openings with a single job requisition. You can only create job requisitions for positions that are open or frozen. After submitting a job requisition, you can modify details on the job requisitions. Note that you can add positions but cannot remove them.

If your organization has the following products configured, you can view your job requisitions that have awaiting action in:

Workday Assistant

Microsoft Teams

Slack

When you create a job requisition, Workday automatically populates many fields. In position management organizations, tenant configuration determines data defaults. For job management organizations, data defaults from the job profile. If you edit a job requisition, changes apply to all job openings connected to that job requisition.

If configured, you can collaborate with other users by adding and viewing notes on job requisitions. You can view notes on the job requisition composite view and on the Job Requisition Workspace.

Note
: Job requisition notes display only for recruiting users who have access to those requisitions.

Optional Fields on Job Requisitions

Workday allows you to hide or require fields when you create or edit a job requisition. You can require or hide the fields for all users or just for specific security groups. You can also configure certain fields as read-only. Use the

Configure Optional Fields

task. Select the Recruiting functional area to view the available options.

Job Requisition Workspace

The Job Requisition Workspace allows recruiters to filter and group job requisitions. Additionally, the workspace supports the configuration of the job application stage order. Other features of the Job Requisition Workspace include:

Job Requisition Workspace Default Role

Stage order and visibility

Expanded role filter

Filter by hiring manager

Group by primary location

View additional locations

Job Requisition Composite View Profile

The Job Requisition Composite View profile is a landing page that gives you a comprehensive, actionable view of your job requisition. You can configure the profile and add custom and delivered reports.

Creating a Job Requisition

You can create a job requisition for an existing position. You can also create a new job opening as part of the job requisition process. Use the

Create Job Requisition

task to create a new job requisition. When creating a job requisition, provide the following information:

Recruiting Information

Recruiting information for the job requisition

Examples: recruiting start date and target hire date

Job

Details about the job requisition

Primary and additional locations

Compensation details

Questionnaires

Qualifications

Qualifications for the position

Examples: education, certifications, competences, and skills

Attachments

When creating a new job requisition for a position management organization, you can create one or more new positions with a single job requisition. If there are multiple positions connected to one job requisition, you must fill all the positions before Workday indicates the job requisition as filled. If configured, you can assign more than one job profile to a job requisition to provide flexibility in hiring.

Note
: Depending on your organization, at the bottom of the Job Description field, you might notice a Generate with AI link. If you select this link, Workday uses a job posting's title, company name, and required skills to create a draft of a relevant job description that you can review and edit.

When a worker terminates or moves positions within your company, you want to replace critical positions immediately. You can use the

Create Job Requisition

business process as a subprocess within the

Termination

and

Change Job

business processes. You can configure additional tasks within the

Create Job Requisition

and

Job Requisition Change

business processes to configure compensation details and to assign roles to the job requisition.

Copying a Job Requisition

Workday allows you to copy an existing job requisition and then edit the copy. You can copy a job requisition directly from the job requisition. Select the job requisition's Related Actions > Copy > To Create Job Requisition. You can also create a copy using the

Create Job Requisition

task. Select Copy Details from Existing Job Requisition.

Confidential Job Requisitions

Some job requisitions require additional security to make them accessible to specific workers. The Create Confidential Job Requisition initiating action, on the Job Requisition business process security policy, determines which security groups can add confidential job requisitions. The Confidential Job Requisitions domain controls who can view and work with these requisitions. Confidential job requisitions do not use a position until you initiate the decision to hire. Create a position when you hire or transfer the qualified candidate into the job. Job applications to confidential job requisitions are automatically confidential. If a regular, non-confidential prospect applies to a confidential job requisition, they display on the

Find Candidates

report. However, recruiting users who do not have access to confidential job requisitions cannot view the job requisition to which they applied.

Resource
: Search for "confidential job requisitions, prospects, and candidates" in the Workday Community Administrator Guide for more information.

Managing Recruiting Requisitions

Editing a Requisition

Use the

Edit Job Requisition

business process to change a requisition. You must select the reason for the change. If you edit a job requisition connected to multiple positions, your changes apply to all the job openings connected to the requisition. If you edit a posted job requisition, consider if the changes you made are visible on any active job postings. If so, you must unpost and repost your jobs to ensure your career sites reflect these changes.

Note
: Workday delivers the Unpost Job and Post Job steps with the Job Requisition Change
business process.

Freezing and Unfreezing Job Requisitions

Use the

Manage Job Requisition Freeze

task to freeze and unfreeze job requisitions. Freezing temporarily puts a job requisition on hold. When frozen, a recruiting user can neither create an application on behalf of a candidate nor hire a worker into the position.

When you freeze a job requisition, you freeze the position, and Workday indicates the frozen position as "Unfilled." The supervisory organization's staffing tab shows frozen positions in the Unavailable to Fill section. You can still move candidates along the job application process; however, you cannot move them into Ready for Hire.

If a frozen job requisition remains posted, candidates can continue to apply to it. To prevent this action, add the Unpost Job and the Post Job steps to the

Freeze Job Requisition

business process. These steps have Workday-owned condition rules. These steps ensure that Workday routes the correct step for the next action.

Closing a Requisition

To close a job requisition, select the requisition's Related Actions, and then select Job Change > Close Job Requisition. The

Close Job Requisition

task permanently closes the job requisition, and you cannot reopen it. When closing a requisition, you have the option to close the position by selecting the Close Unfilled Positions checkbox. Additionally, you can add a step to the

Close Position

business process to automatically close the position. If you do not select either of these options, the position remains open and displays on the Staffing tab of the supervisory organization.

Impacts of Closing and Freezing

Action	Impact
Closing a Job Requisition	May provide the option to close the position; otherwise, closing the requisition does not close the unfilled position; the position remains available.
Freezing a Job Requisition	Freezes the position; the position remains unfilled.
Closing a Position	Closes the job requisition.
Freezing a Position	Does not freeze the job requisition; the job requisition remains open.

Mass Action (Close, Freeze, and Unfreeze) on Job Requisitions

To close, freeze or unfreeze multiple job requisitions, run the

Mass Action on Job Requisitions

report. Use search facets to identify the specific job requisitions. You can copy the report and modify the search facets.

Configuring the Candidate Grid

You can define one or more candidate list grid configurations. Use the

Create Grid Configuration

task to copy an existing candidate list grid or create a new one. Workday recommends that you include the following advanced column type fields:

Awaiting Action
: An analytic that displays who will process the candidate's current recruiting step.

Jobs Applied To
: An analytic that displays all the job requisitions connected to a candidate.

Resume
: The resume attachments a candidate may provide in their initial application.

After you configure the grid, use the

Maintain Candidate List Assignment

task to define which candidate list Workday displays on certain job requisitions. This feature uses condition rules.

Workday-Delivered Reports

Workday Recruiting has several Workday-delivered analytical reports. You can use these reports to help with job tasks or gather helpful information. The table below lists Workday-delivered reports about topics discussed in this chapter.

Report Name	Description
Manage Job Requisitions	View all open, pending approval, frozen, and closed job requisitions. Details include the job requisition and the total number of candidates who applied. Also, it includes the number of days the requisition has been open, the requested completion date, the close date, and the recruiting stage.
Mass Action on Job Requisitions	Close, freeze, or unfreeze multiple job requisitions using a faceted search.
Job Requisition Aging	Displays the number of job requisitions that have been open for specific time periods.
Job Audit	Displays a list of job requisitions with statuses of closed, filled, or frozen.
My Recruiting Jobs	Provides a list of job requisitions, the number of active candidates, and detailed information.
Job Requisition Change History	Provides a list of job requisition events displaying current value and prior values of the changes made to hiring restrictions.
View In-Progress Job Requisition Events	Displays a list of Create Job Requisition Events that are awaiting submission or approval. You can manage the results with filters for supervisory organization, primary location, and cost center.