The Job Application Business Process

The initiating step in the business process is Review Candidate. There are four ways you can initiate the

Job Application

business process:

You can have one or more security groups defined in the initial Review Candidate step. These security groups are the individuals responsible for moving new candidates from the Review Candidate step and into subsequent steps. You can configure a security group on the first step of the Review Candidate business process. You can also configure a security group in the Initial Step of the

Job Application

business process.

You can define possible next steps for each stage in the recruiting process. The Possible Next Steps configured on each tab determines different paths your candidates can take. Although Workday displays each subprocess in a specific order, you can determine when the subprocesses occur. If you do not perform a phase (e.g., Reference Check), no possible next steps display.

You can have different steps reference themselves as next possible steps. For example, a second interview could be a next possible step from the Interview. This feature allows you to conduct multiple rounds of interviews. You may also have the same stage assigned to different groups listed more than once as the next possible steps. For example, you may have two Screen steps: one assigned to the Recruiter and one assigned to the Manager. Use the Step Label Override function to allow the person assigned to decide whether to move the candidate to a Manager Phone Screen or Recruiter Phone Screen step. This action triggers the

Screen

subprocess.

Parallel stages allow candidates to have a job application in more than one recruiting stage at the same time. For example, you can have a candidate in the review and interview stages simultaneously.

As a recruiter, when you decline a candidate, you select from possible disposition reasons for declining the candidate at that step (e.g., Assessment - Candidate Withdrawn, Assessment - Unsuccssful assessment result).

Depending on your configuration, notice that you may find disposition reasons that are specific to the step. For example, if you decline a candidate during the

Offer

subprocess, you may view the "Declined Offer" disposition reason. You will not, however, view the "No show for interview" disposition reason because that is not a logical reason for declining a candidate during the

Offer

step. Use the

Maintain Recruiting Disposition

task to define possible reasons.

You can change the name of a business process step. Configure the Step Label Override feature to allow recruiting users to view your organization's terminology, not the delivered step titles.

Consider this scenario: The

Interview

subprocess is the next step when a candidate is in the Screen stage, and you want the label to read "Schedule Interviews." Additionally, you want the

Interview

subprocess available on the Interview stage. You can schedule multiple interviews until you are ready to make a decision. In this case, you may want the step to read "Another Interview."

You can configure the

Configure Dynamic Action Labels

task to create action labels and external label overrides. This feature overrides the Workday-delivered terms. Use Action Label Override to change the name in reports and on tabs in the

Job Application

business process.

Use External Label Override in communications sent to candidates or agencies. For example, instead of Review, Screen, or Interview, "In Progress" displays for candidates.

You can set up conditional logic on a step or disposition to determine if a recruiting user can select it. For example, you would like to ensure internal candidates do not receive reference checks or background checks. Create a condition rule to define anyone who is not an internal candidate. Attach the condition rule to all Reference or Background Check steps in the

Job Application

business process.

When Workday executes the

Job Application

business process and the condition is true, these steps display as next possible steps. If the condition rule is false and it is an internal candidate, there is no option to perform reference checks or background checks on the candidate.

You can configure notifications on a business process definition. Use this feature to notify recruiting users of business process actions. You can send notifications to internal accounts or outside of Workday.

Since external candidates do not have Workday accounts, select the Do Not Include Notification Details Link checkbox when configuring the notifications. The details link navigates the recipient to sign in to Workday. When you select this configuration option, Workday will not display a link in the notification.

The

Job Application

business process is dynamic. Candidates can enter steps or change statuses at various points during the process. You can customize similar notifications for different situations. For example, "Thank you for applying, we will now schedule your interviews." and "Your phone screen was successful, we will now schedule your interviews."

Once configured, the notification preview feature allows you to send a preview to your My Tasks. The preview notification contains field names, not values. You can select the user language of the sample notification. Workday sends the sample notification in your preferred language.

You can delay notifications. This feature allows recruiters to control when candidates receive their notifications. Delaying notifications helps when using Automatic Stage Routing. Candidates do not receive notifications immediately if they are declined from a job application. Use the

Edit Tenant Setup Notifications

task to enable reminders. You can configure the delay when creating or editing a notification. The minimum delay is one day.