This job aid outlines the process for a Recruiting Partner and Recruiting Coordinator to move a Candidate through the job application process.
Job Application Process

Prerequisites
A job requisition must exist that is currently posted. The job application process starts after a Candidate has applied through a job posting.
Important Information
- All requisitions are managed by the Recruiting Coordinator, Recruiting Partner, and Manager (when applicable) of the Supervisory Organization in which the job requisition is housed.
- The position linked to the job requisition must be unfilled by the Candidate’s date of hire. The Recruiting Dashboard application can be used to manage job requisitions.
- A Candidate can be dispositioned at any stage by declining them for various reasons and will be notified automatically via email. However, a Candidate can be reactivated after being dispositioned.
Getting Started
This job aid covers the following stages: Initial Review, Interview, Offer, Background Check, Reference Check, and Ready for Hire.
Initial Review
- Select the Recruiting Dashboard application.
- Under the Job Requisitions tab, select Manage Job Requisitions under Reports.
- In the Manage Job Requisitions window, complete the Job Requisition Status field. If desired, fill in any other fields that will narrow down your search results.
- Find and select the job requisition you need to access.
- Select the Candidates tab and the Candidates tab underneath it to view all candidates who have applied for the requisition.
- Select the Hiring Matrix tab to view questionnaire responses and applications for minimum qualifications.
- To move candidates to the next stage, navigate back to the Candidates tab. Select the checkbox next to each Candidate’s name (you can select multiple candidates). Then select Move Forward.
Note: You can disposition candidates as well. First, select each Candidate’s checkbox. Then select Decline at the bottom of the page. In the Decline Job Applications window, enter the appropriate Disposition Reason and select OK.
- The Move Candidates Forward window will display. The Next Step field will default to Screen.
- Select OK.
The Review Candidates page will display, showing which Action Step is being awaited on which person. In the below image, the next Action Step is for the Manager to screen the Candidate.
Up Next
The Manager receives an inbox task to screen the Candidate and then move the Candidate forward to Interview or Reference Check depending on member preferences.
For information on how the Manager screens a Candidate, see the job aid Job Application Process (Managers) on the Workday Help website.
Note: Recruiting Coordinators and Recruiting Partners can screen Candidates and move them forward or decline from within the grid to advance the business process.
If Interview is selected next, the Recruiting Coordinator and Manager receive the inbox item Schedule Interview.
Interview
During the interview stage, there are four tasks to do.
- The Recruiting Partner checks for duplicate records on external candidates.
- The interview is scheduled with multiple Interviewers (if needed).
- The interviewers rate the Candidate.
- The Manager analyzes interview feedback and makes the Interview Decision.
Review Candidate for Duplicates (Recruiting Partner Only)
If not already done so during a prior stage, the Recruiting Partner will check for any duplicate records in Workday for the External Candidate.
Note: This task is not required for an Internal Candidate.
- From your inbox, select the To Do Review Candidate for Duplicates.
- Select Find Duplicates for Candidate.
- Enter the Candidate’s name and select OK.
- Workday shows you possible duplicates for a Candidate with their names and reasons. You can merge duplicate records by selecting Merge.
- Return to the To Do in your inbox, enter comments as needed, and select Submit.
Schedule Interview (Recruiting Coordinator and Manager)
- From your inbox, select the Schedule Interview task.
- Select a Date and Time Zone.
- Add or remove Interviewers as needed using the Plus Sign (+) and Minus Sign (−) icons. However, The Hiring Manager (who will pre-populate in the first row) must be included to be able to provide feedback from the interview.
- Select Next.
- The Schedule Interview page displays.
- Selecting the Recommend Times For Me button analyzes the Recommended Interview Settings and presents sample interview schedules.
- You can also schedule an interview by left-clicking a specific time on the calendar.
- The Schedule Interview window allows you to add parameters for the interview schedule that can be produced during the Schedule Interview task for a Candidate.
- Earliest Start Time. This is the earliest an interview can start during the day.
- Latest End Time. This is the latest an interview can end during the day.
- Range of Dates. This indicates the time frame for which you would like schedules produced.
- Days of the Week. Select which days of the week can be used.
- Enable Order of the Interviewers. Indicates which interviewers are required to fill specific interview spots based on the proposed interviewers’ grid.
- Location Selection is not needed.
- Enter an Overall Comment, if needed.
Note: The Schedule Interview window can be opened again by left-clicking the time on the calendar.
- Select Next.
- Review the proposed schedule and customize the message to the interviewers and select Submit.
- Select Done.
Up Next
- The Interview Team receives the Give Interview Feedback task.
- The Manager receives the Manage Interview Feedback task.
Give Interview Feedback (Interview Team)
Each person selected to interview the Candidate will receive the Give Interview Feedback task. They will rate the Candidate and add comments, as needed.
Manage Interview Feedback (Manager Only)
This task allows the Manager to monitor the status of the interview process for a Candidate.
IMPORTANT: The Manage Interview Feedback task should not be submitted until necessary feedback has been provided by members of the Interview Team.
The Manager will need to submit this task to launch the Interview Decision step for the Candidate.
Interview Decision (Manager Only)
Offer
During the Offer stage, the offer is developed and approved, a document is generated, the Candidate accepts or rejects the offer, and the offer decision is made.
Initiate Offer
This step uses the Guided Editor to move through four sections: Start, Compensation, One-Time Payment and Summary.
- On the Start page, enter the following information.
- Hire Date. This is the proposed hire date for the Candidate. This date must not be earlier than the earliest hire date in the requisition.
- Location. This defaults from the job requisition.
- Document Language. This defaults to English.
- Proposed End Date. This is required for a Temp/Casual Worker.
- Business Title. This Defaults from the job requisition.
- Select Next.
- On the Compensation page, enter the following information.
- Salary (if applicable)
- Compensation Plan. Enter salary.
- Amount. Enter the amount in dollars and cents monthly the Employee will be paid.
- Frequency. Select monthly.
- Hourly (if applicable)
- Compensation Plan. Enter hourly.
- Amount. Enter the amount in dollars and cents hourly the Employee will be paid.
- Allowances (if applicable)
- Salary (if applicable)
- Select Next.
- On the One-Time Payment page, complete/modify the following information in the Summary section.
- In the Payment section, select Add.
Note: You will only be able to add a payment amount after adding a Payment Plan. The Send to Payroll checkbox should be selected by default.
- Select Next to review all information entered.
- Select Submit.
To Do: Get Approval for Proposed Offer
Next you will receive a To Do reminding you to follow all of your departmental procedures for getting necessary approvals outside of Workday (if applicable) for the proposed offer.
Note: This is for members who require additional approvals beyond those configured in Workday.
- Select the To Do Get Approval for Proposed Offer.
- Select Submit after completing any member specific processes for approvals.
Up Next
The Recruiting Partner will review the proposed offer and either Approve or Send Back if edits are necessary
Offer for Job Application (Recruiting Partner Only)
The Recruiting Partner reviews the proposed offer.
- Select the Offer for Job Application task.
- Select Approve to move the business process forward. Select Send Back if changes are needed.
Generate the Offer Document
Once the job is approved, the Generate Document for Offer Task is sent to the designated HR resource(s).
Select the Review Button from the Inbox to review, export to PDF, or add/edit the details prior to generating the offer letter.
To view the offer letter in PDF form, select the Preview Button. Offer letters vary by member with their own branding. You will see the offer letter template for your own member.
Select the X Preview Button to navigate back to the editable offer letter or the Submit Button if there are no additional changes.
The Submit Button may be selected from the PDF view or the Task Inbox Edit view.
If you do not want to use the Generate Document feature in Workday, you can skip the step. Skipping this step means the candidate will not receive the offer letter from Workday.
Note: If the letter is generated outside of Workday, the Recruiting Partner or Recruiting Coordinator can upload the letter (generated outside of Workday) to the Candidate profile for documentation purposes.
- Select Submit.
Up Next
The Candidate receives the offer letter. An internal Candidate will receive the offer letter in their Workday Inbox while external candidates will receive it on their Candidate Home account on the external career site. The Candidate will reply to their inbox task accepting or declining the offer.
Did Candidate Accept Offer?
The Recruiting Coordinator and Recruiting Partner receive the Complete Questionnaire Offer Accepted task.
Up Next
The Recruiting Coordinator, Recruiting Partner, and Manager receive the Offer Decision task.
Offer Decision
You will receive an inbox task to move the Candidate forward or decline.
- Select the inbox task Offer for Job Application.
- Select Move Forward and select from the dropdown: Reference Check, Background Check, or Renegotiate Offer. The next section will assume you select Reference Check.
Up Next
The Recruiting Coordinator and Manager receive the Reference Check for Job Application task.
Reference Check (Recruiting Partner)
You will receive an inbox task called Complete Questionnaire where you can add up to three references.
Note: This task serves to document contact information only and is used to complete the reference check, not the details of any information acquired. Reference checks are completed outside of Workday.
- Enter the following information for each reference: Name of reference, Date of reference check, or Reference check contact information.
- Select Submit.
Reference Check Decision
Based on the reference check you will decide whether to move the Candidate forward. You will receive an inbox task to make this decision.
- Select the inbox task Reference Check for Job Application.
- Select Move Forward and select from the dropdown: Background Check, Interview, or Offer. The next section will assume you select Background Check.
Up Next
The remaining tasks are completed by the Recruiting Partner. The Recruiting Partner will complete a Background Check on the Candidate and move them to Ready for Hire.
Background Check (Recruiting Partner)
The Recruiting Partner receives an Inbox item to select the Background Check Package.
Note: The Candidate must move to the Background Check stage for the Inbox item to appear in the Recruiting Partner’s Inbox.
Background Check Package
Note: The description will populate after the package is chosen.
- Select Submit.
Sterling Background Check Bill Code (Sterling Users ONLY)
To Do: Update Candidate Address Length (Recruiting Partner)
The Recruiting Partner will ONLY receive the Update Candidate Address Length To Do if the candidate’s address in Primary Address Line 1 or Primary Address Line 2 exceeds 30 characters.
- Navigate to your Inbox.
- Select the To Do Update Candidate Address Length.
- Follow the instructions in the To Do to edit the candidate’s contact information.
- Return to Inbox item and select Submit.
Select Background Check Overall Status
This is the inbox task you will receive to note the results of the background check.
- Enter the following information:
- Enter any comments, as needed.
- Select Submit.
Make Background Check Decision
This task is to move the Candidate forward or decline the Candidate.
- Select task Background Check for Job Application.
- Select Move Forward and select from the dropdown: Another Background Check, Reference Check, Offer, or Ready to Hire. The next section will assume you select Ready to Hire.
Ready for Hire (Recruiting Partner)
This is the last stage of the Job Application process. The Recruiting Partner receives an inbox item to complete the Ready for Hire Compliance Checklist.
REMEMBER: The Candidate must move to the Ready for Hire stage for this item to appear in the Recruiting Partner’s Inbox.
Note: Your answer to the degree verification question will determine what happens next.
Degree Verification required?
If Degree Verification is not required, proceed to the next section. If Degree Verification is required, skip ahead to the Degree Verification Is Required section.
Degree Verification Is Not Required
If the Recruiting Partner selects No, they receive an immediate branch question within the compliance checklist asking if the Candidate is eligible for hire.
The Candidate has completed the job application process and the Hire (External Candidates) or Change Job (Internal Candidates) business process will be initiated.
Next, skip to the Staffing Action section of this job aid to continue.
Degree Verification Is Required
If the Recruiting Partner selects Yes, the degree verification form goes to the Candidate to complete after the questionnaire is submitted.
Note: A degree verification form in Workday is only applicable to members who provided an authorization form.
- Select Submit.
For members who use the degree verification form in Workday, the Candidate must submit the degree verification task (shown below) for the business process to continue.
For members who do degree verification outside of Workday, the business process will continue immediately after you submit this questionnaire to the Final Education Check Questionnaire.
Final Education Verification Check
This is your final verification that the verification has taken place, the Candidate is eligible for hire, and degree verification (if applicable) is complete.
- Select Submit.
The job posting will unpost automatically, if not already done manually prior to completing the Ready for Hire stage.
Staffing Action
Once the Ready for Hire stage is complete, a staffing action will trigger to the HR Partner.
Internal Candidates
For internal Candidates the HR Partner will initiate the appropriate business process.
Refer to the Hire job aid on the Workday Help website for how to hire the Candidate in Workday.
External Candidates
For External Candidates the HR Partner will receive the task Revise Employee Hire.
Refer to the Hire job aid on the Workday Help website for how to hire the Candidate in Workday.
This completes the Job Application process.