Alerts

Workday Alerts allows sending notification outside of the business process. Alerts are generated using custom reports, enabling relevant business information to be sent to users based on virtually any condition for which you can create a report in Workday. The benefit of configurable alerts is that users who receive such alerts do not have to manually look up information or run a report to obtain the related information; it simply appears in their Inbox.

Configure Alert Task is used to select the custom report and schedule the report.

How to add company logo in the tenant

Most organizations display their organization logo on the sign on page of Workday. This can be configured using the task Edit Tenant Setup - System and upload the organization/company logo at the Signon Tenant Logo field.

Supervisory Organization

Supervisory Organization( Sup Org) is the foundation of Workday HCM. They group workers together into a management hierarchy. A Sup Org can be a business unit, department, group or projects. Business Process can be assigned to a sup org.
Sup Org is created using the task Create Supervisory Organization.

Schedule Reports in Workday

Workday Reports can be scheduled and shared with other users using the task  Schedule A Report.
Details like frequency of the schedule, report name, parameter details if any and to whom the report need to be shared need to be provided

Visa Types in Workday

Visa Types is maintained in Workday through the task Maintain Visa ID Types

Under the Visa Identifier Type Name mention the type of Visa.
For Countries : Visa is applicable/valid for which country.

Visa details for an employee can be maintained uner Person Data>Edit Passport and Visa

Announcements in Workday

An announcement can be configured for all dashboards and landing pages including Home.
One can configure ut through the task "Configure Announcement" and select the dashboard or landing page where it needs to be displaced.

Condition rule can be set up to identify the message recipients or expiry date that can be configured so that no longer see the announcement.
Message From/Title with pics/videos or task can also be setup as required.

Job Alerts for Candidate

Workday allows a candidate to setup job alerts. This can be enabled from the Candidate Home Page.

To enable this one can go to the Edit External Career Site > Job Alerts and select the checkbox for Job Alerts.

Delete My Information : Candidate Page

Workday allows a candidate to request his information to be purged from the system. This can be enabled from the Candidate Home Page.
To enable this one can go to the Edit External Career Site > Candidate Home and select the checkbox for Delete My Personal Information.

Also, a custom message can be added under "Delete My Information Message" and "Delete My Information Confirmation Message " what the candidate can see when he requests for such a transaction.

Candidate get this option under Account settings.

Purge Candidate Record in Workday Recruiting

Purge Person Data task allows purging of the record from the system for all the records which is the output of the custom report ran for this task.

For the custom report to be available in this task ensure the data source of the report is Prospects and Candidates for Purging and report tag is PurgeIn case a candidate applies a request to delete his record from the system through Candidate Home Page the record could be checked from this report by applying the required filter.

Once the record is purged it can ve validated by referring the column Workday ID and Person was Purgd field

 

Change Supervisor using task Move Workers

In case one needs to move employees from one manager to another/different managers Move Workers (Supervisory) Task can be used.

Select the date effective in which the employee needs to be transferred to another manager. Select the current supervisor name in Supervisory organization

In the proposed supervisory organization add the new manager details.

Please note this task triggers a business process that can be modified to add approvals or conditions required.

How to add/maintain Religion field in Workday

Use the task Maintain Religion to add/correct/delete Religion for any country.

Click on the "+" icon to add mode religion.

How to Schedule/ Launch an Integration

Integration can be launched/scheduled through the Launch/Schedule Integration Task.

Select the integration that needs to be selected in the Integration field and the scheduling detail on Run Frequency.

In case of an EIB/ inbound file upload the file in the field Integration Attachment.
If the integration needs to be run only in validation mode select the checkbox for Validation Only Load field. To provide the schedule detail select the tab Schedule to give the details as required.

How to add Cost Center to Cost Center Hierarchy

Search for the Parent Cost Center Hierarchy to which cost center needs to be added/needs to be a part of.
Click on Related Action > Reorganization > Assign Included Organization.

Include the cost center which needs to be added to cost hierarchy.

How to Create Cost Center

Cost Center can be created using the task " Create Cost Center".
Select the Reorganization date or create one if required.

Add other details like Name, Code Visibility to create cost center

How to create a Prospect in Recruiting

Navigate to the Create Prospect Task to create prospect/candidate profile in workday.

Add candidate basic personal information like last name first name, email and contact details which will used during the job application process.

In case last name needs to be made mandatory for a country this can be achieved through the task
Maintain Name component by Country

Career sites in Workday Recruiting

Once a job requisition is created, it should be posted to a career site so that candidates can apply. Workday hosts Internal and External Career sites for each customer. If configured, jobs can be posted to recruiting Agencies that have been created in the tenant. Additionally, integrations can be used to push job postings to third party sites, such as Indeed, Monster, or LinkedIn.

Internal Career sites can be created both for workers as well as for non-workers. It can be maintained through below tasks.

• Create Internal Career Site for Non-Workers.
• Create Internal Career Site.

Similarly, External Career site can be created through the task Create External Career Site. An external career site consist of

• Job Listing page 
• Job Details page 
• Application form

Job Posting in Workday Recruitment

To make a job available for candidates to apply, it must be posted. In Workday Recruiting, one can also unpost a job, make changes to a job requisition, and an Evergreen requisition, and repost the job.
There are different business processes for a job posting and unposting. These business process can be added as a subtype in the job requisition business process
To post a job navigate to the Job Posting tab on the job requisition. Click on Post job and select External/Internal sites as required.

In case any changes/update/correction is done in the job requisition one needs to unpost the job and repost the job again. Workday by default doesn't synchronize job requisition details to the job posting

Recruiting Hub

Recruiting Hub is introduced in WD 33. Its like a one place stop for the recruiter.

The Recruiting Hub provides a centralized location where users can take action on candidates, see candidates across job requisitions, and access common tasks and reports. The Recruiting Hub is controlled through the Recruiting Hub domain and is available to unconstrained role-based security groups.
The Recruiting Hub includes a collapsible navigation toolbar to provide single-click access to commonly used tasks and reports. Users can configure their own shortcuts to display in the toolbar.

Recruiting Terminology

Before diving in understanding the technicalities of the Workday Recruiting world,  let's go through a few jargon frequently used in the Recruitment world.

• Applicant Tracking System(ATS): An ATS is a software application that enables the electronic handling of recruitment needs. It can be implemented on a large-scale or small business level, depending on the needs of the company. Applicant Tracking Systems generally require an integration to communicate with an enterprise resource planning (ERP)
• Job Requisition: Job requisition serves as a request for the new hire and provides an explanation of this need and determines the budget need to make a new hire.
• Evergreen Requisition: Pipeline requisition that doesn’t require approval for the purpose of collecting candidates.
• Prospect - Applicants who are not assigned to Job Requisitions.
• Candidate - Applicant that is assigned to a Job Requisition.
• Supervisory Organization: Department/Manager who will be hiring
• Ranking: Ranking involves imposing relationships among a group of candidates such that, for any two candidates, the first is ‘ranked higher than,’ 'ranked lower than,' or 'ranked equal to' the second. Recruiters use this to help them manage their high-volume requisitions, so they can locate the candidates that have a better chance of being a fit. By reacting to these candidates faster, their time to fill positions will decrease and they will have a better chance of hiring candidates before they find other opportunities. 
• Candidate Funnel: The channel that takes candidates through the recruiting process. Initially, candidates submit resumes into Workday, starting your resume review starts to narrow the funnel. Next, the phone screen and any configured elimination questions narrow it even more. This filtering continues through interviews and your configured job application process until you have a candidate to whom you make an offer.
• Passive Candidate: Passive candidates are qualified candidates who are not necessarily looking for work, but who may be interested if the right job comes along. Integrations to third-party vendors, such as LinkedIn, can help you find passive candidates for your job requisitions in Workday.
• Pipeline: A pipeline is a group of candidates that the company would be interested in pursuing when a job opening comes along that fits their skillset. 

How to Edit Employee ID in Workday

It's very rare scenario to get a request to update/correct employee id. But in case, one receive such request below are the step that need to be performed to update correct employee id.

1. Go to the employee record. Click on Related Action > Worker History > Edit System ID to correct the record.
2. Correct/Update the record as desired. 
3. Click OK to complete the transaction.