How Workday® Job Posting Integration Can Improve Your Recruiting


How many times have you found that perfect candidate, only to find you weren’t quick enough to make an offer? Time matters, and as skilled people become harder to find, it will only get worse. The war for talent has made speed and agility in recruiting competitive necessities.

Another necessity is a positive candidate experience. When a candidate has a bad experience, it affects more than just that candidate. In our connected world, it can impact your employer brand, and we know that bad news spreads quickly.

As Josh Bersin told us in his predictions for 2014, “The war for talent is over and the talent won.” Global search firm Management Recruiters International noted in its semi-annual Recruiter Sentiment Survey that candidates are in control of the recruiting process.


Talent acquisition is a seller’s market. Recruiters need all the help they can get.

How Integration Helps

Integration in recruiting is an advantage in both speed and the candidate experience. Workday® provides integrations for all of the services you use in hiring. The service customers use most is job posting integration.

Workday® job posting integrations give recruiters an edge in several ways:

  • It allows you to use external job posting sites while keeping Workday® as the system of record for both the candidate and the requisition. This brings the candidate experience into Workday® where you can manage it better.
  • It is a time saver for recruiters, and anything you can do to give recruiters more time to build talent pipelines instead of dealing with administrative tasks will help you avoid the risk of a costly bad decision.
  • Integration also helps you use external job boards to target specific candidate population. If you have been analyzing the sources of your best-fit employees, you know which job boards will produce the people you need to hire. Job board aggregators can get your posting out to thousands of job boards, but if you can target your exposure, you can save a lot of time and work and get better candidates.
  • Workday® provides a core connector that enables you to build a changes file you can send to the job board. You will need to specify the fields to send, such as Job Title, Location, and Job Description. You can also build your integrations in Workday® Studio.

Anything you can do to make better decisions faster will help in your competition for talent. We recommend you look at all the ways you can use to integrate Workday® Recruiting with your ancillary services.

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You can find additional information about Workday® integration on the Workday® Community :


i) "Predictions for 2014." Bersin by Deloitte. December 2013.
ii) "Recruiter Sentiment Study." MRI Network. December 2, 2015.
iii) Survey study :


"Recruiter Sentiment Study." MRI Network. December 2, 2015

Improve Efficiency and ROI with Workday® Background Check Integration


Workday® provides integration with business applications as a core service. It is fundamental to the Workday® customer experience that connections should be seamless and trouble-free.

For background checks, Workday® provides connectors for Workday® integration partners, but Core Connectors are available for both Outbound and Inbound processes to connect to any provider. You can also build a custom integration in Workday® Studio using Get_Background_Check and Put_Background_Check web services.

Background check integrations reduce your administrative workload by eliminating manual data entry and tracking. You also have the advantage of automatically storing documentation.

You can trigger the process from Recruiting, as an independent process, or as a step in the Hire process. Here is an overview of the background screening process for the candidate and recruiter.

  1. The process sends a request to the vendor comprising a set of tests in the package you select.
  2. Kicking off the process triggers an email from the vendor to the candidate.
  3. The candidate completes the forms required in the package.
  4. Status displays on the candidates home page.
  5. The results page displays the overall status, the results of each test in the package, and links to each of the results. Your security settings determine what users can access.



Based on our experience in hiring, including highly regulated industries, we can make a few general recommendations:

  • We recommend you conduct background checks only for finalists or your chosen candidate to limit your cost. Consult your attorney to determine whether you want to wait until you make a conditional offer before you conduct the background check.
  • In your integration, you specify the packages available for your vendors. You may want to include specific types of background checks for certain job groups, but be careful to comply with FRCA and EEOC guidelines by conducting background checks consistently.
  • Background checks for your extended workforce are important, whether you perform them yourself or specify them in your provider contract. You may be liable for certain actions by an independent contractor’s employees. Consult your attorney to determine what you need to do to protect yourself and your company.
  • Have your legal team review your entire process to ensure you comply with laws and regulations in every jurisdiction in which you operate.
  • Employment laws and regulations are a confusing patchwork governed by many entities. Select a provider familiar with the legislation and regulations of every one of your locations.

ROI of Background Screening

You may find some resistance to the cost of background checks. The reality is that conducting the right screenings has a positive financial impact on your organization. We recommend you calculate the value of your background checks and report the ROI regularly. Include direct costs, such as turnover, but also consider the financial impact of avoiding fraud, theft, and other liabilities.

Help for Integrators

For technical information on Workday® integrations, visit the Workday® Community:


SHRM Survey Findings: Workplace Violence.” Society for Human Resource Management. February 29, 2012. 

"2016 ACFE Report to the Nations." Association of Certified Fraud Examiners. 2016. .

The True Cost and Financial Rewards of Background Screening.” Sterling Backcheck. Accessed April 16, 2016. 

Streamline and Modernize Your Offer Letters with Workday® and Electronic Signatures


Managing your offer letters in Workday® does more than merely help you complete a transaction. It is a way to establish and monitor best practices, and, more important, to impress top talent. Smooth, professional communications and ease of use make it a fitting transition from today’s high-touch recruiting process.

An automated process in Workday® provides benefits that a paper-and-snail-mail process cannot match.

  • If your prospect is considering another offer you have no time to lose, and today’s employees have come to expect electronic communications.
  • Making your candidates print out offer letters, sign them, and send them by email scan or fax tells your candidates you are behind the times. We recommend you use the integration with DocuSign Workday® provides to allow your candidates to handle the transaction on-screen with electronic signatures. DocuSign will be available to Workday® customers early this year.
  • Automation makes it easier for you to standardize your letters and view and report on the status at any time.
  • You can configure your onboarding application to fire off an email to give the new employee access to onboarding the moment they accept the offer. Onboarding can integrate directly with recruiting, learning, and collaboration tools.

The purpose of an offer letter is to formalize the conditions of the offer and to protect you and your candidate from misperceptions that can lead to misunderstandings later. In today’s litigious society, seemingly insignificant details can carry a high price tag.

We recommend following the SHRM guidelines for offer letters and having your attorney review your offer letters and hiring process before you configure them in Workday®.

Always Make a Verbal Informal Offer

We recommend you make an informal offer by phone as soon as you have decided. Don’t let the candidate be surprised by an impersonal communication. The offer should come directly from the hiring manager, and should briefly state that you would like the candidate to join the team and what the salary will be.

Explain that a formal offer will be coming by email when. Tell the candidate you will be available for questions, and provide contact info for other resources.

Make the Conditional Formal Offer

  • Include the necessary information, including job title, to whom the candidate will report, and the start date.
  • Show the pay basis and overtime eligibility, and, if applicable, include state daily overtime requirements.
  • Give job details, and explain that duties may change over time.
  • Do not state the salary as an annual amount. It is best to state the hourly wage or amount per pay period to avoid the assumption of a one-year contract. You can, however, show how the pay rate calculates to an annual sum.
  • You can include information about company-paid benefits, bonus programs, retirement plans, and PTO, but do not state specifics. Provide only a general description, and make it clear the details are for information only and subject to policy or plan changes.
  • State the contingencies clearly, such as background check, drug test, licensing, non-compete agreement, or security clearance.
  • Include information about I-9 and other statutory requirements.
  • Clearly indicate the expiration date of the offer.
  • Depending on your state, include a statement that the employment is at will.

Visit SHRM to see a sample of a conditional offer.

It is up to you whether you want to include your non-compete and confidentiality agreements, benefits information, and bonus plans with the offer letter. You can provide it in your onboarding application, which the prospective employee can access right away.

A Seamless Transition to Onboarding

Workday® onboarding can help you manage your offer process and impress your candidates with a smooth transition from Recruiting to Onboarding. We recommend you don’t delay implementing in your Workday® platform. It might require a little nudge during your change management program, but it will pay big dividends in the long run.

Preparing to Manage Business Processes in Workday® Recruiting


It doesn’t matter much how user-friendly you make your automated recruiting processes if they don’t work smoothly together. However, if you execute this part of your implementation well, you will enjoy the rewards of a well-oiled machine. Done badly, it will be an ongoing source of pain.

In our twenty years of implementing recruiting platforms, the most important phase of implementation has been the planning. This article is meant to alert you to some of the things you need to prepare in advance for your implementation to make the many processes work together.

Process Mapping

Carefully map each existing process in recruiting and update them as you make changes. Include connections to other processes, and document the data flow for integrations with external processes. Attach data mapping tables, protocols, and encryption types for each integration.

Job Profiles

Define and format your job descriptions to Workday® specifications. Job descriptions and qualifications automatically populate requisitions, and users can edit the text after it populates. Save user rework by standardizing as much as possible.

  • If you have information in the Job Summary field, it can be populated in the Job Description, but it will present some formatting challenges.
  • We do not recommend repurposing fields in the Job Profile. They can impact candidate-facing search functions in Recruiting.
  • Fields in the job profile will be visible to external users. Make sure the fields and lists of values are in plain language that external users will understand. Don’t expose codes or jargon that will confuse users.

Integrating with Existing Workday® Recruiting Processes

Consider existing business processes in Workday® that may interact with Recruiting. For each process, decide whether you will add steps to bring Recruiting into the process or configure the process in Recruiting with appropriate additional steps or approvals. These processes include Job Requisitions (Change, Freeze, Close), Hire (Propose Compensation, Background Check), Change Job (Propose Compensation Change), Contract Contingent Worker, and Onboarding.


Job requisitions are required in Workday®. Decide if you will require requisitions based on the position management staffing model or based on specific rules using job management, or both. Determine if you will use job requisition numbers. Consider also whether you want users to be able to override requisitions.

Job Postings in Workday®

Standardize your job posting layouts using templates in Workday®. Remember that over time the number of templates will tend to proliferate. Conduct a periodic audit to remove obsolete or redundant templates.

Prepare both internal and external career sites to make open jobs easy to find for both internal and external candidates. In the career sites, provide information resources, such as social media links, information about the company, and any other branding info. You may want to work with Marketing or engage a professional copywriter to help with your career site. You only get one chance to make a first impression.

Enable integration with your employee referral program and make it easy for employees to find open jobs and refer them.

Candidate Management in Workday®

You can create up to seven candidate stages in any order to manage the process and report on candidate status: Review, Screen, Assessment, Interview, Reference Check, Offer, and Background Check. Prepare to integrate with internal and external processes appropriate for each stage by gathering the requirements for each integration.

Talent Management Activities

Organizations rarely have all the bench strength they need. Including external prospects in succession pools can improve bench strength and contingency planning. Employee profiles make it easier for employees to apply for open positions and recruiters to mine for talent. They also make it easier to find specialized skills for upcoming projects. Encourage employees to regularly update their profiles to be considered for new roles or special projects.

Localization in Workday® Recruiting

Although you will not want to begin actual translations until you finalize the language in your tenant, there are some things you need to know in advance:

  • Workday® provides translations with delivered fields and values unless a language has not yet been implemented.
  • To present job posting titles and description fields, you will need to provide a duplicate translated posting.
  • Customers must provide translated career sites.
  • Customers must translate all customer-specific fields and values.
  • Custom business process notifications can be translated, but there is no way to determine the preferred language of the user. For now, create duplicated translated messages in notifications.

A Final Thought

If you have challenges in recruiting skills, better automation will not improve them. If your recruiters are not skilled at winning candidates, Workday® Recruiting won’t make them better. If your managers are not talent magnets, it won’t make them more attractive.

You can, however, use this opportunity to re-engage and upskill your people to recruit better.

Pixentia is a full-service technology company dedicated to helping clients solve business problems, improve the capability of their people, and achieve better results.