Tips and Tricks for Workday Recruiting Navigation

Introduction

This KB includes tips, tricks, and troubleshooting guidance for common navigation issues in Workday Recruiting.

Navigation

Navigation
Search Bar	The Workday search bar can help you find what you need, but it does not have the search power of a Google search bar. If you try searching and don't find what you need, you likely need to use a prefix when searching. For example, when searching a job requisition, you must use “JR:” as a prefix in your search. You must also again include “jr” before the number. Results: Only things you have the security access to view will appear in your search bar. For example, a recruiter may not be able to find a job requisition because they are not assigned to that job requisition's sup org. Important: “Cand:” for candidate and “JR:” for job requisition will be the two most commonly used prefixes in Recruiting. At the bottom of the search results, you can click “View Search Tips”. This will provide you a list of all search prefixes.
See in New Tab	Right-clicking and opening the item you want to look at in a new tab will save you trouble. Navigating with back arrows doesn't always take you to the previous page you were on. Opening a hyperlinked item in a new window can prevent you from losing your spot.
Find Job Req Business Process History	The Details tab in the job requisition can show you the history of the business processes for that job req: Find Business Process History at the bottom of the job req details. Click the blue links to open the corresponding business process history for that job req. This is often the first place to start when troubleshooting for a job req, as it will show you what’s been completed and what is still outstanding.
Find Candidate Business Process History	You can also find the BP history by candidate. This is detailed below in the Candidate Profile overview.
Process vs. Subprocess	Many business processes contain sub-processes within the overall business process. For example, Post Job is a sub-process of Create Job Requisition. When reviewing a business process’s history in Workday, there is a Current Process and an Overall Process. These could be the same business process, or they could be different. If you can’t find what you expect to see for next steps in a business process, it’s possible you’re looking at the sub-process rather than the overall process. In the example below, clicking the blue Job Requisition Change link in the overall process will route you back to the overall Job Requisition Change business process, which will show you who is up next in that business process.

Job Requisitions

Job Requisitions
Recruiting Instruction	The Recruiting Instruction is what drives the Post Job step of the Job Requisition business process. Even if a waiver is selected, the post job step will trigger if you do not select Posting Not Required here. The Post Job step is not optional, so if it is triggered when it isn't supposed to be, the Recruiter should complete the business process and post the job and then immediately go to the job requisition to unpost the job. Leaving the business process incomplete may cause issues when trying to initiate another business process on that job requisition. If the job was not posted and should have been, the Recruiter can post the job from the job requisition.
Additional Job Profiles	There are different scenarios that may arise for additional job profiles. Recruiting at an FTE range. If a division knows that a job could fall below the FLSA salary threshold, they can add the NE (non-exempt) version of the job profile to the additional job profiles. This will allow the Recruiter to select this title when creating the Employment Agreement, which will allow the HR Process Coordinator to select the title at hire. If you do not add the additional job profile at the time of job requisition creation, you will need to edit the job req to add the NE job profile later. More than one additional job profile – this box is multi-select, so you should add all additional profiles in this field: Important considerations: Only the main job profile will display on the job posting. Only the job responsibilities for the main profile will appear in the qualifications tab.
Location and Scheduled/Default Weekly Hours	Scheduled/Default Weekly Hours are stored on the Location. If a Recruiter creates a position or job req and doesn't see the hours, they may not have selected a location and should check.
Add a Salary/Hourly Rate	For compensation values to appear in the Compensation tab of a job requisition, the Recruiter must add both the Job Profile and the Compensation Basis. If no values appear in Compensation, check the Compensation Basis in the Organizations tab: Empty: Add Compensation Basis: Compensation data now populates in "Compensation" tab:
Multiple Search Committee Members	Only one security role of each type can be added on each job requisition, but some security roles can have multiple people assigned to them. If a Recruiter has trouble adding multiple Search Committee Members, they might be trying to add the security role multiple times. Instead, they should add multiple people in the Assigned To box. Do not add a second Role box with another Search Committee Member.

Candidates

A candidate profile is automatically generated for every candidate after they apply. The candidate profile is different than the Worker Profile, even for internal candidates. If you search for an internal candidate and can’t find the information you’re looking for, confirm that you’re not looking at the Worker Profile.

Here are a few helpful things to help you navigate the candidate profile.

Candidate profile
Job Requisition	A version of the candidate profile will exist for each job that the candidate applied to. The job requisition number will be listed under the candidate name at the top of the candidate profile: Things like Questionnaire Results are job requisition-specific and will only appear in the candidate profile when the corresponding job req included the questionnaire(s).
Actions button	The Actions button can be used to view information or transact on candidates. This is helpful when trying to access the candidate’s business process history Click Actions Click Business Process Click Business Process Event History Enter the job requisition that you want to view the business process history for and click OK In the Process tab, you can view the entire history of the business processes for this candidate: Click the blue links under Process to view the sub-processes for the job application.
Recruiting History	Another way to view the candidate history is via the Recruiting History tab: This is helpful for viewing the history of the application for the specific job requisition. For example, you can view all messages that were sent to the candidate.
Candidate Communication	Another way to view messages to the candidate is to open the Candidate Communication tab in the Overview tab of the candidate profile: This will show all messages that the Recruiter sent to the candidate for that job requisition. The difference between this tab and the Recruiting History is that the Recruiting History tab also shows automated messages.

Questions?

Contact Talent Acquisition at uwjobs@wisc.edu.

Updated: Jul. 03, 2025
Source URL: https://hr.wisc.edu/hr-guides/for-hr-professionals/tips-and-tricks-for-workday-recruiting-navigation/