Workday: How do I set up job requisition custom fields?

Set up the custom object

The custom object defines what the type of the custom field. In this step we set up a custom object for use as a custom field on job requisitions.

1. Search for "Create Custom Object".
2. Select "Job Requisition (Effective Dated)" as the Workday Object, enter a name and press OK.
3. Select "Field Definitions" on the left, and press "Add".
4. Enter a field name, select the field type (should be "Text" in most cases) and press the confirm button in the top left.
5. Next, switch to "Permissions" on the left and press the edit button on the right.
6. Add "Job Requisition Data" as the Domain. This specifies which permissions a user has to have access to, to access this custom object.
7. Finally, press "Next", then "OK", again "OK" and then "Done", all in the bottom left. It is not required to change any values on these pages.

Set up the business process for additional job requisition data

For a user to be allowed to edit custom data on job requisitions, we first have to configure the business process for that. The next steps explain how to change the business process of adding additional job requisition data in Workday to include our newly created custom object.

1. Search for "BP:Job requisition additional data" and click on "Edit Job Requisition Additional Data for Global Modern Services"
2. On this page, click the three dots at the top, click on "Business Process" and then "Edit Definition".
3. The window that opens can just be confirmed by clicking "OK".
4. Depending on your existing configuration, you might already have additional data fields defined.  Each entry in the table is one step in the configuration process. So when a user configures the additional data for a job requisition, each row will be one step in this process (more on that later). To add a new one, click the plus icon in the top left.
5. For this new row, enter the following values:
   1. Order: This is the order in which the user will be asked to configure the custom fields. If in doubt, just add as the last step in the process (in our case step c).
   2. Type: This is the type of step this will trigger on. In this case we want it to trigger when we "Edit Additional Data".
   3. Specify: Select the previously created Custom Object here.
   4. Group: Add a list of user roles that have access to this field on the job requisition. This would usually be the HR Administrator and Recruiters.
6. Press "OK" and then "Done" in the bottom left.

Add custom data to a job requisition

Now we can edit the additional data of an open job requisition.

1. First, navigate to the respective job requisition. Then press the three dots at the top, press "Additional Data" and then "Edit Job Requisition Effective-Dated Custom Object".
2. Select an effective date. This is the point in time from which the data will be considered as active. Usually the current date is the correct choice. Confirm this date by clicking "OK".
3. Workday will now open a window to enter each step of the business process. Depending on which step you have defined this custom object to be set on, you might have to go through a number of additional data configurations to get to the new custom object. After each step the window below will be shown. Press "Edit Additional Data" to get to the next step in the process.
4. Once you reached the correct step, enter the additional data into the field and confirm by pressing "Submit" in the bottom left.

View additional data of a requisition

To view additional data on a requisition, navigate to the respective job requisition. Then, open the view under "Details" and "Additional Data". The data list that opens contains all your configured custom data.

Expose Custom Fields via API

To access the created custom field it first needs to be exposed. For that, please follow the steps below.

1. Search for "Create Calculated Field" and select this value.
2. Enter a name for the field and select "Job Requisition" as the Business Object and "Lookup Related Value" as the function. Press "OK" to confirm.
3. On the next page, select "Job Requisition Additional Data" as the Lookup Field, and the field you want to expose as the Return Value. Confirm by pressing "OK" and then "Done".

4. Next, search for "Create Integration System" and select this value.

   
5. Enter a name and select "Core Connector: Job Requisitions" as the template.
6. On the next screen, select the three dots at the top, then "Integration System" and "Configure Integration Systems".
7. Under the "Custom Integration Services" section at the bottom of the page, click the +.

8. Click "Create", then select "Create Integration Field Override Service".

9. On this page, enter a name, select "Job Requisition" as the Business Object and enter a name for the field below. If you want to expose multiple fields, enter one entry for each field in the list below. Confirm by clicking "OK".

10. Search for "View Integration System".

11. Search for the system that you created earlier and click “OK”.

12. Now select the three dots at the top, then "Integration System" and "Configure Integration Field Overrides".

13. On the left select the Integration Field Override Service that was created earlier and for Override External Field select the calculated field created earlier.
14. When done mapping, click "OK", then "Done". You should now be back on the integration system overview page. Note down the System ID of that integration system and send this ID to us for the setup to be completed.