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Workday for Recruiters

Requisition to Hire process in Workday

Help Guides, Forms & Notes

For if you're on PTO, etc.

Workday Accounts
  • Understand that there are 2 different Workday accounts a person may have.
  • Explains how a person would get a Workday Candidate account or a Workday Employee/Contingent Worker account.
1) Workday Candidate Account
  • Creating a Candidate Account is the first step in applying for a job with RHA.
  • Candidate Account is used during application > hire process
  • Once a person applies to a position, they MUST Create a Candidate account.
  • It would be done using the email address they used when they applied for the position.
2) Workday Employee/Contingent Worker Account
  • Used for the onboarding process and in the future as an employee, contingent worker, or for 18 months after termination.
  • Workday generates a new hire's Employee or Contingent Worker account.
  • Workday will send the new hire a Username and a Temporary Password in two separate emails to the personal email address the candidate used when applying for their position.

  • Understand Evergreen Requisitions for Direct Support
  • Find Evergreen Requisition
  • Link Evergreen Requisition to a Job Requisition
  • Move Candidates from an Evergreen Direct Support Requisition to the Job Requisition and make Offer.
Explains all the different steps of candidate, recruiter, hiring manager, HR partner, and others.

HireRight Background Check Dashboard
Customer Adjudication Time is how long it takes for RHA’s HR Partners to Self-Adjudicate a background check result.

Explains role of the Candidate & Hiring Manager

How to Delegate Tasks
For if you're on PTO, etc.

Tennessee Verification & References

  • HireRight - Employment verifications are being done by HireRight
  • Unit HR - Personal references must be done by the unit, and documented in Workday.

Training Webinars

PowerPoint from the 2-day training

  • Requisition to Hire Timeline - takes from 11 to 30 days
  • Reviewing Candidates - Moving forward and declining
    • Please work these daily
    • Respond to qualified candidates within 48 hours
    • Decline unqualified candidates to clear our your requisition
    • Evergreen - From the 'Review Candidate' stage, move candidate from evergreen to open requisition via the 'Move to Linked Job Requisition' button.
  • Review - Moving Candidates from Evergreen Requisition to Job Requisition
  • Candidate Interactions Best Practices
    • Workday can't replace the human element
    • Touchpoints
      • Phone Screen - gain more insight into candidate
      • Scheduling Interview/Conduct Interview
      • Verbal Offer - Do this before sending offer via Workday.
      • Drug Test & Employee Health Appointment
      • Scheduling the First Day of Work - Finish onboarding before first day of work is best practice
  • The Recruiting Dashboard

  • Package Selection
  • Resend HireRight Email to applicant 
  • Self-Adjudicated on Pending Results 
  • Ordering Supplies 

  • Reviewed the process for capturing applicants to your unit's Direct Support Evergreen job posting, then move to the specific Job Requisition at your unit.
  • See the Evergreen Requisitions for Direct Support Guide.

  • An overview of the hiring process between candidate apply through background check. 

  • Importance of selecting the Primary Recruiter
  • What to do if candidate is not receiving an offer letter
  • Drug testing - what do do if the candidate results were positive
  • Q&A

Click here to view the Powerpoint (webinar shows the demo)

Recruiting > Hire Stages
  1. Create Requisition - Assign Primary Recruiter in 'Roles'
  2. Recruiting - Review/screen candidates, phone interviews, physical interviews
  3. Offer - Candidate receives offer
  4. Drug Test/Background Check - after offer accepted
  5. Ready to Hire - Candidate has completed drug test, background check, and credentialing (if applicable)
  6. Hire and Onboarding

9/27 HireRight Training Webinar
Covers background checks, drug screening, license verification, etc. for HR Partners.

Key Points
  • Drug Testing Kits, Chain of Custody Forms, and Shipping Materials have been shipped to your unit.  If you haven’t received them, please contact Mike Woods
  • Username and Passwords for all users have been sent via email.  Please login ASAP because temporary password will expire
  • Recording of the webinar will be posted to for future reference
  • Attached is a detailed job aid for the HireRight integration with step by step instructions on the business process 


  • Initial Drug Notice to Employees form needs to be signed by applicant before drug test (see attachments)
  • Chain of Custody Forms (COC.jpg attachment) need to be completed for ALL applicants who are being drug tested
    • If drug test is negative, place COC form in the employees medical file

Ordering Supplies

  • All units should have enough supplies to get started
  • HireRight Order Form will be sent to all users next week


Q: How do I place an order for additional drug kits, COC forms, and shipping materials?
A: HireRight Order form will need to be completed and sent via email to
Q:Will HireRight invoices go to Corporate or will invoices for background checks come to the unit?
A: All invoices will be handled by AP in Atlanta and expenses will be charged to the appropriate unit.
Q: Do we need to do OIG and healthcare registry checks?
A: Yes, you will need to complete as an “out of Workday” process.
Q: Do we need to print background check results for the employee file?
A: Yes, you will need to print any and all HireRight reports and retain all documentation for all “out of Workday” background check processes.  HireRight reports and “out of Workday” documentation need to be maintained in a physical file for auditing purposes.
Q: Do we use Hire Right drug testing for Workman's Comp/ Employee Accidents?
A: All post-accident drug screens need to be approved by Carla Brown.  Only use the HireRight drug tests for hiring purposes.
Q: Do we still need to do fingerprint checks? (I.e. residents who have not lived in NC for 5+years? And GA fingerprint requirement?)
A: Yes, fingerprint checks will remain an “out of Workday” process.  You will be prompted in Workday with a “To-Do” item telling you to initiate the fingerprint check if required.
Q: Who should I contact if I have questions about HireRight?
A: If you have questions about HireRight, you can email or contact your HRBP. 
Bob Turner,
Jul 30, 2019, 2:08 PM
Bob Turner,
Sep 27, 2017, 5:07 PM
Bob Turner,
Sep 27, 2017, 5:07 PM
Bob Turner,
Sep 27, 2017, 5:07 PM
Bob Turner,
Oct 10, 2017, 2:46 PM