Workday Basics: Create, Edit or Close Job Requisitions

This job aid explains how to create job requisitions in Workday, including replacement and backfill requisitions. It also provides guidance on how to post and unpost a job requisition after reviews and approvals have been completed. Use this job aid to initiate the posting process for approved job requisitions that have not yet been posted.

Purpose

This job aid explains how job requisitions can be created (replacement or back fill). This job aid also includes guidance on how to post and unpost a job requisition. Use this job aid to initiate a post for an approved job requisition that had not been posted after the reviews and approvals were completed.

When to Use

• Encounter an error or alert while completing a task in Workday
• Are unsure why a process cannot be submitted or approved
• Need to correct missing or invalid information
• Want to understand the difference between errors, warnings, and informational messages

 

Steps

Create a Job Requisition 

Security Roles: HR and TA team roles such as HR Admin, HR Partner, Recruiter, Recruiting Coordinator,  

1. Search for the Create Job Requisition task in the Search Bar. 

 

2. Select the Prompt button in the Supervisory Organization field to select the sup org you are creating the Job Requisition for. You can also type in the manager’s name and hit enter.  

3. Copy Details from Existing Requisition: Select the Prompt button to choose an Existing Requisition to make a copy of. This functionality is only available to the Talent Acquisition team.  

4. For Existing Position: Select For Existing Position to copy details from an existing position if there are pre-existing details aligned to the new requisition being created. Enter the existing position in the field or click on the Prompt button to select from a list of available positions. 

6. Select the Worker Type using the drop-down prompt to choose Employee. 

7. Select OK. 

8. For the remaining sections in the Job Requisition, select the Pencil button to edit.  

9. Select the Checkmark button to save information. Click on the arrow button to exit a section without saving. Select the Next and Back buttons to move between sections. 

10. Enter information in the following fields under Recruiting Details: 

• Note: A Positions section will appear if you selected the For Existing Position option. Select the Pencil button to edit.  
• Reason: Click on the Prompt button to select a reason from the available list. 
• Recruiting Instructions: Select the drop-down prompt and choose a recruiting instruction option from the list.  
• Recruiting Start Date: This field will auto-populate with today’s date. 
• Note: You cannot hire/fill a requisition prior to the Recruiting Start Date. This is the date you want the position to be posted.  
• Target Hire Date: Use the calendar button or enter the target hire date.  
• Note: When appropriate and available, please align with the average time to fill (Average time to fill by Job code.) 

11. Enter information in the following fields under Job Details:   

• Note: Some of the Job Details fields may default if you selected the For Existing Position option.  
• Job Posting Title: Enter the job posting title using free text.  
• Justification: Enter a justification for the job requisition.  
• Job Profile: This field will auto-populate. It is important to select an accurate Job Profile. If you have questions regarding which Job Profile to choose, please reach out to the Recruiting Team.  
• Job Description Summary: This field will auto-populate with a summary of the job.  
• Job Description: This field will auto-populate. Click into the field to edit. 
• Note: Managers cannot edit this field.  
• Job Posting Description: Enter a description that you would like to appear with the job posting.  
• Note: Managers cannot edit this field.  
• Worker Sub-Type: Select the Prompt button to choose a worker sub-type from the options.    
• Time Type: Select the Prompt button to choose the Full time or Part time option.  
• Primary Location: Select the Prompt button to choose the primary location for the position.  
• Primary Job Posting Location: This field will auto-populate with information from the Primary Location field.  
• Scheduled Weekly Hours: This field will default with information. Edit the hours as necessary. 
• Work Shift: Select the Prompt button to choose from the list of available shift options. 

 Keep entering data until the organizations tab s displayed.

12. The Organizations section will default from the Supervisory Organization Assignments:   

• Company  
• Cost Center 
• Other (Department)
• To add supporting documentation in the Attachments section, select the Add button. Then, select the Attach button. 
• Compensation
• Primary Compensation Basis
• Guidelines and Salary  

 

13. The Assign Roles section is required. Select the Add button. In the Role field, select the Prompt button and choose the role you would like to assign. Then, enter an employee’s name in the Assigned To field.  

1. Begin by adding the Primary Recruiter for the job requisition in the Role field. Select the name of the Primary Recruiter in the Assigned To field.  

2. If Recruiting Coordinator is known for the job requisition, select the Add button. Add the Recruiting Coordinator in the Role field. Select the name of the Recruiting Coordinator in the Assigned To field.  

 

14. Review the Job Requisition information.  

15. Select Submit to finish. Select Save for Later if you would like to save your current

progress before exiting the task. Select Cancel if you would like to exit the task without

saving your current progress. 

16. After submitting, the initiator will have additional steps to complete. A task will appear in their My Tasks section to Review Create Job Requisition. After reviewing, select Approve if no further edits are needed. 
17. The initiator will then receive a Forecasted Attrition and Split Funded task in their My Tasks section. Enter the appropriate information in the fields. Then, select Submit.  
18. After the Job Requisition is created, complete the Configure Supplementary Questionnaires step if required before you post the position. Add any supplemental questionnaires for the Job Requisition. Select the Prompt button to choose a questionnaire from the available options or create a new questionnaire. 

Create Job Requisition from Related Actions 

1. In the Search Bar, enter the name of the Supervisory Organization with a position that does not have a job requisition. Select the Supervisory Organization.  

2. Select the Staffing tab.  

3. Scroll down to the Positions without Job Requisition table.  

4. Select the Related Actions button of an unfilled position (select three dots of position name...)  

5. Hover your mouse over Job Change and select Create Job Requisition.  

• Note: You cannot hire into an unfilled position until the position has a job requisition attached. 

6. Select OK. 

7. Follow the same steps to complete the job requisition as outlined in the Create Job Requisition section.   

8. Select Submit when you are finished.  

Remaining Process Steps 

By clicking Details and Process, you can view the steps complete so far. By clicking Remaining Process, you can view the steps remaining to complete the business process and what role(s) the steps are assigned to.  

Edit Job Requisition (Employee and Contingent) 

Security Roles: HR and TA team roles such as HR Admin, Recruiter, Recruiting Administrator 

1. Search for the Edit Job Requisition task in the Search Bar. Select the task that appears.  

2. Enter the name of the job requisition you would like to edit in the Job Requisition field or select the Prompt button to choose from a list of available options.  

  

3. Select OK.  

4. Select the Pencil button to edit the job requisition information.  

5. In the Reason field, select the Prompt button to choose from the list of available reasons for editing the job requisition information. The Reason field is required to edit a job requisition.  

Note: If the Increase FTE reason is selected, the job requisition will need to go through the approval process again.  

 

6. Update fields that are available to edit with changes as needed. 

7. In the Comment field, enter comments that pertain to the reason(s) for the changes to the job requisition.  

8. Select Submit when you are finished. The Recruiter will receive a task to unpost and post the updated job requisition again. 

Edit Job Requisition from Related Actions 

1. Enter View Job Requisition in the Search Bar. Select the report that appears. 

2. In the Name field for the View Job Requisition report, enter the job requisition with a search or select the Prompt button to choose the job requisition from the options. Select OK. 

3. You can also enter a search for the Job Requisition. Enter “jr: <Job Requisition Name>” in the Search Bar and select the Job Requisition.  

4. From the Related Actions of the Job Requisition, navigate to Job Change. Then, select Edit Job Requisition. 

5. Select the Pencil button to edit job requisition information.  

6. In the Reason field, select the Prompt button to choose from the list of available reasons for editing the job requisition information. The Reason field is required to edit a job requisition.  

Note: If the Increase FTE reason is selected, the job requisition will need to go through the approval process again.  

7. Update fields that are available to edit with changes as needed.  

8. In the Comment field, enter comments that pertain to the reason(s) for the changes to the job requisition.  

9. Select Submit when you are finished. The Recruiter will receive a task to unpost and post the updated job requisition again.  

Remaining Process Steps 

By clicking Details and Process, you can view the steps complete so far. By clicking Remaining Process, you can view the steps remaining to complete the business process and what role(s) the steps are assigned to. 

Initiate Post Job Requisition 

1. Click Job Requisition icon.  

2. Select the Job Requisition. 

• Note: Enter Post Job in the search bar, enter the job requisition in the popup window, click OK, and start with Step 6 on of this job aid to post the job requisition. Start with Step 5 on the last page of this job aid to unpost the job requisition.   

3. Select Open detailed view.  

4. Select Job Postings tab. 

5. Select Post Job.   

6. Select the Job Posting Site. Select Preview Posting if you would like to review a preview of the job posting appearance.  

7. Select the Primary Posting checkbox beside the partner institution that is posting the job requisition. 

8. Select Submit. 

Initiate Unpost Job Requisition 

Follow the steps 1- 4 from the Initiate Post Job Requisition section to post a position. 

5. Select checkbox beside job site(s) to unpost. 

6. Note: To unpost the job requisition from all the sites previously selected, select the checkbox at the top of the column. 

7. Click Unpost Jobs. 

8. Click Submit. 

9. A confirmation message displays.  

Completion 

This process is complete and in an Approved status. The initiator will receive a Workday notification.  

Notes & Tips