Workday Background Check

Create background check statuses

Navigate to the Maintain Background Check Statuses page, add a new status and map it to the existing values in Maps to dropdown. Please click on the OK button to save and the Done button to confirm.

Ensure to add all the statuses as following with their respective mappings:

Please follow the mapping below to add and map statuses

Edit Reference IDs of the background check statuses

Go to Edit Reference ID under Action Menu to edit Background_Check_Status_ID

Reference ID should be the same as the Label of statuses

Create Background Check Packages

Navigate to the Maintain Background Check Packages page, add background check package or you can utilize Background Checks Unified APIs to create

These background check packages will be available during the background check submission for candidate.

Please click on the OK button to save and the Done button to confirm.

Listed Job Requisitions

Navigate to your Supervisory Organization page. Go to the Staffing tab below.

Ensure the Supervisory Organization’s Staffing Model is Position Management

You can find the list of Job Requisitions that the Background Check stage supports for sending notifications within the Integration System under Positions with Open Job Requisition grid.

No Listed Job Requisitions

If you haven’t had jobs listed under Positions with Open Job Requisition, find Create Position under Staffing in the 3-dot menu.

Fill in the required details to create a position that will be visible in the Positions without Job Requisition grid.

Navigate to the Create Job Requisition and select your supervisory organization and position. After clicking the OK button, please fill out the Job Requisition form and Submit it.

The position will now be visible in the In Progress Requisition Actions grid.

Once the job requisition is approved, it will be visible in the Positions with Open Job Requisition grid and will be able to support sending notifications.

Select to update the Integration System

Navigate to the Background Check Business Process page. Then, click on the Configure Integration System button.

Please select Your Integartion System as the integration and then click on the OK button.

Edit payload attribute values

The pop-up will appear, allowing you to select the values for the fields included in the payload request when the Background Check will be submit from Workday.

Please fill in the following information:

• Background Check ID: [Background Check Business Process]
• As Of Entry Moment: [Current Moment (DateTime)]

Click the OK button to save your configurations.

Select to update the Document Delivery

In the next business process step, click on the Configure Document Delivery button.

Add values in required fields

The pop-up will appear, allowing you to select the values for the fields that includes the configuration regarding Endpoint Url as HTTP Address and External Trigger Token as User Id.

Please fill in the following information:

• From Specific Integration Step(s): [Your Integration System]
• Transport Type: [HTTP/SSL]
• HTTP Address: [Endpoint URL]
• Web Service Invocation Type: [Basic Auth]
• User Id: [External Trigger Token]
• New Password/Verify Password: [You can enter any text here]

You’ll get [Endpoint URL] from StackOne & Pick the [External Trigger Token] from StackOne Integration Hub that will be visible during connection.

Click the OK button to save your configurations.

Apply to the Job

Go to the Find Candidates page, select a Candidate’s Profile, and click on Job Application under Actions to apply for the job.

Select the listed Job Requisition

Please select the job which you have created in the supervisory organization under Staffing from the dropdown menu listed above.

Enter the required details and click the OK button to submit the job application.

Go to the Job Requisition

Navigate to the Job Requisitions page by selecting the same Job Requisition from the pop-up for which candidate has applied.

Navigate to the Candidate tab and select the Review tab, where the candidate will be displayed in the grid.

Move Candidate from Review to Background Check stage

Select the candidate in the grid and click the Move Forward button.

Select Background Check from the dropdown

In the pop-up, select the next stage, which maybe the Background Check stage else you have to move stages one at a time. For Background Check stage, Choose Background Check in both dropdown menus.

Click on the OK button to move.

Candidate Moved to the Background Check Stage

If you go to the Background Check tab, the candidate will now be in the Background Check stage.

Submit background check as a Recruiter

If you are the recruiter, you should see the Background Check button next to the candidate’s name.

Send the Background Check Invitation

Please select the Background Check Packge that you have created above from the dropdown menu.

Click on the Submit button to get the webhook notification from Workday.

Verify the sent background check inivitation

To access the Job Application, click on the candidate’s name. Go to the Screening > Background Check History tab

Check background check result

To access the Job Application, click on the candidate’s name. Go to the Screening > Background Check History tab