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With this setup, recruiters decide directly in Workday for which job requisitions PastaHR is active. To activate PastaHR for a position, they select a flow from a dropdown on the job requisition.
PastaHR Flow dropdown in Workday

Recruiters activate PastaHR by selecting a flow on the job requisition

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Why you activate PastaHR per job requisition

PastaHR also processes applications that arrive directly in Workday, for example through job boards or your Workday career site. PastaHR evaluates them with JobFit, lets you invite the candidates to book an interview and lets you start a chat with them. For this, PastaHR needs to know which flow belongs to the job requisition: the flow defines the JobFit criteria, the language and the settings that apply to the candidates. Applications for a job requisition without a flow are not processed by PastaHR, so they get no JobFit score.
Processing applications from your ATS is activated per customer. Contact support@pastahr.com to enable it.

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How it works

  1. PastaHR fills a list in Workday with your flows. When you create a new flow, let us know and we add it to the list.
  2. A recruiter selects a flow on the job requisition.
  3. PastaHR reads the selection with the next sync and links the job to the flow.

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Activate PastaHR for a job requisition (for recruiters)

1

Open the job requisition

Open the job requisition in Workday and click the ⋯ (related actions) next to its title.
2

Edit the additional data

Choose Additional Data → Edit Effective-Dated Custom Object, keep today’s date as Effective Date and click OK.
3

Choose the flow

In the PastaHR section, select the flow under PastaHR Flow and click Submit. If Workday shows further additional data steps afterwards, complete or skip them as usual.
To change the flow later, repeat these steps and pick a different one.

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Setup (for Workday administrators)

The setup takes about 20 minutes and is done once. You need permission to create custom objects, calculated fields and integration systems, and to edit business process definitions.
Your Workday integration with PastaHR must already be active. If you’re not sure, contact support@pastahr.com.
1

Allow PastaHR to maintain the flow list

PastaHR creates a custom list called PastaHR Flows in your tenant and adds your flows to it. It does this with the integration system user (ISU) you created when you connected Workday to PastaHR. You chose its name yourself at that time.To find the ISU, type View API Clients in the search bar and open the tab API Clients for Integrations. The column Integration System User of the PastaHR API client shows its name. Its security group usually has the same name.Workday secures the web service that maintains custom lists (Put Custom List) with the domain Custom Object Management in the functional area System. Grant the ISU access to it:
  1. Type Maintain Permissions for Security Group in the search bar and select the ISU’s security group.
  2. Under Domain Security Policy Permissions, add Custom Object Management with View and Modify (Get and Put).
  3. Run Activate Pending Security Policy Changes.
  4. Check that the PastaHR API client includes System under Scope (Functional Areas). If it doesn’t, add it with Edit API Client for Integrations.
  5. Let support@pastahr.com know. We create the list PastaHR Flows in your tenant and fill it with your flows.
To check which domain secures the web service in your tenant, type View Security for Securable Item in the search bar and search for Put Custom List.
Wait for our confirmation before you continue: you need the list in step 3.
2

Create the custom object

Type Create Custom Object in the search bar and set:
Create Custom Object in Workday
Click OK and continue with these settings:
3

Add the flow dropdown

In the same task, add one field under Field Definitions:Under Permissions, set the Domain to Job Requisition Data. Click OK and confirm the activation.
PastaHR custom object in Workday

The finished custom object

4

Show the dropdown to recruiters

Workday edits this kind of data through the business process Edit Job Requisition Additional Data. Add a step for the new object:
  1. Type Business Process Definitions in the search bar and open Edit Job Requisition Additional Data. If you have several definitions (e.g. one per organization), repeat this for each definition your recruiters use.
  2. Open the related actions and choose Business Process → Edit Definition.
  3. Add a row right after Initiation (e.g. order ab):
Business process step for PastaHR
This step only appears when someone edits the additional data of a requisition. Creating requisitions is not affected.
5

Create the calculated field

Integrations can only read fields that sit directly on the job requisition. A calculated field passes the flow selection through. Type Create Calculated Field in the search bar and set:
Calculated field PastaHR Flow (Integration)
6

Create the integration system

Type Create Integration System in the search bar and set:
Create Integration System
Workday may later show the warning that the attribute Version is “Required for Launch”. You can ignore it: PastaHR only reads the field, the integration is never launched.
7

Add the field override service

Workday opens Configure Integration Services after the previous step. Under Custom Integration Services, click +, open the prompt and choose Create → Create Integration Field Override Service:Click OK in both dialogs.
Field override service with the field pasta_flow_id
8

Connect the field

Type View Integration System in the search bar and open PastaHR Job Requisition Fields. Open the related actions and choose Integration System → Configure Integration Field Overrides. Next to pasta_flow_id, set Override External Field to PastaHR Flow (Integration) and click OK.
Field override pasta_flow_id mapped to the calculated field
9

Send us the System ID

On the same integration system, expand System ID and send the value to support@pastahr.com. We activate the connection and confirm when your recruiters can start activating PastaHR for their job requisitions.
System ID of the integration system

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Test the setup

  1. Activate PastaHR for a test requisition as described above under Activate PastaHR for a job requisition.
  2. Check the selection: open the requisition’s related actions and choose Additional Data → View All As Of. The flow appears under PastaHR.
  3. Within a few minutes, the job in PastaHR is linked to the selected flow.

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FAQ

New flows are not added automatically. Let support@pastahr.com know which flow you need and we add it to the list. The same applies if you rename or no longer use a flow.
Each entry shows the flow title and its ID, e.g. Account Executive (PAWD0003). The ID stays the same even if the flow title changes, so the link to the job keeps working.
Labels such as PastaHR Flow can be renamed. Keep the field name pasta_flow_id in the field override service and the list PastaHR Flows as created by us, because PastaHR relies on them.
No. The custom object for JobFit in Workday belongs to the job application, because every application has its own score. The flow belongs to the job requisition. Workday attaches each custom object to exactly one business object, so you need two separate custom objects.
Workday stores custom fields of a job requisition in a separate custom object. Integrations can only read fields that sit directly on the job requisition, and the calculated field bridges this step. It stores no data of its own.