> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pastahr.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Workday: Activate PastaHR for Job Requisitions

> Activate PastaHR for selected job requisitions in Workday by assigning them a flow.

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](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-00-recruiter-dropdown.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=2e7b8ee573e8fee7079b12aae9e6d8ee)

Recruiters activate PastaHR by selecting a flow on the job requisition

## 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](https://docs.pastahr.com/en/recruiters/ai-screening.md), lets you invite the candidates to [book an interview](https://docs.pastahr.com/en/recruiters/interview-booking.md) 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.

> [!NOTE]
>
> Processing applications from your ATS is activated per customer. Contact [support@pastahr.com](mailto:support@pastahr.com) to enable it.

## 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.

## 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.

## 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.

> [!NOTE]
>
> Your Workday integration with PastaHR must already be active. If you're not sure, contact [support@pastahr.com](mailto: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](mailto:support@pastahr.com) know. We create the list **PastaHR Flows** in your tenant and fill it with your flows.

> [!TIP]
>
> 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:

| Field | Value |
| - | - |
| **Workday Object** | Job Requisition (Effective Dated) |
| **Custom Object Name** | `PastaHR` |

![Create Custom Object in Workday](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-01-create-custom-object.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=3a42265626e1cf7cab79c2b4cfe970ac)

Click **OK** and continue with these settings:

| Field | Value |
| - | - |
| **Web Service Alias** | `pastahr` |
| **Allow Multiple Instances per Object?** | No |

**3. Add the flow dropdown**

In the same task, add one field under **Field Definitions**:

| Field | Value |
| - | - |
| **Field Label** | `PastaHR Flow` |
| **Field Type** | `PastaHR Flows` (the list from step 1) |
| **Web Service Alias** (under **Details**) | `pastahrFlow` |

Under **Permissions**, set the **Domain** to **Job Requisition Data**. Click **OK** and confirm the activation.

![PastaHR custom object in Workday](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-02-custom-object-summary.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=c4e0d4f8457971c001cd520f1a702e9e)

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`):

| Column | Value |
| - | - |
| **Type** | Edit Additional Data |
| **Specify** | `PastaHR` |
| **Optional** | Yes |
| **Group** | The roles that should set the flow, e.g. *Recruiter* and *HR Administrator* |

![Business process step for PastaHR](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-03-business-process-step.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=eb3956b06fc9056bda6522e44128cb7f)

> [!NOTE]
>
> 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:

| Field | Value |
| - | - |
| **Field Name** | `PastaHR Flow (Integration)` |
| **Business Object** | Job Requisition |
| **Function** | Lookup Related Value |
| **Lookup Field** | Job Requisition Additional Data |
| **Return Value** | PastaHR Flow |

![Calculated field PastaHR Flow (Integration)](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-04-calculated-field.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=9d768d17a9076eb24896bf50991f60df)

**6. Create the integration system**

Type **Create Integration System** in the search bar and set:

| Field | Value |
| - | - |
| **System Name** | `PastaHR Job Requisition Fields` |
| **New using Template** | Core Connector: Job Requisitions |

![Create Integration System](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-05-create-integration-system.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=18558f24c4d3cca899d990db972e06cb)

> [!TIP]
>
> 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**:

| Field | Value |
| - | - |
| **Name** | `PastaHR Job Requisition Field Overrides` |
| **Business Object** | Job Requisition |
| **Fields → Name** | `pasta_flow_id` |

Click **OK** in both dialogs.

![Field override service with the field pasta\_flow\_id](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-06-field-override-service.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=69cdd000ff4b158e6c04f875f20448f9)

**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](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-08-field-override-mapping.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=b4f714743be64f814778b583a81d4336)

**9. Send us the System ID**

On the same integration system, expand **System ID** and send the value to [support@pastahr.com](mailto: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](https://mintcdn.com/pastahr/1cnmA6tUoO7dylWB/images/workday-flow-07-system-id.png?fit=max\&auto=format\&n=1cnmA6tUoO7dylWB\&q=85\&s=5858aaa301126d5db64b3b6cde6df5c9)

## 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.

## FAQ

> [accordion] A new flow doesn't appear in the dropdown
>
> New flows are not added automatically. Let [support@pastahr.com](mailto: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.

> [accordion] Why are the flow IDs shown in brackets?
>
> 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.

> [accordion] Can we use different names for the objects and fields?
>
> 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.

> [accordion] Can we add the flow to the JobFit custom object?
>
> No. The custom object for [JobFit in Workday](https://docs.pastahr.com/en/recruiters/jobfit-im-ats.md) 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.

> [accordion] Why is a calculated field needed?
>
> 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.


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