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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 profile from a dropdown on the job requisition.
PastaHR Profile dropdown in Workday

Recruiters activate PastaHR by selecting a profile 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. Activating PastaHR per job requisition serves two purposes:
  • You decide where PastaHR is used. PastaHR only processes applications for the job requisitions you activate. Positions you want to handle without PastaHR, simply stay without a profile.
  • PastaHR applies the right settings. The profile defines the JobFit criteria and the settings that apply to the candidates.
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 profiles. When you want to create a new profile, let us know and we add it to the list.
  2. A recruiter selects a profile on the job requisition.
  3. PastaHR reads the selection with the next sync and links the job to the profile.

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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 profile

In the PastaHR section, select the profile under PastaHR Profile and click Submit. If Workday shows further additional data steps afterwards, complete or skip them as usual.
To change the profile 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

Create the profile list

The dropdown takes its entries from a custom list. You create the list, and PastaHR fills it with your profiles. Type Create Custom List in the search bar and set:Leave List Values empty and click OK.
Create Custom List in Workday
Let support@pastahr.com know that the list exists. We fill it with your profiles and confirm when they appear in the dropdown. You can continue with the next steps in the meantime.
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 profile 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 profile selection through. Type Create Calculated Field in the search bar and set:
Calculated field PastaHR Profile (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 pastahr_profile
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 pastahr_profile, set Override External Field to PastaHR Profile (Integration) and click OK.
Field override pastahr_profile 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. If you named the field differently than pastahr_profile, include its name. 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 profile appears under PastaHR.
  3. Within a few minutes, the job in PastaHR is linked to the selected profile.

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FAQ

New profiles are not added automatically. Let support@pastahr.com know which profile you need and we add it to the list. The same applies if you rename or no longer use a profile.
PastaHR fills the list with the integration system user (ISU) you created when you connected Workday to PastaHR. If we let you know that we can’t fill the list, the ISU is missing access. To find it, 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 changes to custom lists 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.
  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.
Each entry shows the profile title and its ID, e.g. Account Executive (PAWD0003). The ID stays the same even if the profile title changes, so the link to the job keeps working.
Yes. You can rename labels such as PastaHR Profile and the field pastahr_profile in the field override service. If you change the field name, include it when you send us the System ID. Keep the Web Service Alias pastahrprofiles of the list, because PastaHR fills the list through it.
No. The custom object for JobFit in Workday belongs to the job application, because every application has its own score. The profile 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.