> ## 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 profile.

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](https://mintcdn.com/pastahr/I_ApXQIYETXlppDf/images/workday-flow-00-recruiter-dropdown.png?fit=max\&auto=format\&n=I_ApXQIYETXlppDf\&q=85\&s=0c964da5962b3c624b3d5148eada946e)

Recruiters activate PastaHR by selecting a profile 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.

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.

> [!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 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.

## 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.

## 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. 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:

| Field | Value |
| - | - |
| **Custom Field Type Name** | `PastaHR Profiles` |
| **Web Service Alias** | `pastahrprofiles` |

Leave **List Values** empty and click **OK**.

![Create Custom List in Workday](https://mintcdn.com/pastahr/I_ApXQIYETXlppDf/images/workday-flow-09-create-custom-list.png?fit=max\&auto=format\&n=I_ApXQIYETXlppDf\&q=85\&s=aca750eb4e66c4dc5e1e6a31c53da4a6)

Let [support@pastahr.com](mailto: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:

| 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 profile dropdown**

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

| Field | Value |
| - | - |
| **Field Label** | `PastaHR Profile` |
| **Field Type** | `PastaHR Profiles` (the list from step 1) |
| **Web Service Alias** (under **Details**) | `pastahrProfile` |

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 profile, 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 profile selection through. Type **Create Calculated Field** in the search bar and set:

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

![Calculated field PastaHR Profile (Integration)](https://mintcdn.com/pastahr/I_ApXQIYETXlppDf/images/workday-flow-04-calculated-field.png?fit=max\&auto=format\&n=I_ApXQIYETXlppDf\&q=85\&s=907aa6d5cd150810ea83f095789ecee5)

**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** | `pastahr_profile` |

Click **OK** in both dialogs.

![Field override service with the field pastahr\_profile](https://mintcdn.com/pastahr/I_ApXQIYETXlppDf/images/workday-flow-06-field-override-service.png?fit=max\&auto=format\&n=I_ApXQIYETXlppDf\&q=85\&s=8f5c6cdc02a5f704c000c00e7656d02f)

**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](https://mintcdn.com/pastahr/I_ApXQIYETXlppDf/images/workday-flow-08-field-override-mapping.png?fit=max\&auto=format\&n=I_ApXQIYETXlppDf\&q=85\&s=afb83978bd821a45561aa35cd47c0cb3)

**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). 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](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 profile appears under **PastaHR**.
3. Within a few minutes, the job in PastaHR is linked to the selected profile.

## FAQ

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

> [accordion] PastaHR can't fill the profile list
>
> 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**.

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

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

> [accordion] Can we add the profile 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 profile 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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