Setup Considerations: Recruiting Notes
You can use this topic to help make decisions when planning your configuration and use of notes. It explains:
- Why to set it up.
- How it fits into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What It Is
Recruiting notes enable users to create and view notes on job requisitions and candidate job applications.
Business Benefits
Notes support collaborative hiring across recruiting and hiring team roles. Storing your notes in Workday reduces the need for third-party applications and potential data compliance issues.
Use Cases
Users such as hiring managers, hiring teams, and recruiters can use notes to:
- Communicate updates to job requisitions or job applications.
- View and track recruiting and hiring activity on job requisitions and job applications.
- Discuss decisions to close or progress a job requisition or a job application.
Questions to Consider
Question | Consideration |
|---|---|
What kind of recruiting activity do you want users to create notes for? | You can enable users to add, view, or modify notes on:
|
Which roles do you want to enable to add or view notes? | You can enable users to view notes or view and modify notes.
Users can only see notes for candidates, job applications, prospects, and job requisitions that they have access to. You can use the Maintain Recruiting Notes task to hide notes for masked candidate job applications. |
Recommendations
No impact.
Requirements
Your organization must use session storage in order to store notes data. Check your browser settings or confirm with your IT team.
Limitations
You can only currently add or view notes on job requisitions or candidate job applications.
Recruiting Notes are only available on desktop.
Tenant Setup
No impact.
Security
Domain | Consideration |
|---|---|
Manage: Candidate Job Application Notes
| Enables you to add, edit, and view notes on candidate job applications from the candidate profile. |
Manage: Job Requisition Notes
| Enables you to add, edit, and view notes on job requisitions. |
Manage: Maintain Recruiting Notes
| Enables you to use the Maintain Recruiting Notes task to view or delete notes. This task is for administrators. |
Manage: Candidate Notes
| Grants access to add, edit, and view notes on the candidate and prospect profile. |
Business Processes
Business Process | Consideration |
|---|---|
Job Application
| When you rescind or cancel a job application event, Workday removes any notes associated with the job application. |
Job Requisition
| When you rescind or cancel a job requisition event, Workday removes any notes associated with the job requisition. |
Reporting
You can use these data sources to create custom reports on notes:
- Candidate Job Application Notes
- Candidate Notes
- Job Requisition Notes
Integrations
No impact.
Connections and Touchpoints
When you purge a user, Workday removes their name from any notes they created. Optionally, you can also purge the content of their notes. When you purge a candidate, Workday also purges the job application or the notes on the candidate job application.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.
Other Impacts
Workday hides notes for masked candidate job applications on the candidate profile and the
Maintain Recruiting Notes
task.