Filtering and Sorting the Candidate Grid in a Job Requisition in Workday


Purpose

This document provides HR Partners (HRPs), Hiring Managers, Primary Recruiters, and Recruiting Screeners directions on how to filter and sort the Candidate Grid within a job requisition in Workday.

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Keep in Mind

General

· The Candidates tab of a job requisition contains the Candidate Grid.

· The Candidate Grid contains four internal tabs:

· Overview (default view)

· Questions

· Contact

· Resume

· When navigating between internal tabs within the Candidate Grid, columns to the left of the bold vertical line will remain constant while columns to the right of the bold vertical line will change.

· Each column within each internal tab of the Candidate Grid has a filter and sort function.

Filters

· Filters can be applied two different ways:

1. By individual column

· Select column header to open filter conditions.

2. By filter icon (represented by a funnel)

· Located in the top-right corner of the Candidate Grid.

· Multiple filters can be applied at once.

· CAUTION: Applying too many filters may not yield results as it may be too narrow of a search.

· Filters can be named and saved.

· Brainstorm and develop top candidate criteria before adding multiple filters.

· The filter icon must be used to filter for Resume Text, which is located on the Resume tab of the Candidate Grid.

Sorting

· Sorting can only be applied by individual columns.

· Sorting options include:

· Ascending (lower to higher value)

· Descending (higher to lower value)

· Sorting is not available for the Resume Text column.

Steps

Accessing the Candidate Grid

1. Log into Workday using your CNET ID and password.

2. Navigate to the Job Requisition by typing the job requisition number or the name of the position in the search box at the top of the screen. Select the appropriate suggested record that appears below the search box, or press Enter to run the complete search, and find the right requisition.

a. Use the prefix jr: to refine the search results. For details on how to use prefixes, review the Workday Search Prefixes Knowledge Base Article.

3. Within the requisition page, select the Candidates tab. This tab is located below the top section of the screen, which displays general information about the requisition, including the list of Primary Recruiters and the Primary Location.

4. Within the Candidates tab there are 1-4 overall filters that can be applied to the Candidate Grid. These filters appear as buttons shown immediately under the requisition page tabs. Overall filters include the following:

a. All Active Candidates (default view)

i. Displays all candidates that have not been dispositioned and are still under review or consideration.

b. Awaiting Action

i. Displays all candidates who are waiting for an action from the individual viewing the job requisition.

c. Inactive Candidates

i. Displays all candidates that have been dispositioned and are no longer under review or consideration. If no candidates have been dispositioned, yet, this button will not appear.

d. Extend My Search

i. Displays a list of candidate profiles that can be viewed and compared, and then potentially invited to apply. This button is only viewable for individuals who hold specific security roles in Workday. For most users, this button will not appear.

5. To review active candidates, ensure the All Active Candidates filter is selected.

Filtering/Sorting by Individual Column

1. Within the Candidate Grid, navigate to the internal tab containing the column of data that requires filtering or sorting.

2. Select the column header to display filtering and sorting options in a pop-up window.

3. Sorting options appear at the top of the window.

a. To sort, select Sort Ascending or Sort Descending. Sorting will automatically apply.

4. A Filter Condition field containing a drop-down menu is located under the sorting options.

a. Select the More Options icon, represented by an arrow pointing down, to view a list of available Filter Conditions. Apply as needed.

i. Filter Conditions vary based on which column is selected. Options include, but are not limited to, the following:

1. Contains, Begins With, Not Equal To, Is Empty, Is, =, >=, <=, Between, Is On, Is On or After, etc.

5. A Value field is located under the Filter Condition field. Depending on the column selected, a Hamburger Menu (icon represented by three dots and three lines) may be visible to select the appropriate Value(s). Otherwise, type in the appropriate Value.

6. Once the Filter Condition and Value fields are complete, select Filter to apply. An updated list of candidates will refresh on the screen.

7. To add multiple filters, repeat steps 2 through 6 for each column that requires filtering.

8. To remove a filter, re-select the column header and choose Remove Filter.

a. A list of active filters also displays in the top-left corner, above the Candidate Grid. Select the X next to the filter that requires removal.

Filtering by Filter Icon

1. Within the Candidate Grid, select the filter icon located in the top-right corner. Then, select Add to apply filters.

a. If any filters are already applied, they will be listed above the Add button.

2. A new window will appear with a Column field containing a drop-down menu.

a. Select the More Options icon to choose from the list of columns.

3. Once the Column field is chosen a Filter Condition and Value field will appear.

a. Filter Conditions vary based on which column is selected. Options include, but are not limited to, the following:

i. Contains, Begins With, Not Equal To, Is Empty, Is, =, >=, <=, Between, Is On, Is On or After, etc.

b. In the Value field, depending on the column selected, a Hamburger Menu may be visible to select the appropriate Value(s). Otherwise, type in the appropriate Value. If this field is not applicable, a zero will pre-populate.

4. Once the Column, Filter Condition, and Value fields are complete, select Filter to apply. An updated list of candidates will refresh on the screen.

5. To add multiple filters, repeat steps 1 through 3 for each column that requires filtering.

6. To remove a filter, re-select the filter icon and choose the X next to the filter that requires removal. Alternatively, the filter can be removed directly from the list of active filters displaying in the top-left corner, above the Candidate Grid.

Naming and Saving Filters

1. After filter(s) have been applied they can be named and saved for future use within the requisition.

2. A list of active filters displays in the top-left corner, above the Candidate Grid.

3. Select Save, located to the right of the list of filters.

4. A new window containing a Name field will appear. Enter in a Name for the filter and select Save.

a. Note: If saving multiple filters during the same session, the Name of the previously saved filter will appear in the corresponding field. To save a new filter, delete the old name and add a new one. This action does not override the previously saved filter.

5. The filter will now be named, saved, and viewable within the Saved Filters drop-down menu located in the top-right corner, above the Candidate Grid.

a. To delete a Saved Filter, select the filter in need of removal, and use the Trash Can icon to the right of the drop-down menu.

Key Reasons to Filter Data in the Candidate Grid

· Filter by Job Application

· Use this column to filter and view internal versus external candidates.

· This may be helpful when a hiring manager wants to consider internal candidates first or when recruiting for Local 743 positions where internal candidates must be considered before external candidates.

· To view only internal applicants, filter this column using the individual column header. Select is as the Filter Condition, then type the word Internal into the Value field, and press Enter.

· Filter by Step/Disposition

· Use this column to filter and view candidates based on what stage/step they are within the candidate lifecycle. Examples include New Applicant, HR Phone Screen, Schedule Interview, Offer, and more.

· This may be helpful to give an indication of applications received since the requisition was last checked or to quickly view candidates who have not been moved forward in the process.

· Filter by Current Title (Located in Overview tab)

· Use this column to filter and view candidates who currently or previously held a job with a specific title.

· This may be helpful if the hiring manager has specified a preference for a candidate with specific job experience.

· Filter by All Degrees (Located in Resume tab)

· Use this column to filter and view candidates with a specific level of education.

· This may be helpful if the hiring manager has specified a preference for a candidate with a specific type of degree or degree level.

· Filter by Resume Text

· Use this column to filter and view candidates with specific key words or phrases located in the text of their resume.

Suggested Filters (multiple filters applied at once)

· Ideal Candidate

· Narrow down and identify an ideal candidate out of the applicant pool. A candidate that meets this filter should be fast-tracked to an interview.

· Top Candidate

· Narrow down and identify the most qualified individuals out of the applicant pool. Like Ideal Candidate filter but less narrow and more open of a search. Candidates that meet this filter should be reviewed and considered.

· Preferred Qualifications

· Narrow down and identify individuals that meet the preferred qualifications associated with the job requisition. Candidates that meet this filter should be reviewed and considered.

· Minimum Qualifications

· Narrow down and identify individuals that do not meet the required minimum qualifications associated with the job requisition. Candidates that meet this filter should not be reviewed or considered but rather dispositioned right away.