In This Issue:
- Virtual Lab Friday: Applications from the Candidate Perspective
- Updated Onboarding Email Moves Duo to First Onboarding Task
- Updates to Job Application Process for Managing Duplicate Candidates
- How Can Workers Remove Their Middle Name from the UT Directory via Workday?
- Approver Training Materials Now Available
- Help Desk Hours Shift to 7:30 AM – 5:30 PM, Monday-Friday
Virtual Lab Friday: Applications from the Candidate Perspective
This week’s Virtual Lab Friday will focus on the experience candidates have moving through the Workday application process. For event details, including a zoom link to join remotely, visit the event page.
Updated Onboarding Email Moves Duo to First Onboarding Task
On Jan. 17, the onboarding email that new hires receive was updated to include Duo, multi-factor authentication, as the first step. New hires must activate Duo or they will be locked out of Workday if they attempt to log in without the multi-factor authentication step. The Onboarding Workday Instructional Guide was updated to include the new Onboarding email copy.
Updates to Job Application Process for Managing Duplicate Candidates
Workday has functionality that automatically identifies a single candidate that potentially may have multiple records in Workday or is an existing worker. Candidates that have been identified as a potential duplicate cannot move forward in the requisition/hiring process.
Workday identifies potential duplicates based on:
- First and last name – exact match
- Partial match of name – first letter of first name and exact last name
- Date of birth – exact match
- Phone number – area code and number
A change to the Job Application process has been made to help mitigate delays with managing candidate applications and to allow for the use of the Move Forward function within the Candidates section of Job Requisitions. The requirement to remove all duplicate records attached to candidates has been moved from the Review step to the Interview step of the process. This means that Recruiters can now disposition and use the Move Forward function up to the Interview step. Prior to this change, Recruiters needed to contact HR Records to have any duplicate records removed from the Job Requisition. If there are any questions about this process, please refer to this AskUs question.
How Can Workers Remove Their Middle Name from the UT Directory via Workday?
By default, Workday does not display the middle name for a worker, unless an update is made to change the worker’s preferred name in Workday so that the middle name appears. If a worker’s middle name appears in the UT Directory or Workday and they wish to remove it, they can follow the guidance in the Edit Personal Data – Workday Instructional Guide to “Add/Change My Preferred Name”. Workers should be sure to uncheck the Use Legal Name as Preferred Name check box, which will allow them to edit the Middle Name field to remove it.
Approver Training Materials Now Available
The Workday Team hosted two Approver Training sessions in January for those who approve transactions. Those materials are now available and consist of the following:
- Workday Approver Training video
- PowerPoint Presentation
- Workday Approval overview – Business Process Reason
- Workday Approval Overview- Approval Checklist
These materials are available on the Workday Training website on the HCM Core page.
Help Desk Hours Shift to 7:30 AM – 5:30 PM, Monday-Friday
The Workday Help Desk hours have shifted to 7:30 AM – 5:30 PM, Monday-Friday. This change took effect on Feb. 1.