The purpose of this page is to answer some of our most frequently asked questions that come up during testing and after implementation
Q: I made an update to an offer - can I re-hire the candidate and feed the data to Workday?
A: If you’d like to make small updates to an offer after pushing the event over to Workday, we would recommend adjusting the details manually within Workday itself, rather than pushing the event over again from Ashby. If you would also like to update the offer details within Ashby, please note that your updated offer may need to go through any approval and e-signature processes.
If extensive updates are being made across the offer, you will need to cancel or rescind the Hire event in Workday. This will then re-open the position. Within Ashby, move the candidate back to the Offer stage to generate a new offer activity. Click View Offer on the existing offer activity, then Delete Offer to delete the previously accepted Offer. From here, you can create an entirely new offer with the updated data. You will need to complete the offer process again (including submitting approvals and e-signatures). Once complete, you can then push the hire to Workday again.
Q: Why does a position appear unfilled in Workday, while the corresponding opening with the same position ID is marked as filled?
A: This discrepancy occurs because when an employee is terminated, the position in Workday becomes available for recruiting again. However, Workday's system allows positions to be refilled multiple times. In Ashby, each refilling is denoted by adding "-1" (or "-N") to the position ID. Thus, even though the position is unfilled in Workday, the opening with the original position ID may be marked as filled in Ashby, indicating it's been refilled. When recruiting for such positions, Ashby users should select the corresponding "-N" position. Workday updates may reflect in the corresponding "-N" opening in Ashby.
Q: How do I exclude some values on the offer form? (ie. only show 3 Hire Types even though there are more options in Workday).
A: You can remove available values by archiving them in Ashby. If there are more values you need to archive that you would like to keep, you can archive all of the values and then activate the ones that you want to keep.
Q: How do we grant additional access to our Ashby sandbox instance for testing the Workday integration?
A: Adding new users can be done by your team at any time. To add new users, go to Admin > Organization Setup > Employees > + New (top right corner) > Add new user with their email. Users are not notified when they are added, so you will need to let them know they have been added and they can access the sandbox.
Q: How can I request additional Workday fields to be available in Ashby?
A: If you require additional fields in Ashby from Workday, please contact our Support team ([email protected]) so we can evaluate if it is possible to expose the field. Since the integration is under ongoing development, fields are added based on specific needs. Provide details regarding whether the field is custom or native to Workday, along with the use case or reason for needing the field. This information will facilitate the prioritization and incorporation of the requested fields into Ashby's system.
Q: I’ve accidentally applied the wrong POSID to an offer and pushed the hire to Workday. How can I fix this? You can correct this by taking the following steps: