{"id":6797,"date":"2026-11-13T13:37:02","date_gmt":"2026-11-13T21:37:02","guid":{"rendered":"https:\/\/hr.uw.edu\/talent\/?page_id=6797"},"modified":"2026-11-13T13:37:02","modified_gmt":"2026-11-13T21:37:02","slug":"accessing-candidate-records","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/talent\/hiring-process\/workday-recruiting-job-aids\/accessing-candidate-records\/","title":{"rendered":"Accessing candidate records"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_89 ez-toc-wrap-left counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title ez-toc-toggle\" style=\"cursor:pointer\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #000000;color:#000000\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #000000;color:#000000\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/workday-recruiting-job-aids\/accessing-candidate-records\/#Overview\" >Overview<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/workday-recruiting-job-aids\/accessing-candidate-records\/#Open-an-individual-candidate-record\" >Open an individual candidate record<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/workday-recruiting-job-aids\/accessing-candidate-records\/#See-all-active-candidates-ready-for-your-consideration\" >See all active candidates ready for your consideration<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/workday-recruiting-job-aids\/accessing-candidate-records\/#Screening-job-candidates\" >Screening job candidates<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/workday-recruiting-job-aids\/accessing-candidate-records\/#Dispositioning-candidates\" >Dispositioning candidates<\/a><\/li><\/ul><\/nav><\/div>\n<h2 id=\"sec-1-overview\"><span class=\"ez-toc-section\" id=\"Overview\"><\/span>Overview<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>This guide helps Managers and Hiring Manager Delegates navigate to an individual candidate or the entire candidate pool, navigate the candidate pool, and disposition candidates. If you have any questions, please contact the Primary Recruiter assigned to your job requisition (REQ).<\/p>\n<h2 id=\"sec-2-open-an-individual-candidate-record\"><span class=\"ez-toc-section\" id=\"Open-an-individual-candidate-record\"><\/span>Open an individual candidate record<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>To open an individual candidate record, enter their name in the Workday Search field in this format:\u00a0 <strong>CAND: FIRSTNAME LASTNAME<\/strong><\/p>\n<p style=\"padding-left: 40px;\"><strong>For example:<\/strong><br \/>\n<strong>CAND: JANE DOE<\/strong><\/p>\n<p><strong>Tips for candidate search<\/strong>:<\/p>\n<ul>\n<li>You can only see candidates who have been referred to a REQ that you can access.<\/li>\n<\/ul>\n<ul>\n<li>If a search returns more than one record for the same candidate, email your Primary Recruiter and include the candidate\u2019s name and the candidate IDs for each of their records. A screen shot works great for this.<\/li>\n<\/ul>\n<h2 id=\"sec-3-see-all-active-candidates-ready-for-your-consideration\"><span class=\"ez-toc-section\" id=\"See-all-active-candidates-ready-for-your-consideration\"><\/span>See all active candidates ready for your consideration<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Open your REQ to see all candidates who are in active status and waiting for your consideration. For help finding and opening your REQs, see <a href=\"https:\/\/hr.uw.edu\/talent\/hiring-process\/workday-recruiting-job-aids\/locating-open-job-requisitions\/\"><u>Locating open job requisitions<\/u><\/a>.<\/p>\n<p>1. The REQ landing screen offers two ways to display your candidates.<\/p>\n<ul>\n<li>To see <strong>all active candidates<\/strong>, select the <strong>Candidates<\/strong> tab to display a grid of all active candidates.<\/li>\n<li>To see all active candidates in a specific recruiting stage, select the <strong>Overview<\/strong> tab, then click on the stage from the recruiting funnel, then select <strong>Candidate Actions<\/strong>.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"wp-img aligncenter wp-image-6806 size-full\" src=\"https:\/\/hr.uw.edu\/talent\/wp-content\/uploads\/sites\/17\/2026\/11\/workday-candidate-pipeline-screen.png\" alt=\"Candidate pipeline screen in Workday with multiple tabs across the top: Overview, Candidates, Details, Organizations, Qualifications, Job Postings. The Candidates tab is currently active and shows a candidate pipeline 50 active candidates, 0 referrals, 13 internal, and 0 inactive. Below that is a visual of a blue recruiting funnel with Candidates by Active Stage showing that 50 have been screened. The visual also shows Drop Off and Conversion rates (both 0%) and other stages such as Interview and Reference Check (all zero). The visual includes a \u201cCandidate Actions\u201d button that can be selected.\" width=\"571\" height=\"479\" srcset=\"https:\/\/hr.uw.edu\/talent\/wp-content\/uploads\/sites\/17\/2026\/11\/workday-candidate-pipeline-screen.png 571w, https:\/\/hr.uw.edu\/talent\/wp-content\/uploads\/sites\/17\/2026\/11\/workday-candidate-pipeline-screen-358x300.png 358w, https:\/\/hr.uw.edu\/talent\/wp-content\/uploads\/sites\/17\/2026\/11\/workday-candidate-pipeline-screen-375x315.png 375w\" sizes=\"auto, (max-width: 571px) 100vw, 571px\" \/><\/p>\n<p>2. Workday will display the candidate grid after you open the candidate tab or use the recruiting funnel.<\/p>\n<p><strong>Tips for using the candidate grid:<\/strong><\/p>\n<ul>\n<li>Candidates arrive on your grid in the \u201cScreen \u2013 Manager or Designee\u201d Step\/Disposition. The text in the Step\/Disposition column will update as you move the candidate through the hiring process.<\/li>\n<li>The Awaiting Action column displays all employees who have ability to take the next step, which typically includes the manager, their delegates and all Recruiting Office Partners.<\/li>\n<li>Candidates who have withdrawn or been declined by you or the Primary Recruiter will not appear on your candidate grid<\/li>\n<li>Use the <strong>Export to Excel<\/strong> icon to download a list of your candidates for notetaking and reference. The Excel icon is located immediately above the candidate grid on the right side of the screen.<\/li>\n<\/ul>\n<p>3. Select the first candidate in your grid to open their job application.<\/p>\n<h2 id=\"sec-4-screening-job-candidates\"><span class=\"ez-toc-section\" id=\"Screening-job-candidates\"><\/span>Screening job candidates<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>1. To navigate between job candidates, use the up and down arrows in the upper -right corner of the candidate profile screen. You can track your progress moving through the candidate pool on the upper left of your screen (for instance, &#8220;1 of 55\u201d).<\/p>\n<p>2. If the candidate has entered their education and work experience in Workday\u2019s job application fields, you can review their information on the right side of your screen.<\/p>\n<p>3. If the candidate has attached a resume, use the resume icon below their name to open their attachment.<\/p>\n<p><strong>Tips for reviewing candidate applications:<\/strong><\/p>\n<ul>\n<li>If a candidate has submitted a resume and completed Workday\u2019s job application fields, review both.<\/li>\n<li>To view all pages of an attachment, use the navigation arrows at the top of the attachment display screen. Workday does not use scrolling to view multiple pages on the same screen.<\/li>\n<li>Candidates may voluntarily attach cover letters or other materials. To maintain a fair screening process, only view information that was required of all job applicants.<\/li>\n<\/ul>\n<h2 id=\"sec-5-dispositioning-candidates\"><span class=\"ez-toc-section\" id=\"Dispositioning-candidates\"><\/span>Dispositioning candidates<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Timely dispositioning is essential for a positive applicant experience. It also helps your Primary Recruiter monitor your progress and needs. There are three levels of dispositioning:<\/p>\n<p><strong>Move Forward \u2013 In Stage:<\/strong> sort candidates into tiers or record screen stage actions<\/p>\n<p><strong>Move Forward \u2013 Next Stage:<\/strong> advance candidates in the hiring process<\/p>\n<p><strong>Decline:<\/strong> remove candidates from consideration<\/p>\n<p><strong>Note:<\/strong> If the Move Forward button is not available, there is another action pending for the candidate. Contact your Primary Recruiter for assistance.<\/p>\n<ol>\n<li>Use the <strong>Move Forward<\/strong> tool at the bottom left of your screen to sort or advance candidates. To sort candidates, select the screen stage (Screened A, Screened B, Screened C, or Phone Screen); to advance candidates in the hiring process, select the next action (Interview, Initial Offer, or References \u2013 outside Workday). To complete this step, select the <strong>Move Forward<\/strong> button.<\/li>\n<li>Use the <strong>Decline<\/strong> button to remove a candidate from consideration. Select your reason from the provided options.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p>This guide helps Managers and Hiring Manager Delegates navigate to an individual candidate or the entire candidate pool, navigate the candidate pool, and disposition candidates.<\/p>\n","protected":false},"author":49,"featured_media":0,"parent":6446,"menu_order":70,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"no","slim_seo":{"description":"This guide helps Managers and Hiring Manager Delegates navigate to an individual candidate or the entire candidate pool, navigate the candidate pool, and disposition candidates.","title":"Accessing candidate records - Total Talent Management"},"_slim_seo_primary_term_category":0,"footnotes":""},"categories":[],"class_list":["post-6797","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages\/6797","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/users\/49"}],"replies":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/comments?post=6797"}],"version-history":[{"count":9,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages\/6797\/revisions"}],"predecessor-version":[{"id":6807,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages\/6797\/revisions\/6807"}],"up":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/pages\/6446"}],"wp:attachment":[{"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/media?parent=6797"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/hr.uw.edu\/talent\/wp-json\/wp\/v2\/categories?post=6797"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}