BalanceTRAK > Settings > Define an Approval Process

KEY TOPICS:

• Learn About Approval Process Basics
• Define an Approval Process in Advance
• Learn About Approval Process Basics
• Create a Simple Process via Drag and Drop
• Use the Advanced Designer
• Save the Approval Process
• Approval Process (Library) Tools

RELATED USER TOPICS:

• Develop a Simple Approval Process from the Requisition
• Submit a Job Seeker for Hiring Approval

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Define Approval Processes and Manage the Approval Process Library

BALANCEbTRAK's Settings allow an Administrator to define, manage, and store Approval Process Templates for:

• The opening of job Requisitions
• The hiring of Job Seekers

With a library of Approval Process Templates place, other balanceTRAK users can initiate and obtain approvals in a consistent manner.

When a Requisition or Job Seeker is submitted for approval, one or more selected approvers (from a list of available users) will receive an email notification. The message will contain tools to review and approve or disapprove the Requisition or Job Seeker, respectively.

Note: If you have questions about Administrative Settings, please contact your system Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

Define an Approval Process in Advance

Learn About Approval Process Basics

An Approval Process can be comprised of multiple steps, so that each step must be approved in sequence. Once a user in the final designated step submits an approval, the Requisition is approved.

Notes: All Approval Group users for Step 1 must approve the Requisition before the email request will be sent to the Approval Group users for Step 2. If an Approval Step has multiple Approval Groups, one user from each group must approve the Requisition or Job Seeker before the step is completed. Groups within steps, do not have to provide approvals in order.

When a Requisition or Job Seeker is submitted for approval, one or more selected approvers (from a list of available users) will receive an email notification. The message will contain tools to review and approve or disapprove the Requisition or Job Seeker, respectively.

Note: If you have questions about Administrative Settings, please contact your system Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

Define an Approval Process in Advance

Create a Simple Process via Drag and Drop

Use the Advanced Designer

1. Select Location (Organizational Unit) Codes — A menu, containing organizational units, will display. The units vary, depending on how the system's User Access Codes are configured (e.g., Location, Department, Division).

   Select the appropriate unit(s), or click: All.

2. Develop Approval Steps — Under Approval Steps, the first column on the left, click [Step 1 box] to enter a title for the first step; then choose the Save link. To create multiple steps, select [ Add Step] from the Approval Steps header bar. Enter a title for each step in the same manner as for Step 1.

   Order the steps by clicking the [Up and Down Arrows] until the order is desired.

   Click the [Delete] icon to remove a step.

3. Create an Approval Group (and Add Users) — By default, an Approval Step has one group of approvers. Start by clicking twice in the [Group 1 bar] to enter and save a name for the first group. Add additional groups to the step by clicking [ Add Group]. Groups are added by sequential group numbers. Enter a title for each Approval Group in the same manner as for Group 1.

   Add one or more users to a group by selecting one or more users from the Approvers list on the far right.

4. Review and Save the Approval Process — Select [ View Steps] from the Approvers header bar to preview the Approval Process.

   [Close] the preview, make any necessary edits; and when finished, click the [Save] button at the bottom of the page.

Save the Approval Process

Choose the [Add] button from the Processes tab header to open the Add Approval Process Menu. Enter an: Approval Description, and click [Save]. The system will then advance to the Manage Approval Process screen, and add the Approval Process to the Processes list.

Quick Tip: Make sure the Approval Description/Name reflects whether the process will be used to approve a Requisition and/or a Job Seeker.