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BalanceTRAK > Settings > Define an Approval Process

RETURN TO: Approval Process Templates

KEY TOPICS:

  • About Designing and Saving Approval Process Templates
    • Before you Begin: Organizing Participants and Steps
  • Design an Approval Process in Advance
    • Enter the Process Name and Choose a Design Method
    • Develop a Simple Approval Process
    • Use the Advanced Designer

RELATED USER TOPICS:

Define Approval Processes and Manage the Template 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

After an Approval Process for a Requisition (or a Job Seeker) is initiated, one or more selected Approvers (with user credentials) will receive both an email and a Dashboard notification. The email message will contain links that facilitate the review — and approval or disapproval by means of express or standard methods — of the Requisition (or Job Seeker).

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

About Designing and Saving Approval Process Templates

While some organizations develop and implement simple Approval Processes at the Requisition level or for a single location, others may build more complex or varied processes, relying on the system's Advanced Designer. Regardless of client size, Approval Process Templates can be designed at the Administrative level and stored in the system's library so that other users can initiate and obtain approvals in a guided and consistent manner.

Before you Begin: Organizing Participants and Steps

The balanceTRAK Administrator can design an Approval Process that includes:

  • One Approver or multiple individual Approvers

    • AND

  • Any number of Approver Groups (Requiring one or all in the Group to approve)

    • OR

  • Steps, comprised of one or more individuals and/or Groups

For Organizations with Multiple Locations — By considering Location Codes, Approval Processes can be precisely tailored to the decision-making processes of your organization's business or functional units.

Quick Tip: If an Approval Process is created/saved as part of a new Requisition, it will automatically be associated with a location.

Develop an Approval Process in Advance

Choose Location Code(s) and Enter a Process Name

For both the simple and advanced Approval Process:

  1. From the Approvals screen, select the [Add New Approval Process Template] button, located above the Approval Process Template list.
  2. (If applicable) Check off the applicable Location Code(s), associated with the Approver(s).

    Quick Tip: For a complex process, click: All. Conversely, clear multiple current selections by clicking: None.

  3. In the provided field, enter a: Process Name.

    Quick Tip:Take into consideration whether a Requisition or a Job Seeker is being approved and how other users would identify it.

Proceed to creating a simple process or accessing the Advanced Designer, as described next.

Develop a Simple Approval Process in Advance

In designing a simple process, the Administrator can include individuals and/or Groups:

A. Create an Approval Group (and Add Users) —

  1. Start by clicking the [Add Group] icon to display a working area in the right column. Enter a title for the Approval Group in the provided field.

  2. Review the user list in the left column. Then, drag and drop each user you want to include into the work area.
  3. Return to the Group title bar an select the radio button for:

    Require One

    OR

    Require All

Repeat as necessary to create one or more other Groups.

B. Add Individual User(s) —

  • Simply drag and drop each user from the left column to the right-hand work area.

C. Place the Approvers and Groups in Order —

  • Once the individual and Group Approvers are in place, reorder the list by dragging and drop a corresponding pane to another location in the list.

D. Review and Save the Approval Process —

  • Next the Process Name, choose the [Save Changes] button.

OR

Use the Advanced Designer

In designing an advanced process, the Administrator can include individuals and/or groups, organized by Steps.

  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.