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BalanceTRAK > Settings > Define an Approval Process

KEY TOPICS:

  • About Approval Processes
    • For Requisitions
    • For Job Seekers
  • Define an Approval Process in Advance
    • About Managing Approval Steps and Groups
    • Add the Approval Process to the System
    • Develop the Approval Process
  • Approval Process Tools
    • Change the Approval Process Name
    • Edit an Approval Process
  • Processes List Tools
    • Delete an Approval Process
    • Display (Unhide) Inactive Approval Processes
    • Make an Active Approval Process Active/Inactive

Define and Manage Approval Processes for Requisitions

About Approval Processes

An Administrative Settings menu allows the Administrator to define and manage Approval Processes for Requisitions and (the hiring) of Job Seekers.

For Requisitions

When a Requisition is submitted for approval, one or more selected approvers (from a list of available balanceTRAK users) will receive an email notification. The message will contain tools to review and approve or disapprove the Requisition. An Approval Process for a Requisition may be defined at one of two junctures:

  • Using Administrative Settings > Approval Processes, in advance
  • From the Review Requisition detail, when the Requisition is developed

Cross-reference: For more on submitting a Requisition for approval, see: Manage or Participate in the Approval Process.

For Job Seekers

Define an Approval Process in Advance

About Managing Approval Steps and Groups

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.

Add the Approval Process to the System

Click 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.

Develop the Approval Process

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.

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

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.

Approval Process Tools

Change the Approval Process Name

From the Processes list, click on the Name entry; then: Enter a new name; and click [Save].

Edit an Approval Process

Click the [Edit] icon for an Approval Process. The Approval Process detail opens, labeled in the tab header with the process: Name.

Important Note: An Approval Process that is In Use cannot be edited.

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.

When the changes are complete, click [Save].

Processes List Tools

Delete an Approval Process

Select the check box next to an approval process Name on the Processes list, and click the [Delete Selected] button.

Display (Unhide) Inactive Approval Processes

By default, the Processes list contains only active Approval Processes. To display all processes and a column indicating inactive or active status, check the box next to the upper-right tagline: Display Inactive Approval Processes.

Make an Active Approval Process Active/Inactive

A [Check mark] in the Active Column indicates an active status. If the process is inactive, the check mark will be grayed out. To toggle an Approval Process between active and inactive status, click on the [Check mark].

If inactive, the Approval Process will not display for users when submitting a Requisition or Job Seeker for approval. If active, the process will then be available in the system.