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BalanceTRAK > Settings > Define an Approval Process

KEY TOPICS:

  • About Approval Processes
  • Create an Approval Process in Advance
    • About Managing Approval Steps and Groups
    • Create one or more Approval Steps
    • Create an Approval Group (and Add Users)
  • Approval Process Tools
    • Delete an Approval Process
    • Change the Approval Process Name
    • Edit an Approval Process
  • Processes List Tools
    • Display (Unhide) Inactive Approval Processes
    • Make an Active Approval Process Inactive
    • Make an Inactive Approval Process Active

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. Approvers may be selected from a list of available balanceTRAK users; these recipients will receive an email notification, containing tools to review and approve or disapprove the Requisition. An Approval Process may be defined at one of two junctures:

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

Cross-references:

  • For more on creating a Requisition, see:
  • To create an Approval Process for hiring Job Seekers, refer to: Submit a Job Seeker for Approval.

Create 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.

Note: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.

Once a user in the final designated step submits an approval, the Requisition is approved.

Add the Approval Process

Click the [Add] button from the Processes tab header to open the Add Approval Process Menu. Enter an: Approval Description, and click [Save]. The Approval Process is added to the Processes list.

Create One or More 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.

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.

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.

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 Inactive

A [Check mark] in the Active Column indicates an active status, while a [Grey check mark] indicates an inactive one. “ To toggle an Approval Process between active and inactive status, click on the Check mark. It will not be displayed to users when submitting a Requisition for approval.

Make an Inactive Approval Process Active

To activate an Approval Process click the [Grey check mark] next to the inactive process. The process will be available in the system as: Active.