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BalanceTRAK > Settings > Define an Approval Process

KEY TOPICS:

  • About Approval Processes
  • Develop a Simple Approval Process "on the Fly"
    • Use Submit for Approval in a Requisition
    • Use Submit for Approval in the Job Seeker Detail
  • 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
    • Delete an Approval Process
    • Display (Unhide) Inactive Approval Processes
    • Make an Active Approval Process Active/Inactive

Define and Manage Approval Processes (for Requisitions and Job Seekers)

About Approval Processes

The Administrative Settings menus allow the Administrator to define, manage, and store Approval Processes for Requisitions and (the hiring) of Job Seekers. If processes are saved in the system, balanceTRAK users can apply 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 balanceTRAK users) will receive an email notification. The message will contain tools to review and approve or disapprove the Requisition or Job Seeker, respectively.

Develop a Simple Approval Process "on the Fly"

A balanceTRAK user with appropriate permissions may develop a simple Approval Process, by accessing the [Submit for Approval] button from the Review Requisition detail, as outlined below.

Use Submit for Approval in a Requisition — An Approval Process for a Requisition may be defined fromOnce the Review Requisition detail,detail oncehas been developed, it must be assigned a triggering Status on the Requisition hasInformation beenmenu, developed.indicating it is: Pending (or similar, depending on your organization's language. Then, an Approval banner will display, towards the bottom of the page.

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

Use Submit for Approval in the Job Seeker Detail — First, the Requisition Status must indicate a Hiring Manager Review (or similar review, depending on your organization's language). Once the Status is set on the Requisition Information menu, scroll down to the Job Seekers menu to locate the selected Job Seeker. Enter the Review Job Seeker detail; on the Jobs Applied to menu, locate the Requisition.

Cross-reference: For more on submitting a Job Seeker for approval, see: Submit a Job Seeker for Approval.

A process created in this manner can also be reused, by entering: Process Name; and then, click: Save this process for later use.

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

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.

Develop the Approval Process

Select User Access 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.

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.

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.

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. After making the necessary changes, click [Save].

Important Note: An Approval Process that is In Use cannot be edited for existing steps or groups, but the process may be edited to add locations/departments/divisions (depending on language used) and approvers.

Delete an Approval Process

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

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

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.