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BalanceTRAK > Settings > Define an Approval Process

KEY TOPICS:

  • About Approval Processes (for Requisitions)
  • Create an Approval Process in Advance
    • Delete an Approval Process
    • Change the Approval Process Name
    • Edit an Approval Process
  • Manage Approval Steps and Groups
  • Display (Unhide) Inactive Approval Processes
  • Make an Active Approval Process Inactive
  • Make an Inactive Approval Process Active

About Approval Processes (for Requisitions)

This menu under Administrative Settings allows the user to predefine Approval Processes for Requisitions.* The user may select Approvers from a list of available balanceTRAK users; these recipients will receive an email notification, containing tools to review and approve or disapprove the Requisition. When submitting a Requisition for approval from the Requisition Review detail, the user can: •Define a new process at that time. •Choose an existing process.

  • Note: To create an Approval Processes for hiring Job Seekers, refer to Manage Job Seekers Help at: >Submit a Job Seeker for Approval.

Create an Approval Process in Advance 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.

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

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 [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 to select the entire list.

Create 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 down [Up and Down Arrows] until the order is desired. Click the delete [Delete] icon to remove a step.

Create an Approval Group 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 an Approval Group 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.

Manage Approval Steps and Groups If an Approval Process has multiple steps, each step must be approved in sequence. For instance, 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 Approval Process is completed.

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 green check mark [Green check mark] in the Active Column indicates an active status, while a grey check mark [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 or a job seeker for approval.

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