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Design Requisition Approvals

KEY TOPICS"

  • Submit a Requisition for Approval and Select Approvers
  • Approve a Submitted Requisition

Manage or Participate in the Requisition Approval Process

If your organization uses an Approval Process for Requisitions (not all do), the Administrator will have set this process up for you in balanceTRAK.

As a balanceTRAK user, you may participate in the Requisition Approval Process as the Requisitions owner (or submitter), or you may participate in the process as an approver. Instructions pertaining to both roles are included below.

Submit a Requisition for Approval and Select Approvers

An Approval Process menu appears in the Review Requisition detail after the Requisition is created, if the system has been configured with this function.

Scroll down to the Approval Process menu; click on [Submit for Approval]. An approval process menu opens, identified by the Requisition number. Select a New process (with system permission only), or use an Existing one.

Note: For more on how the Approval Process is configured, refer to: System Tools—General: Requisition Statuses.

balanceTRAK users who meet these system permissions will be listed in the Available Approvers box on the left-hand side:

  • Permission granted to approve Requisitions for posting.
  • User access granted under the Business Unit Code for the current Requisition.

Drag and drop one or more users from Available Approvers to Selected Approvers, the field on the right side. Reorder multiple Selected Approvers by dragging and dropping them above or below each other; this determines the order of approval.

To reuse the Approval Process, click checkbox Save this process for later use, and provide a Process Name.

Note: For information on how to make the Approval Process active in the Existing drop-down the next time a balanceTRAK user enters the Requisition, see: Make an Existing Approval Process Active/Inactive under Administrative Settings.

Click [Save] to initiate the process. An email will be sent to Selected Approvers in order, and the Approval Process menu will appear when the approver enters the Review Requisition detail.

If an approver rejects the Pending Requisition, the submitter can select [Resubmit] after making the necessary Requisition changes.

Approve a Submitted Requisition

As an approver, the user will receive an email notification, containing links for the following three approval responses: •I want to log in and view the requisition. •I want to approve this requisition without logging in. •I want to not approve this requisition without logging in.

OR

A message on an approver’s Dashboard will indicate Requisitions Needing Approval. The approver can access the Approval Process menu on the Review Requisition detail, containing a Comment field and the following buttons to:

  • Approve — Sends an email message to the submitter by email and moves the process on to the next Selected Approver. After the last approver has approved the Requisition, balanceTRAK may automatically change the Requisition Status to reflect the approval. Typically, the next Status is Accepting Applications.

  • Not Approve — Sends an email message to the submitter and other Selected Approvers by email and: A message in the Approval Process menu will state The Requisition has NOT been approved. After making changes to the Requisition (based on Comments received), the submitter can click [Resubmit] to resubmit the Requisition for approval.

Both the submitter and the approver may view the Approval Process by clicking [View Process] and see the current approval history by choosing [View History].