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BalanceTRAK > Settings > Define an Approval Process

RETURN TO: Approval Process Templates

KEY TOPICS:

  • How an Approval Process can be Designed
  • Design an Approval Process in Advance
    • Enter the Process Name and Choose a Design Method
    • Develop a Simple Approval Process
    • Use the Advanced Designer

RELATED USER TOPICS:

Define Approval Processes and Manage the Template Library

BALANCEbTRAK's Settings allow an Administrator to define, manage, and store Approval Process Templates for:

  • The opening of job Requisitions
  • The hiring of Job Seekers

The permissions needed in balanceTRAK to develop an Approval Process will vary for each user, based on his or her role in the process. While some standard users may be limited to developing a simple process while creating a Requisition, others will have access to the Advanced Designer for creating complex processes and/or permissions to store Approval Processes in the system for future use.

At the Administrative level, Approval Process Templates can be stored in the system's library so that other users can initiate and obtain approvals in a guided and consistent manner.

Note: If you have questions about Administrative Settings, please contact your system Administrator or Berkshire’s Product Support, as appropriate for your role and organization.

How an Approval Process can be Designed

In balanceTRAK, the Administrator can consider how the process and its participants will be organized. The process can include:

  • One Approver or multiple individual Approvers

    • AND/ORPLUS

  • Any number of Groups (Requiring one Approver or all in the Group to approve)

    • OR

  • Steps, comprised of one or more individuals and/or Groups

When Location Code is considered in combination with the above options, an Approval Process can be precisely tailored to the specific decision-making processes of your organization's business or functional units.

After an Approval Process for a Requisition (or a Job Seeker) is initiated, one or more selected Approvers (with user credentials) will receive both an email and a Dashboard notification. The email message will contain links that facilitate the review — and approval or disapproval by means of express or standard methods — of the Requisition (or Job Seeker).

Develop an Approval Process in Advance

(If applicable) Begin by selecting the Location (Organizational Unit) Codes. A menu of relevant Location Codes will display, reflecting your organization's units (e.g., Location, Department, Division).

Select the appropriate unit(s), or click: All.

If the unit menu is extensive, the checks can be cleared by selecting: None.

A. Enter the Process Name and Choose a Method for Developing the Process

Regardless of the method chosen,

Quick Tip: Make sure the Approval Description/Name reflects the process participants and whether it will be used to approve a Requisition or a Job Seeker.

B. Develop a Simple Approval Process in Advance

In designing a simple process, the Administrator can include individuals and/or groups.

  1. 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.

  2. 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.

OR

B. Use the Advanced Designer

In designing an advanced process, the Administrator can include individuals and/or groups, organized by Steps.

  1. Select Location (Organizational Unit) 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.

  2. 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.

  3. 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.

  4. 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.