Add a New Requisition

KEY TOPICS:

  • Introduction to Building a Requisition
  • Initiate the Process to Add New Requisition
    • Steps to Add A New Requisition
  • Choose Setup Information
    • Select Location Code (where needed) and Job Code
    • Select a Method for Populating the Requisition
      • Use a Template or Enter New Information
    • Reuse the Latest Requisition (If available)
  • Navigate and Save the Draft Requisition
  • Enter Requisition Details

NEXT STEP: Develop the Job Description

FINAL STEP: Review Summary and Save the Requisition

Generate a New Requisition for a Job Opening

Quick Tip: Before you begin these steps in the software, please read the introductory and Setup sections of this article to help determine the best approach for building the Requisition.

OR

For a visual tutorial on Creating Requisitions, navigate to the page header from the Requisitions screen, and click the Video icon.

Introduction to Building a Requisition

Adding a new Requisition to the Requisitions module is initiated with a simple click, as outlined below. Then, the Add New Requisition wizard will guide you through the process of developing Requisition content.

In balanceTRAK, all aspects of a unique Requisition can be built at the time it is created. With this up-front approach, you can take advantage of automated workflow features that will be triggered as the Requisition lifecycle advances. Where available, a Requisition creator can even build key components by applying an existing Requisition OR using a Template (as described below).

However, the system also provides later opportunities to augment and edit Requisition features, in the Requisition detail.

Quick Tip: A Requisition does not have to be completed in one sitting. A draft can be saved for later.

Initiate the Process to Add New Requisition

Click [Add New], a button located above the Requisition list, to initiate the guided process to create a Requisition.

Important Note: For best operation of Requisition features, all steps in the Add New Requisition process should be completed. Limitations may exist on editing the Requisition detail later, based on Administrative settings or active operations.

Steps to Add a New Requisition

Cross-reference: Each step is covered by corresponding Help instructions. Simply follow the Previous Step or Next Step links in each article’s Key Topics panel, or return to the main Table of Contents, using the header link, further above.

Requisition-building steps will be displayed as bars in the side navigation menu:

  • Setup (Outlined in this article, below)
  • Details (Outlined below)
  • Job Description
  • Approvals (Organizations using the Approval Process)
  • Forms
  • Sources
  • Keywords
  • Workflow
  • Posting Dates
  • Summary (Review and confirm settings, as described below)

Reminder: As governed by your organization's specific Implementation, certain components and selections may not be editable while you Add a New Requisition.

Access the Created Requisition — Once the new Requisition is added to the system, the corresponding Requisition detail becomes accessible from Requisitions > Requisition list. Within the detail, tabs closely aligning to the steps above, will display content and features, based on the selections you have previously made.

Choose Setup Information

The first navigation bar for adding a Requisition represents the Setup screen, which will:

  • Record the Requisition's key identifiers

    • AND

  • Permit the selection of a Template (or recent Requisition) as a model for the new Requisition.

Important Note: Pay attention to Setup selections, as they cannot be edited later. If a Requisition has been developed in error, it can be removed by selecting the [Discard] button while in the draft phase.

Select Location Code (where needed) and Job Code

Because balanceTRAK relies on Location Code and Job Code to distinguish each Requisition, these entries are identified during Setup:

Location Code

From the provided Location Code drop-down, users with access to multiple Location Codes can select one of the displayed codes to identify the business unit to be associated with the job opening. If the user has access to only one site, the Location Code linked to that site will display.

Job Code

The second drop-down serves to associate the job opening with an existing Job Code (and Job Title). Select one, or (users with permissions) add a new Job Code to the system.

Quick Tip: For organizations with a large number of Job Codes, type at least the first two characters of a term in the Search field at the top of the drop-down.

Add Job Code (If necessary, users with appropriate permissions) — If the Job Code drop-down is not sufficient, click the [Add New Job Code] button, adjacent to the drop-down. The new Job Code will be inserted into the system’s Job Code Reference table, so that the code will be available when adding a future Requisition.

Quick Tip: If you save a draft Requisition for later, the draft will be identified by Job Title.

Select a Method for Populating the Requisition

Use a Template or Enter New Information

In building the Requisition's content, choose from one of the two most common methods:

  • Use a template (and pick the desired template from the provided drop-down)

    • OR

  • Enter new information for this Requisition (default)

Important Note: Your organization's menu options may be limited to selecting a Template or an existing Requisition.

About Requisition Templates — Requisition Templates offer an efficient way to create Job Postings for Job Titles/Codes in the same discipline (e.g., Software Programming). If a Template is selected, only the Job Description will require assembling. The tabs for Fields, Forms, Keywords, Sources, Approval Process, and Workflow will be completed for you. Pay close attention to the Summary, during the final step, and ensure content is as desired.

Reuse the Latest Requisition (If available)

The system may detect a recently saved Requisition (by Job Code, and if applicable, Location) that could serve as a model for the one being created.

In this case, an additional radio button (and accompanying drop-down) will display in the Setup menu.

When Setup is complete, the [Next Step] is Details, which is explained in the next section below.

Enter Requisition Details

With this second step in creating a Requisition, key Details are entered, with some data headed for display on the Job Posting page, and all Fields being critical to describing the job opening. Some typical Fields include:

  • Posted Job Title (As it will appear to applicants)
  • Type of Position^ (e.g., Full Time, Temporary)
  • Number of Positions^
  • Salary Range
  • Posting Start Date^, Posting End Date (The Requisition will open at 12:00am midnight and close at 11:59pm, respectively.)
  • Recruiter
  • Hiring Manager
  • City, State, Postal Code, and Country

^Required fields. Other fields may be required in your software Implementation.

Missing Required Field Warning

A warning flag will appear in the Setup sidebar if a required field (marked with an asterisk) has been left blank. Return to the step, and complete the field.

When Details are complete, you can proceed to Job Description, which is the [Next Step].