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Design Requisition Approvals

RETURN TO PRIOR STEP: Develop the Job Description

KEY TOPICS:

  • Understanding Approval Process Roles
    • How Participants are Notified
    • How the Approval Process is Initiated
  • Choose a Method for Developing the Approval Process
  • How the Approval Process is Activated
  • Select an Existing Approval Process
  • Develop a New Approval Process
    • Add a Group (Optional) and Select the Approver(s)
    • Edit or Remove Approvers

RELATED TOPICS:

NEXT STEP: Assemble Job Seeker Forms

Require Approvals as part of Building the New Requisition

(Optional) As the third step of adding a Requisition to the system, a completed Approval Process can be instituted as a triggering action for advancing a Pending Requisition to Open. Access Approval Process from the side navigation men.

Understanding Approval Process Roles

balanceTRAK offers an array of options for users to develop and participate in Approvals for a Requisition. As a balanceTRAK user, you may participate in the Approval Process as:

  • The submitter (Requisition owner)

    • OR

  • An approver (e.g., Human Resource director, hiring manager)

How the Approval Process is Initiated

For most installations, the Approval Process will be automatically triggered when all required Add New Requisition steps are completed and the Requisition has been created. When accessing the Requisition detail later, the process can be further facilitated via the Approvals tab.

How Participants are Notified

Home page Dashboard reminders and email notifications will support the submitter and the approver(s) during the Approval Process.

Choose a Method for Developing an Approval Process

The Requisition creator has three principal options for developing the Approval Process:

  • Apply a Requisition Template that includes an Approval Process^
  • Select an existing Approval Process^

    • OR

  • Create a unique Approval Process for the Requisition

^ Notes:

  • If your Implementation includes Requisition Templates, selecting one during new Requisition Setup will populate many aspects of the new Requisition, including the Approval Process.

  • For organizations with Approval Process management, Approval Process Templates will be available as menu selections on the Approval Process tab. In addition, some users may be limited to one option, Select an Existing Approval Process, as described below.

Administrators: If you require more detailed instructions on the Advanced Designer or Settings for Approval Processes, see: Approval Process Templates.

How the Approval Process is Activated

When [Create Requisition] is selected (after all steps of Add New Requisition are completed), the Pending Status of the Requisition will trigger an email to be sent to one or more Selected Approvers in order, and the approver will see a Dashboard notification upon entering the software.

Select an Existing Approval Process

Most typically, the Requisition creator will simply apply an existing Approval Process from the system's library to the current Requisition.

To use this method, select the radio button in the upper toolbar for: Existing. Then choose an entry from the adjacent drop-down. The Approvers will display in the right-hand column. If the displayed Approval Process is correct (or locked to prevent editing), move directly to the [Next Step], assembling Forms.

Develop a New Approval Process

The balanceTRAK user with appropriate Administrative-level permissions can develop an Approval Process as part of the Add New Requisition operation.

First, click the radio button for: New. Then select Approvers, as outlined below.

Add a Group (Optional) and Select the Approver(s)

Determining participants for an Approval Process is based on a drag-and-drop method that places each Approver in chronological order. The participants may be considered as individuals or as members of a Group; and the process will progress from one Approver (or Approver Group) to the next.

Drag and drop Available Approvers to Selected Approvers, using the provided name bars. To create a Basic Group of users (from which only one needs to provide approval), drop a name bar on top of a name bar already in the Selected Approvers column. Once a group is made, other Available Approvers may be added; selected Approvers may be moved into the group; and additional Basic Groups may be created. Adjust the order of the name bars or groups, as necessary.

Add or Remove Approvers

Click [Next Step] to save the Approval Process to the draft Requisition and proceed to the Forms tab.