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Design Requisition Approvals

KEY TOPICS:

Submit a Requisition for Approval and Select Approvers
Approve a Submitted Requisition
View Approval Status and History

Submit or Approve a Requisition as part of the Approval Process

(Where installed) If your organization requires approval for Requisitions before they are posted, an Approval Process will be made available to you in balanceTRAK. As a balanceTRAK user, you may participate in the Approval Process as:

The submitter (Requisition owner/creator)

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

Dashboard and email notifications are used to support the submitter and the approver(s) during the Approval Process. Instructions pertaining to both roles are included below.

Submit a Requisition for Approval and Select Approvers

After a Requisition is added to the system, an Approval Process menu appears in the Review Requisition detail.

If you are not already in the detail view, select the Requisition's [Review] icon from the Requisitions list. Scroll down to the Approval Process menu; click the [Submit for Approval] button to open the menu, which will be labeled with the Requisition number. Select:

A New process (with Administrative-level permission only)

Use an Existing one

balanceTRAK users who meet the following system permissions will be listed in the Available Approvers column 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, left to right, from the Available Approvers column to the Selected Approvers column. 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 the 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.

AND

A message on an approver’s Dashboard will indicate: Requisitions Needing Approval. The approver can directly 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 restart the Approval Process.

View Approval Status and History

Once submitted for approval, the status of a Requisition approval can be viewed on the Review Requisition detail under the Approval Process banner. The user name of the approver will be listed.