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BalanceTRAK > Settings > Workflow

KEY TOPICS:

  • System Workflow Settings for Job Seekers
    • Assign Job Seeker Stage when Application is Complete
    • Turn on Disposition Alert when Position is Filled
    • Disposition Candidates when Requisition is Closed
  • System Workflow Setting for Requisitions

RELATED USER INSTRUCTIONS:

System Settings for Workflow

The balanceTRAK Administrator can access Settings from the side navigation menu to review or change system Workflow settings for the client account. These settings support efforts to track applicants consistently by Job Seeker Stage and help ensure all Job Seekers are properly accounted for when a Requisition is: Closed.

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

System Workflow Settings for Job Seekers

Assign Job Seeker Stage when Application is Complete

The first menu item turns on automation for assigning Job Seeker Stage, and then allows this automation to be applied globally or when an individual Requisition is being added or edited —

Allow automatic assigning of job seeker stage after application completion.

If checked, a pair of radio buttons, with the following taglines, control how this setting is instituted:

Turn on for all Requisitions [and a Job Seeker Stage is selected from the provided drop-down]

OR

Choose specific requisition (will be set when creating or editing a requisition)

Cross-reference: For more on applying this setting at the Requisition level, see: Set Requisition Workflow.

Turn on Disposition Alert when Position is Filled

The next setting turns on a prompt to remind the balanceTRAK user to disposition Job Seekers when a position is filled —

When a job seeker is assigned a hired disposition code, and the number of hired job seekers then meets or exceeds the number of positions for the requisition, prompt the user to disposition the remaining candidates.

The message the user will receive is: There are now [number of] job seekers assigned a hired disposition code, and the requisition currently has [number of] positions to be filled. Do you want to close the requisition?

In answer to the above question, the user may select [Yes] or [No].

Disposition Candidates when Requisition is Closed

The first part of each setting on this menu turns on automatic dispositioning of Job Seekers when a Requisition is closed, based on whether a candidate has been viewed or not viewed.

The second part of each menu controls what Disposition Code should be applied. Additionally, for viewed Job Seekers, drop-downs for selecting Disposition Codes by Stage will be organized below the following taglinetagline, if checked —

If there are still viewed job seekers without a final disposition code when closing a Requisition, assign their disposition to: (Stage and Disposition Code]

For Job Seekers,Seekers that have not been viewed, simply select a Disposition Code from the provided drop-down, next to the taglinetagline, if checked —

If there are still unviewed job seekers without a final disposition code when closing a Requisition, assign their disposition to: [Disposition Code]

System Workflow Setting for Requisitions

When the box is checked, this system setting prevents a Requisition from being put in the Closed Category until all Job Seekers who applied have Disposition Codes —

Do not allow a user to change this requisition's category to Closed unless all job seekers are assigned a final disposition code.

If changes are made, press the [Save] button at the bottom of the page.

WHERE DO THESE SETTINGS GO?

Administer Global Settings for Workflow

Trigger Job Posting Start Date

If your organization's Requisition Workflow includes an Approval Process, the Job Posting period can be automatically triggered when a successful Approval has been recorded by the system. The Administrator can turn this setting on or off, by using the check box next to the tagline: Default Posting Start Date to Approval Date.

Next, a group of toggle switches control what happens when the Posting Start Date is reached —

When job is approved or posting start date is reached, set the following:

  • Accept new job seekers
  • Post Externally
  • Post Internally

Finally, the Posting End Date is controlled by a check box next to the tagline: Post for a total of [XX] days. To set or change the displayed number of days, scroll with the provided Up/Down arrows, and select a numerical entry.

Set the Global Cap for Number of Job Seekers

The final Administrative control will cap the number of Job Seekers applying to a Requisition. When the limit is reached, the following Requisition detail settings will be turned off:

  • Accepting New Job Seekers
    • Posted Externally
    • Posted Internally (as applicable)

Using the Job Seekers menu at the bottom of the screen, this feature is governed by a check box, next to the tagline: Stop accepting new candidates when [XX] people have applied.

Next, Up/Down arrows allow the Administrator to enter or change the maximum number of Job Seekers allowed to apply.