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Add a New Requisition

KEY TOPICS:

  • Introduction to Requisition Building and Editing
  • Initiate the Process to Add a New Requisition
    • Steps to Add A New Requisition
  • Choose Setup Information
    • Select Location Code (where available) and Job Code
    • Select a Method for Populating the Requisition
      • About Requisition Templates
    • Reuse the Latest Requisition (If one is 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 work in the software, read the introductory and Setup sections of this article to help determine the best approach for building the Requisition's content.

Introduction to Requisition Building and Editing

The process to add a new Requisition, as outlined below, is initiated in the Requisitions module with a few simple clicks. Then, balanceTRAK will guide you through the process of developing the Requisition.

With this software, all aspects of a unique Requisition can be built at the time it is created, including setting up automated workflow features that will be triggered as the Requisition lifecycle advances. However, the system remains flexible. The Requisition creator may:

Initiate the Process to Add a 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

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.

The Saved Requisition — Once the Requisition is saved 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 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 available) and Job Code

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

In building the Requisition's content, choose whether to:

  • Reuse the latest Requisition (and if the system detects more than one, select the appropriate source Requisition)
  • 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 one is available)

Based on Location Code and Job Code, the system may detect a recently saved Requisition that could serve as a model for the one being created. If so, an additional radio button (and accompanying drop-down) will display.

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
  • Recruiter
  • Hiring Manager
  • City, State, Postal Code, and Country

^Required fields

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].