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Start with Requisition Basics

JUMP TO: Use the Requisition List

KEY TOPICS:

  • Understanding How a Requisition is Built
    • Requisition Fields
      • Field Attributes
      • Requisition Summary Details
    • How Requisitions are Numbered
  • About Creating and Editing a Requisition
  • Definitions for Requisition Categories

RELATED TOPIC:

Use Requisitions to Track and Support the Hiring Process

Accessible from the side navigation menu, the Requisitions module functions as the "one-stop" resource for tracking job postings, screening applicants, and selecting new hires.

In the left-hand column, the Requisition list identifies each Requisition, and a selected Requisition will be indicated by gray highlight and boldface. For a highlighted Requisition, the Requisition Detail houses all key information and tasks for each job posting.

Understanding How a Requisition is Built

Requisition Fields

A Requisition is composed of Fields that represent the Job Posting's key data points. Relevant Fields will be completed as a new Requisition is created; and later, the Requisition will display a Fields tab, where initial entries can be viewed and some, edited.

Field Attributes — As you work with Requisition Fields, you will notice they are formatted to accept the appropriate entry. Some Field attributes include considerations for type (e.g., numerical, date) and limitations (e.g., number of characters, date range). In addition, a field may be:

  • Required (Identified in the system with an asterisk)

    • Examples: Location, Type of Position, Job Title/Code, and Posting Start Date

    OR

  • Optional (e.g., Salary Range, Posting End Date)

Finally, a Field may be locked because the data entry is:

  • System-generated (e.g., Requisition Number, Create Date)

    • OR

  • No longer editable (e.g., after a Job Seeker applies)

Field Groups —

How Requisitions are Numbered

balanceTRAK is configured to automatically number Requisitions, based on your organization's unique numbering system, which may be comprised of digits to signify year, month, Department, Job Code, and the like.

Your Implementation may allow numbers to be added by the Requisition creator. If so, a required field for Requisition Number will display in the Add Requisition menu (which is described at xxxxxx). The Number cannot be changed after the Requisition is created.

Cross-reference for Administrators: In determining a Requisition numbering system, external job board requirements that may limit the number of digits should be considered. See: Client Settings /Requisitions.

About Creating and Editing a New Requisition

In balanceTRAK considers, the Requisition lifecycle has two parts:

1. Add a new Requisition

The system guides you through the set-up process, prompting you with menus (e.g., Job Title), template processes (e.g., Approval), and alerts (e.g., Missing a required field), so that a new Requisition is largely ready to post.

Based on system Settings, you can even select a Requisition Template by Job Title, meaning a new Requisition can be completed with just a few clicks.

Cross-reference: Follow a Guided Process to Build a Requisition

2. Manage an existing Requisition

After the Requisition is added to the system, the Requisition owner (and others, based on system permissions) can interact with the Requisition detail to:

  • Perform functions (e.g., Post Internally, Close)
  • View linked Web pages
  • Edit Fields and content
  • Track Job Seeker Activity

Cross-reference: Navigate the Requisition Detail

Definitions for Requisition Categories

Each Requisition is tracked chronologically in balanceTRAK as it advances, based on the following three phases:

  • Pending — A Requisition has been added to the system, but has not yet reached the Job Posting Date. If applicable, the Requisition has not completed the Approval Process, and the following reason is noted: Awaiting Approval.
  • Open — A Requisition has reached the Job Posting Date. Where applicable, the Requisition has also undergone a successful Approval Process. During the Open phase, the Requisition can be:
    • Posted Internally / Posted Externally
    • "Activated" (as) — Accepting New Job Seekers

      • Once Job Seekers apply, this category will be associated with the highest Job Seeker Stage reached by any applicant.

  • Closed — The Requisition was closed because a new hire was made or for administrative reasons. (A reason will be associated with this category; e.g. Position not Filled.)

Categories serve as critical Requisition identifiers:

  • Serving as drop-down Filters to narrow the Requisition list
  • Displaying on the Requisition list as a key column, with sorting capability to organize entries in ascending or descending order by category
  • Appearing in the Requisition detail header to help keep you abreast of specific Requisition status.

Cross-references:

  • Navigate the Requisition Detail at:
    • Change the Category between Open and Closed
    • Post the Job Listing Internally and/or Externally
    • Accept New Job Seekers
  • If an Approval Process is in place, the system may advance a Requisition to Open, when the Requisition is approved; see:
  • To read about settings for posting internally/externally and accepting new Job Seekers, see:
  • To learn about settings related to a Closed Requisition, refer to: