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Design Requisition Approvals

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Submit a Requisition as part of the Approval Process

Overview of the Approval Process and Participants

balanceTRAK offers an array of options for Administrators and users to develop and participate in thean Approval Process for a Requisition. In this article, the optionoptions for determining an Approval Process as part of adding a new Requisition isare discussed.

The process will be automatically triggered ...

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)

For organizations with multiple, pre-determined and/or multiple Approval Processes, theyour organization's balanceTRAK Administrator will manage your organization'sa library of Approval Process Templates. ThoseThese templates will be available to assist the Requisition owner in applyingdetermining an Approval Process while building a Requisition.

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

Develop an Approval Process while Creating a Requisition

As the second step of adding a Requisition to the system, determining an Approval Process is based on a drag-and-drop method.

Select:

  • New (Administrators or Requisition owners only)
    • 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.

OR

  • Existing (and select one from the provided drop-down)

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.

Note: If you are an Administrator, requiring more detailed instructions on developing Approval Processes, using Administrative Settings, see the article linked above.

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 Home page 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.

When the Approval Process is complete, you can proceed to Job Description, which is the [Next Step].