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Design Requisition Approvals

RETURN TO PRIOR STEP: Develop the Job Description

KEY TOPICS:

  • Overview of the Approval Process and Participants
    • Choose a Method for Developing the Approval Process
  • How the Approval Process is Activated
  • Select an Existing Approval Process
  • Develop a New Approval Process
    • Add a Group (Optional) and Select the Approver(s)
    • Edit or Remove Approvers

RELATED TOPICS:

NEXT STEP: Assemble Job Seeker Forms

Require Approvals as part of Building the New Requisition

(Optional) As the third step of adding a Requisition to the system, an Approval Process can be instituted as a triggering action for advancing a Pending Requisition to Open.

Overview of the Approval Process and Participants

balanceTRAK offers an array of options for users to develop and participate in an Approval Process for a Requisition. In this article, the options for determining an Approval Process as part of adding a new Requisition are discussed. For most installations, the Approval Process will be automatically triggered when all of the Add New Requisition steps are completed and the system has built the Requisition.

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)

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.

Choose a Method for Developing an Approval Process

The creator,Requisition creator has three principal options for developing the Approval Process:

  • Apply a Requisition Template that includes an Approval Process^
  • Select an existing Approval Process from the system's existing library^

    • OR

  • Create a unique Approval Process for the Requisition (and optionally, save it for future use)

^Notes:

  • If your Implementation includes Requisition Templates, selecting one during new Requisition Setup will populate many aspects of the new Requisition, including the Approval Process.

  • For organizations with Approval Process management, Approval Process Templateswill be available as menu selections on the Approval Process tab. In addition, some users may be limited to one option, Select an Existing Approval Process, as described below.

How the Approval Process is Activated

When [Create Requisition] is selected (after all steps of Add New Requisition are completed), the Pending Status of the Requisition will trigger an email to be sent to one or more Selected Approvers in order, and the approver will see a Dashboard notification upon entering the software.

Select an Existing Requisition

Most typically, the Requisition creator will simply apply an existing Approval Process from the system's library to the current Requisition.

To use this method, select the radio button in the upper toolbar for: Existing. Then choose an entry from the adjacent drop-down. The Approvers will display in the right-hand column. If the displayed Approval Process is correct (or locked to prevent editing), move directly to the [Next Step], assembling Forms.

Develop a New Approval Process

The balanceTRAK user with appropriate Administrative-level permissions can develop an Approval Process as part of the Add New Requisition operation.

First, click the radio button for: New. Then select Approvers, as outlined below.

Note for Administrators: If you require more detailed instructions on the Advanced Designer or Settings, see: Approval Process Templates.

Add a Group (Optional) and Select the Approver(s)

Determining participants for an Approval Process is based on a drag-and-drop method that places each Approver in chronological order. The participants may be considered as individuals or as members of a Group; and the process will progress from one Approver (or Approver Group) to the next.

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.

Add or Remove Approvers

Click [Next Step] to save the Approval Process to the draft Requisition and proceed to the Forms tab.