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Requisition Templates

KEY TOPICS:

  • Work with the Requisition Template List
  • Requisition Template Components
  • Template Detail Tools
    • Edit an Existing Requisition Template
    • Delete a Requisition Template
  • Develop a New Requisition Template
    • Trigger the Job Posting Dates
    • Workflow: Limit the Number of Job Seekers

RELATED USER INSTRUCTIONS:

Administrator Tools for Developing Requisition Templates

The balanceTRAK Administrator accessing Settings from the side navigation menu can manage a library of prepopulated Requisition Templates to support other users in quickly and consistently building Requisitions. Templates are ideal for groups of positions, for example, having similar requirements for Forms, Approvals, and Sources.

Quick Tip For Multiple Locations: Requisition Templates can be named for location and/or function so that users recognize the appropriate templates (e.g., Columbus Drivers, Fairbanks Manufacturing).

As described in this article, the tabs (and tools) for developing the Requisition are very similar to those used when adding a new Requisition or working with the Requisition detail.

After a template is applied to a new Requisition, the creator will develop or bring in the Job Description as a separate step. If the software Implementation allows, the Requisition creator/owner can also edit other components (e.g., Keywords) that were derived from the template.

Work with the Requisition Template List

Just like BALANCEbalanceTRAK'sbTRAK's user-facing modules, the layout for Requisition Templates relies on the standard list/detail view: A columncolumn, comprised of existing records, appears on the left side of the screen. Then, a detail for the highlighted Template appears in the right-hand window.

On the list, information about existing Requisition Templates is organized into the following columns: Template (Name), Create Date, and an indicator for Active (or Inactive).

Requisition Template Components

Because an existing Requisition Template forms the basis for creating a new Requisition, Requisition Template, it will share the same building blocks (i.e., tabs):

  • Template (Requisition) Information
  • Fields
  • Forms
  • Keywords
  • Sources
  • Approvals
  • Workflow

Quick Reminder: As you can see from the above list, the Job Description will not be included in a Requisition Template, but rather the Job Description will developed (or selected from the system's library) for each new Requisition.

Template Detail Tools

Edit an Existing Requisition Template

Simple highlight a Requisition Template in the left column, and work through the Requisition Template detail by tab to review and make the necessary changes. Click the [Save] button at the bottom of the tab window if edits are made.

The updated template will be made available to users for selection when creating a new Requisition.

Delete a Requisition Template

Enter the Requisition detail, and view Template Information. Then, click the [Delete] button and hold down the mouse click.

The updated template will display when users creating new Requisitions. Existing Requisitions on the Requisition list — and any saved drafts (as displayed to the user above the list) — will not be impacted.

Develop a New Requisition Template

BEFORE YOU BEGIN: Please review the user instructions for each step of adding a new Requisition to understand Requisition components. The first steps are described here, and additional steps can be accessed from this article: Add a New Requisition Setup & Details.

Go to the top of the Requisition Template list, and click the Add New icon. A blank detail will display in the right-hand window. Proceed to addressing each tab, in order, beginning with Template Information:

  • Enter a descriptive Template Name.
  • Turn on (or off) the status of: Active.
  • [Save] the tab, which will add the record to the top of the Requisition Template list (in bold face).

MORE HERE

Remember to [Save] each remaining tab when the content is complete. Content areas that are not completed will be shown to the users as blank.

EDITS TO COME

Trigger the 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.

Workflow: Limit the Number of Job Seekers

This template 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.