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Add a New Requisition

KEY TOPICS:

  • How to Approach Requisition Building and Editing
  • Initiate the Process to Add a New Requisition
    • Navigate through Draft Requisition Steps
    • Save for Later/Resume Creating a Requisition
    • Discard a Draft Requisition
  • Choose Setup Information
    • Select Location Code (where available) and Job Code
    • Select a Requisition Template (Optional)
    • Reuse the Latest Requisition (If one is available)
  • Enter Requisition Details
    • Missing Required Field Warning
  • Review the Summary and Save the Requisition (After all steps are complete)

NEXT STEP: Develop the Full and Short Job Description

Begin Creating a New Requisition for a Job Opening

First, access Requisitions from the side navigation menu to initiate the adding of a Requisition to the system. balanceTRAK will guide you through the process of developing the Requisition.

How to Approach Requisition Building and Editing

balanceTRAK provides flexibility to:

  • Build a complete Requisition all at one time, including automated workflow features
  • Use a Requisition Template or a prior Requisition to auto-populate content
  • Begin developing a new Requisition and return to the draft later
  • After the Requisition has been added to the system, edit or add certain content or features, using the Requisition detail

Important Reminder: 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 Implementation settings or operations being in process.

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. Requisition-building steps will be displayed as bars in the side navigation menu:

  • Setup (Outlined in this article, below)
  • Details (Outlined below)
  • Job Description
  • Approval Process
  • Forms
  • Sources
  • Keywords
  • Workflow Settings (Users with appropriated permissions^)
  • Summary (Review and confirm settings, as described below)

^As determined during software Implementation or by your system Administrator, global Client Settings and local Requisition Workflow settings govern job posting procedures.

Once the Requisition is created, the corresponding Requisition detail becomes accessible from Requisitions > Requisition list. Within the detail, tabs, corresponding to the steps above, will display the content and features, based on the selections you have made.

Navigate through Draft Requisition Steps

Once Requisition Setup is complete (as described below), navigation buttons located at the bottom-right of the screen allow you to go to scroll between [Previous Step] and [Next Step] steps. On the Setup screen, the [Back] button on the bottom-left will return you to the Requisition list, without saving the draft Requisition.

Save for Later / Resume Creating a Requisition

After completing Setup or a subsequent step, you can click the [Save for Later] button to retain the draft Requisition in its current state.

The draft Requisition will appear above the Requisition list, adjacent to the [Add New] button. To access the draft and continue development at the prior exit point, click anywhere along that link.

Discard a Draft Requisition

While working in the draft Requisition, navigate to the left-bottom of the screen, adjacent to the [Save for Later] button. Select the [Discard] button. Respond to the confirmation menu by clicking the [OK] button.

Choose Setup Information

The first navigation bar for building 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.

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) create a new Job Code.

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 link. The new Job Code will be inserted into the system’s Job Code Reference table, one of the system's Reference Tables, so that it will be available when adding a future Requisition.

Quick Reminder: For confirmation, Location and Job Code / Title information will appear at the top of each screen in the Requisition-building process.

Select a Requisition Template (Optional)

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

  • Select a Template (and pick the desired template from the provided drop-down)

    • OR

  • Enter new information for this Requisition (default)

Quick Tip: If a Requisition Template is selected and the content will be same in the new Requisition, go directly from Setup (the first step) to Summary (the final step).

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 next.

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 (Tailor the Job Code / Title for external applicants)
  • Type of Position^ (e.g., Full Time, Temporary)
  • Number of Positions^
  • Salary Range
  • Posting Start Date^
  • Recruiter
  • Hiring Manager
  • City
  • State
  • Postal Code
  • 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].

Review the Summary and Save the Requisition (After all steps are complete)

Comprising the final tab, the Summary menu provides the opportunity to review key information and return to prior steps before adding the Requisition to the system. Accessed from the Summary sidebar, each step is represented by a header bar, starting with Details.

Expand a step's header bar, and choose the [Go to ... ] button to address the appropriate setting(s).

Finally, click the [Create Requisition] button, located at the bottom of the screen. The Requisition will be added to the top of Requisitions > Requisition list.

Cross-reference: Begin reading about the Requisition detail here: Navigate the Requisition Detail / Universal Tools.