Requisition Templates

KEY TOPICS:

  • Work with the Requisition Template List
  • Components of Requisition Templates
  • Template Detail Tools
    • Edit an Existing Requisition Template
    • Delete an Existing Requisition Template
  • Develop a New Requisition Template
    • Considerations by Requisition Tab

RELATED USER INSTRUCTIONS:

Administrator Tools for Developing Requisition Templates

Through system Settings, the balanceTRAK Administrator can manage a library of Requisition Templates to support users in building Requisitions in a quick and consistent manner. Templates are ideal for a family of Job Titles, i.e., positions that share such components as Forms, Approvals, Keywords, and Sources. (The Job Description will always be developed, separately from the Template.)

As described in this article, the tabs (and tools) for developing a Requisition Template are very similar to those used when working with a "one-off" Requisition. However, the client-side Administrator can control what Template components are editable by other users who add new Requisitions to the system.

Quick Tip: If you are working with this feature for the first time or need a refresher, navigate to the Video icon in the page header for a lesson on Creating and Using Requisition Templates.

Work with the Requisition Template List

Much like balanceTRAK's other, user-facing modules, the layout for Requisition Templates relies on a list/detail view: While a column, comprised of existing records, occupies the left side of the screen, a detail view for the highlighted Template appears in the right-hand window.

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

Components of Requisition Templates

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):

  • Fields
  • Approvals (Approval Process)
  • Forms
  • Keywords
  • Sources
  • Workflow

Quick Reminder: The Job Description will be developed (or selected from the system's library) for each new Requisition, along with the associated Job Code/Title.

Template Detail Tools

Edit an Existing Requisition Template

Simply 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, during Setup.

Delete an Existing Requisition Template

Enter the Requisition Template detail, and view Template Information. Then, click the [Delete] button, and hold down the mouse click. This action will remove the Template from the Add New Requisition > Setup menu.

Note: The editing or deletion of a Template will not impact any draft or existing Requisitions.

Develop a New Requisition Template

BEFORE YOU BEGIN: Please review the user instructions for adding a new Requisition; Althoug the Administrator-specific menus are briefly outlined here, information on these steps can be accessed from: Add a New Requisition.

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:

  • Begin with the Template Information tab, which displays on entry:
    • 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).
  • Proceed to addressing each tab, in order.

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).

Remember to [Save] each remaining tab before moving on to the next task area. Content areas that are not completed will be shown to other users as blank.

Considerations by Requisition Tab

While creating the Requisition Template, the Administrator can build components and manage how users will interact with each one:

  • All Tabs — Make the element Editable AND/OR make it Required.
  • Forms — Associate Form(s) from the system's library with the template, by Form type and whether the Form is External/Internal.
  • Keywords — Develop RESUME Keywords that reflect critical Job Seeker qualifications.
  • Sources — Link Manual Posting Sites, Integrated Job Boards, and Social Media sites to the Template.
  • Approvals — Develop and save an Approval Process, including dragging-and-dropping Approvers in a simple process OR using the Advanced Designer.
  • Workflow — Turn on a Job Seeker limit; and then, set the numeric threshold that stops the job posting from accepting further Job Seekers.
  • Posting Dates — Choose from two options: Date Range OR Approval/Open Date. For the latter, set the job posting period by number of days.