Start with Requisition Basics
JUMP TO: Organize the Requisition List
- Introduction to Creating and Managing a Requisition
- 1. About Adding a New Requisition
- 2. About Updating an Existing Requisition
- Understanding How a Requisition is Built
- Requisition Fields
- Field Attributes
- Requisition Summary Details
- How Requisitions are Numbered
- Definitions of Requisition Categories
- How can Requisition Categories Help you?
Use Requisitions to Track and Support the Hiring Process
Accessible from the side navigation menu, the Requisitions module functions as the one-stop resource for developing, authorizing, transmitting, and tracking Job Postings. This screen serves two purposes, by:
- Providing an overview of Requisitions as a whole
- Displaying the work area for an individual Requisition.
Starting with the left-hand column, the Requisition list identifies each Requisition that is currently saved in the system. Then, for a highlighted Requisition on the list — shown in bold face and gray shading — the Requisition detail, on the right, houses all key information and tasks for each Job Posting.
Introduction to Creating and Managing a RequisitionIn balanceTRAK, Requisition development occurs in two modes, the first is to develop a new Requisition, and the second involves managing and updating the existing Requisition.
Quick Tip: The existing Requisition "moves" through three status Categories, as defined below at: Definitions of Requisition Categories.
1. About Adding a New RequisitionThe system guides you through the Requisition set-up process, task area by task area, prompting you with the relevant menu options to select from, based on both balanceTRAK features and organization-specific terminology. If the draft Requisition cannot be completed in one sitting, it can be [Saved for Later]. Finally, alerts (e.g., Missing a required field) and a Summary allow you to stay on track, so that when the Requisition has been added to the system, it is largely ready to post.
(If installed) Based on system Settings as managed by your Administrator, you can apply an existing Requisition Template, meaning a new Requisition can be completed with less clicks.
Cross-reference: For a full list of task areas and to begin learning about the step-by-step process, see: Add a New Requisition.
2. About Updating an Existing RequisitionAfter the Requisition is added to the system, the Requisition owner (and others, based on system permissions) can interact with the Requisition "detail" to:
- Perform functions (e.g., Post Internally, Close)
- View linked Web pages
- Edit Fields and content
- Track Job Seeker Activity
Cross-reference: For a full list of tab-based work areas, refer to: Navigate the Requisition Detail.
Understanding How a Requisition is Built
Requisition FieldsA Requisition is composed of Fields that represent the Job Posting's key data points (e.g., Location, Job Title, Employee Start Date). Relevant Fields will be completed as a new Requisition is created; and later, the Requisition will display a Fields tab, where initial entries can be viewed and some, edited.
Field Attributes — As you work with Requisition Fields, you will notice they are formatted to accept the appropriate entry. Some Field attributes include considerations for type (e.g., numerical, date) and limitations (e.g., number of characters, date range). In addition, a field may be:
- Required (Identified in the system with an asterisk)
- Optional (e.g., Salary Range, Posting End Date)
Examples: Location, Type of Position, Job Title/Code, and Posting Start Date
Finally, a Field may be locked because the data entry is:
- System-generated (e.g., Requisition Number, Create Date)
- No longer editable (e.g., after a Job Seeker applies)
Field Groups — In your organization's Implementation (as managed by your Administrator), Fields may be organized into relevant Groups to aid in screen navigation.
How Requisitions are NumberedBalanceTRAK is configured to automatically number Requisitions, based on your organization's unique numbering system, which may be comprised of digits to signify year, month, Department, Job Code, and the like.
Your Implementation may allow numbers to be added by the Requisition creator. If so, a required field for Requisition Number will display in the Add New Requisition / Setup menu. The Number cannot be changed after the Requisition is created.
Cross-reference for Administrators: External job boards may have limits on the number of characters. See: Client Settings /Requisitions.
Definitions of Requisition CategoriesEach Requisition is tracked chronologically in balanceTRAK as it advances, based on the following three phases of an existing Requisition's lifecycle:
- Pending — A Requisition has been added to the system, but has not yet reached the Job Posting Date. If applicable, the Requisition has not completed the Approval Process, and the following reason is noted: Awaiting Approval.
- Open — A Requisition has reached the Job Posting Date. Where applicable, the Requisition has also undergone a successful Approval Process. During the Open phase, the Requisition can be:
- Posted Internally / Posted Externally
- Activated to — Accepting New Job Seekers
- Closed — The Requisition was closed because a new hire was made or for administrative reasons. (A reason will be associated with this Category, such as Position not Filled.)
Once Job Seekers apply, this Category will be associated with the highest Job Seeker Stage reached by any applicant.
Cross-reference: To review an outline of what's needed to post a job announcement on the Web, see: Checklist: Actions Required to Post a Job Opening On-line.
How can Requisition Categories Help you?In addition to serving as the essential indicator of Requisition status, Category also functions as an organizing tool for Requisition records. Category:
- Serves as a drop-down Filter to narrow the Requisition list
- Provides ascending and descending sorting options for the Requisition list
- (Based on Implementation) Intuitively triggers the Requisition detail to display relevant task areas and menus
- For more on related automation, see: Set Requisition Workflow.
- Read about how to advance the Requisition by Category, here: Navigate the Requisition Detail.