Enabling and Configuring Requisition Approvals
This feature might not be available in your account. Please contact your Customer Success Team to discuss options. This feature will provide customers the ability to automate, track and manage their job requisition process via ApplicantStack. Hiring Managers can create a job requisition and begin the approval process automatically with one simple click.
To enable the Job Requisition Approval functionality, Choose "Update Settings" from the Home Page:
Then Choose "Edit Settings":
and then check the Job Requisition Approvals box:
When you turn on Job Requisition Approvals for the first time the system will add the following new stages to the job workflow:
- Pending Approval (current user is owner/notify)
- Approved (current user is owner/notify)
It will also add an Action Button from Approved to Open
Note: If you check the Start Approvals box then the approvals process will be automatically started with the job is moved to the Pending Approval. Otherwise, the user who is the Owner/Notify of the Pending Approval stage (initially the user who turned on the setting) will be notified when there is a new job to review and start approval.
Once you enable approvals you can go to Configure Job Fields and add the fields to capture requisition information (e.g. Preferred Start Date, Is this a Replacement Position?, Is this a New Position?, Name of person being Replaced, etc). Set Section to Requisition Information.
Using Job Approvals
When job approvals are enabled then Hiring Managers will have a Create Job link on the Jobs tab. The Create Job form for managers will include the Job and Requisition fields and also include an Approvers section where they can enter the user(s) who will approve the job.
For Hiring Managers the User Access section - Job Owner(s) and Hiring Manager(s) - and any other advanced sections will be hidden. When the job is created there will initially be no Job Owners or Hiring Managers assigned to the job. The Administrator or Recruiter who moves the job from Approved to Open will need to assign the Job Owner(s) / Hiring Manager(s).
The user who creates the job is marked as the Requisition Submitter of the job. The job will appear in the My Jobs filter for the user and they will be notified when the job is Approved or Denied.
Once the manager saves the job, there will be a "Submit for Approval" stage available via the Set Stage dropdown.. When the manager clicks "Submit for Approval" the job will be moved to Pending Approval. If the Start Approvals Automatically setting is on for the account then the approval process will start automatically. Otherwise, the recruiter assigned to the Pending Approval stage will be notified and will need to go to the Approvals tab for the job and click Start Approvals.
Choose "Start Approvals: here:
When approvals start the first approver in the list is notified. The email notification will include a link to the job as usual, or if the user logs in on the Home tab it will list the jobs that need their approval in the Tasks section.
On the Approvals tab there will be buttons for Approve and Deny. Clicking either will open a modal that confirms and asks for a comment. The comment is required for Deny but optional for Approve.
If the user clicks Approve, the next approver is notified. If this is the last approver then the job is moved to the Approved stage.
If the user clicks Deny, the job is moved to the Denied stage. The manager, the recruiter who started the approvals (if applicable), and anybody who approved the job is notified.
When the job is in the Denied stage the Manager who originally created the job will be able to Edit the job and can then click the Submit for Approval workflow button, which will move the job to Pending Approval, notify the Recruiter assigned to that stage to start approvals (or start approvals automatically) and the process starts again.
Then choose "Submit for Approval" to restart the approval process again:
Which starts the approval process again and retains the Job Approval History:
When the job is in the Approved stage, the user who is the owner of the stage (initially it will be the user who enabled the job approval functionality in settings) will see the job in their task list on the Home tab. The user will then need to review the job listing, assign Job Owner/Hiring Managers, and then Open/Launch the job.