In order to be able to manage both your vacancy and placement authorisation workflows, you first need permission to access the Authorisation Workflows – within Admin on the Eploymenu. If you can’t see Authorisation Workflows, you will need to speak with an Admin User about updating your permissions.
Once you have access to the module, this is where you will be able to create new workflows, using New on the Eploy toolbar, or edit existing workflows by clicking into the title.
The Workflow Configuration is where you can customise the settings of existing workflows, or determine how your new workflow is going to work, using the following fields:
- Title – This the name of the workflow and will be visible when selecting this against vacancy or placement records. The title needs to be concise and clear, to ensure that it is selected for the correct records.
- Type – Type determines whether the workflow is available against Vacancies or Placements. This cannot be changed once filters and transitions have been added, so ensure this is set correctly at point of creation.
- Description – This field allows you to add some additional details, which are then displayed when the workflow is selected. This is a great opportunity to describe the workflow in your own language, to help when applying the workflow to different records or templates.
- Active – The tick box will apply this workflow to any records that meet the criteria, set within the filter. This allows you to deactivate or archive old workflows.
- Allow Fast Tracking – This setting will allow certain hiring managers to fast track their roles / offers, depending on where they sit within your company structure. For example, if a director, who is normally an authoriser at stage 3, raises a new job, they can push the role past the initial stages and grant authorisation for their stage immediately. If this setting is deactivated, the role will go through the full authorisation process, regardless of who raises the vacancy / offer.
- Assign to Vacancies / Create Filter – This section is to show you which roles will fall under this authorisation workflow, based on the criteria specified. You can then edit the criteria within Create Filter.
Within the filter, you can begin to specify which roles will fall under this authorisation workflow. This can be done based on any related information, including vacancy, company & contact details.
Within the filter, the configuration window is split into three sections:
- On the left, you have the available program modules or record types. This breaks down all the information that is available to filter on, based on where it is stored within Eploy. This means you can very quickly find vacancy, company or placement information.
- Once you have selected your required module, the available fields will show within the middle section. This allows you to identify the exact field you are interested in and enter your requirements.
- After entering your requirements, you can filter on any other field available within this module. When the filters have been set, you can then confirm these by using Add to Filter in the top right hand corner, which moves your requirements into the third and final column. This section is where you can confirm that your chosen filter is correct and has been applied.
At this stage, you can now repeat the last three steps if you need to filter on any other modules or any further information. You are able to build up your filter requirements before finally clicking Continue to return to the Workflow Configuration.
Now that the filter is set, this can be reviewed and edited by clicking back into the filter using Edit Filter.
Note: The filter will determine which requisitions follow which authorisation process. Each requisition must fit into one authorisation process. If the requested vacancy / offer does not meet the criteria of an available authorisation workflow, the hiring manager will not be able to proceed. Similarly, if the requisition meets the criteria of multiple authorisation workflows, the hiring manager will not be able to submit the request.
Using the filter effectively will allow you to create workflows for all vacancy / offer requests, ensuring there are no unnecessary blockers in place for hiring managers.