Creating Transitions

Now that the stage has been set up, the next step is to create the transition, which determines where the vacancy can go from its current stage. To set up the transition, you need to go to the current stage of the workflow, to identify where the stage can go from there.

Starting within Draft as the first stage, you need to create a transition to take the role / offer into the First Authorisation Required stage. To do this, click into your required stage, open transitions and click Add. Once transitions exist for this stage, they will be displayed here, confirming any available transitions.

Add Transitions

Within the Add Transitions configuration window, you first have to determine the resulting stage of the transition. For example, from Draft, the only required transition is to the First Authorisation Required stage of the process. However, from First Authorisation Required, you may need a transition back to Draft (if rejected), proceed to Second Authorisation Required (if proceeding to another authoriser) or Proceed to Live Requirement (if no further authorisation is required).

Using the Move to Stage drop down list, you can select from any other existing stages for the role / offer to transition too.

To help hiring managers and authorisers when managing this in the portal, the Button Text field allows you to create your own label for the button that progresses the transition. This means you can make it clear to authorisers that by clicking this button, they are approving the role / offer and proceeding to the next stage.

Note – Leaving this button blank will simply display the status of the next stage.

After confirming the button text, you can then enter the Confirmation Message. The Confirmation Message will then be displayed to the hiring manager / authoriser once then have proceeded with this transition. This is a great opportunity to provide additional information to your hiring managers / authorising team, explaining the process and if they have anything they need to do next.

The last setting within the transition is to determine if the comments section is mandatory. If Force Comments is set to Yes, then the hiring manager / authoriser must provide feedback / reasons when approving or rejecting roles at this stage of the process.

You can then finalise the transition, by clicking Save. This will confirm the details and display the transition within the initial stage of the process.

Now that the transition from Draft to the first stage of the authorisation process is in place, it would be a case of repeating these steps to complete your workflow authorisation. Things to consider would be:

• How many authorisations stages are required? The number of people who need to approve the role will determine the number of stages.
• Each requisition will need to fit into one authorisation process – the hiring manager will not be able to proceed if it does not meet the criteria of one process, or if it meets the criteria of multiple.
• If a rejection occurs during the authorisation process, what should happen next? You can terminate the requisition, leading to hiring managers starting the process again or push back to an editable stage.