Authorisation workflows dictate the process your vacancies and offers follow when going for approval. If you several different processes, this can become quite complex. With this in mind, before making changes or implementing new authorisation workflows, consider the help and advice below to ensure that you understand the implications of any changes and ensure they are configured as efficiently as possible.
To jump to a specific section in this article, please use the links below:
- Plan your Processes
- Allocating Workflows to Requisitions
- Position Types
- Authoriser Availability/Visibility
- Email Templates
- Authorisation Statuses
Plan your Processes
As there are multiple elements involved in an authorisation workflow, planning these out before you start will help to ensure that you have considered all of the possibilities, as well as prepared any supporting email templates, statuses and dashboard widgets.
- Which roles will need to follow this process? As the workflows are allocated using filters, they are not manually selected for each role. With this in mind, you need to understand exactly which roles and circumstances should trigger each process. This filter can allocate based on any information in the role, or based on details of the department or requester.
- Who are the approvers and where do they sit within your company structure? Approvers are made available to the process based on both the structure and the position type, so you need to ensure that you have the right people in the right place in your structures to ensure you always have an approver available.
- Email notifications are used to prompt approvers and can include requisitions details and an intelligent link, meaning the user doesn't need to log in to approve the role. Ensure you have the right content in your email templates and consider if reminder emails will also be required, along with how frequently they should be sent.
- Should authorisers be able to edit the requisition as it goes through approval or should they be rejected and sent back to the requester? Edit permissions can help to reduce admin and lead times in the process, but requires more input from the approvers at each stage.
- Once approved, does the role need to be advertised automatically or do you need the recruitment team to vet the vacancy first? It can be useful to have a recruitment team stage prior to go live, to ensure that the vacancy advert is fit for purpose as well as to trigger any talent pooling or job posting duties they may have.
- Once vacancies are live, should the requester be able to close the vacancy themselves or will this be managed by the recruitment team? You can control what each user can do at different stages, so consider vacancy management once the role is live as part of the authorisation workflow.
Allocating Workflows to Requisitions
When a requisition or offer is submitted for approval, the filters on the workflows will allocate the appropriate workflow. However, for this to work seamlessly, you need to ensure that the filters are definitive and don't overlap with each other. i.e each requisition can only match with one filter - if there are multiple matches, the requester will not be able to submit the requisition or proceed until a unique workflow is allocated.
With this in mind, you need to ensure that every eventuality or type of role is allocated to only one workflow. For example, if you have a workflow for one specific department, you need to ensure that all other departments also then fit into a workflow. The same logic applies if you are allocating based on salary levels or position types, for example, to ensure that the approval process is allocated correctly.
At each stage of your approval processes, approvers are allocated based on both the company structure and the Position Type of the user. With this in mind, the position types need to be set up correctly across the organisation so that the appropriate people are available to select when sending for authorisation.
All of your Contacts and Hiring Managers will have their own job title, but the position type allows you to categorise them for this reason. For example, you may have a Head of Finance, as well as a Head of HR or Head of IT, but these can be categorised as Head of Department; then using the company structure, make these approvers available on the correct authorisation processes.
Hint - Your list of Position Types will likely be custom to your organisation and based on how you choose to categorise your Hiring Managers. Before making changes to this list, feel free to discuss your requirements with our Success team, who will be able to advise on any possible implications of making these changes.
Linked with the position type, your company structure is very important to ensure that the correct authorisers are available when triggering an approval process. With this in mind, you need to ensure that you understand where the approvers sit within the structure and how to make them available as required.
Within each stage you will be able to determine from where in the structure the approver can be selected from - this includes the same company, the entire group and up / down the current structure. This means that when setting stages for approval by a Head of Department, for example, you can choose to look within the same part of the structure, but when you require director approval, you can look across the entire group as there is only likely to be one director at top of the structure.
When roles and offers are triggered for approval, the information becomes immediately available within the Hiring Manager portal for the approvers. However, you can support this with intelligent notifications and reminders, which can include:
- Information from the role / offer, including salary details, business justifications and reason for hire. These are added to the template using merge fields.
- Status comments, including any feedback from previous approvers ensuring that you have the full audit.
- Intelligent links, which means the approver does not need to log into the portal. They can click the link, see all the details required and simply choose to reject or approve based on the workflow. If they then need to do anything else in the portal, they will need to log in.
You can configure your approval email templates within Admin > Contact Templates > Authorisation, before selecting them within each stage of your authorisation workflows.
Hint - If using reminder emails, once triggered the intelligent link in the initial email will expire. This means that approvers should always use the latest version of the email received, to ensure that the link is still valid.
As part of the email templates, you can also choose to notify any other users as approval progresses through the process. This can include central mailboxes or teams, as well as the original requester or associated hiring managers. These email templates templates are managed in the same way, but as they are not requesting approval, you wont need the intelligent links!
As a vacancy or offer progress through the approval workflow, this is tracked using statuses. This gives you great visibility and accountability for exactly where in the process the approval is and can be used to drive dashboard widgets and reports. With this in mind, you need to make sure you have the required statuses available, which can be managed within Admin > Drop Down Lists > Vacancy Statuses or Placement Statuses.
Once you have the statuses in place, you can use these as the basis for each stage in the process, where you can identify exactly what happens, who approves and where the notifications are sent.