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The Filter within the Authorisation Workflow is used to allocate the appropriate workflow as and when vacancies or offers are raised. The workflow is assigned automatically, based on the criteria of the requisition, which is specified within the filters.

For this reason, ensuring that your filters are set up correctly will mean that your vacancies and offers go through the correct level of approvals each time. 

You can create or edit the filter within the authorisation details, before selecting the required fields to filter on. There are also advanced filter options, such as creating groups, looking for activity and using operators such as AND / OR / NOT.

For more information on using the advanced filter, please see this guide.

Filtering within Authorisation - Best Practise

When creating filters specifically for authorisation workflows, there are several things to consider to ensure that the workflows are allocated correctly. Follow the hints and tips in this section to help ensure your Authorisation filters are as clean and clear as possible:

  • Unique and Definitive Filters - The filter for each workflow must NOT overlap with another authorisation process. This means that when you raise a role, the details of the requisition must match with only one authorisation process in order to continue. If there are multiple authorisation routes the vacancy could do down, the user will NOT be able to continue.

Hint - when looking at your list of workflows, you can see the filter used, allowing you to easily compare and ensure that there are no overlapping circumstances.

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  • Drop Down Lists - When creating filters, try to base them on drop down lists within the system, such as Department or Function. The benefit of the drop down list is that as a set list of values, it is easy to plan for every eventuality. You can then create one workflow for specific entries, but then an opposing workflow where you can either pick all of the other options, or use NOT values.

Hint - As well as drop downs, filtering on boolean (Yes/No) fields can also be effective. Whilst you can filter any free text fields, such as job title, this can be more complicated as it doesn't have a set value to filter on.

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  • Salary fields - Creating Filters based on the salary level can also be a way to trigger additional approval processes - for example, anything under 25k may only require one level, but anything over could require additional authorisation. As Salaries are recorded as numeric values, you can filter based on being above, below or equal to a set amount.

Hint - On Placement Approval, you can filter for placements where the salary offered is outside of the approved range set on the vacancy. This can be a great way of triggering additional approval if the offer doesn't match what has already been authorised.

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