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Requisition approvals
Configuring Requisition Approvals
Configuring Requisition Approvals
Updated over a week ago

In this article:


Setting up requisition approvals

To set up Requisition approvals, go to Settings > Workflow > Requisition approvals. There are three tabs for you to go through to finalize your setup: Approval flows, Requisition form, and Setup. Approval flows will determine who needs to approve requisitions, Requisition form will determine what needs to be approved, and Setup will define when requisition approvals are mandatory.

We recommend starting with defining what needs to be approved in the Requisition form tab, first.

Requisition form

In the Requisition form, you can decide which fields will be required when filling out all future requisitions.

⚠️There is only one requisition form available to configure. Any changes you make to the form will automatically apply to all drafts and future requisitions. However, existing requisitions that have been approved will not be affected.

Once a field is added to the requisition form, it will always be required to fill out.

Pre-set fields are foundational fields needed in any requisition approval setup. They will always be added to a requisition. These fields are:

  1. Requisition title - What you wish to name your requisition

  2. Number of openings - Number of vacancies to be filled permitted by the requisition

  3. Department - If approval flows are based on departments, this field dictates the correct flow for a selected department

📌 This field is only required if you assign flow based on departments.

You can choose additional fields from a longer drop-down to add as always required for requisitions. This allows you to customize requisitions based on key information your company needs before approval. Some of the fields you can choose are:

  1. Recruiter - The recruiter responsible for the job(s) assigned to requisition. The selected Recruiter will automatically be added as the requisition's team member and will receive notifications (for example, when the requisition is approved).

  2. Hiring manager - The hiring manager who is requesting a new vacancy. Usually, this person is also responsible for creating the requisition and gathering all its requirements.

  3. General context - Additional background information you can add to give more insight to approvers.

  4. Reason for opening - Choose the reason for opening a new position (either new hire or replacement). This can be filled differently for each opening needed.

  5. Explanation - Extra details needed for a specific job opening.

Approval flows

Approval flows allow you to customize who is needed to approve each requisition and in what step.

You have the option to assign departments to a specific flow. If you select this option, it will be mandatory to have a department specified in every requisition. The designated flow associated with that department will be triggered whenever you send that requisition for approval.

To set up approval flows, click + Add flow, and fill in the Flow title and the requirements for the first approval step.

Next, you need to select if all assigned approvers are needed or any approver. If you choose any of the assigned approvers, the first to approve of those assigned will release the requisition from this step.

Click on the + under Assign approvers to add which approvers will be included in this approval process.

If you’d like your approvers to be able to edit the flow so they can replace themselves or others as approvers in the case of prolonged absence or other situations, you can click on the toggle for users from this step can edit the flow. The approvers can do any changes or edits on the settings level.

Finally, additional approval steps can be added by clicking on + Add approval step and following the same steps above.

Although you can manually assign approval flows to your requisitions, a common way to assign them is by department. To do this, click the toggle for Assign flows based on departments.

Once you click on the toggle, you will be prompted to pick a default flow. This flow will automatically be triggered for requisitions with no department assigned.

Once you have enabled this, you can assign flows by department.

Another way you can set a flow as default is by clicking the horizontal ellipses next to the edit button and selecting Set as default flow.


Making requisitions optional

Once requisitions have been enabled, they are set to optional by default. You can change this setting by going to Settings > Workflow > Requisition approvals > Setup and toggling Require requisitions on or off.

There are certain cases when it might be beneficial to keep requisitions optional, such as a transition period after enabling the feature or if only part of your company will be using requisitions.

However, we recommend keeping requisitions as required because:

  • It helps to centralize, structure, and control the talent acquisition process within your company. All the key information of the position is confirmed on the requisitions' level by essential stakeholders. This data should be later re-used while publishing jobs.

  • It provides more data and context. Associating requisitions with jobs integrates the whole recruitment process in one place, which means better activity tracking and reporting.

  • It will limit manual work. No need to maintain separate spreadsheets for new opening requests, and no more copy-pasting data between other internal docs and ATS.


Permissions

When using Requisition approvals, it is important to determine which team member has access to which part of the requisition process. This can be done by enabling or disabling permissions in their hiring roles. To do so, go to Settings > Company > Hiring roles.

Here are the three permissions related to Requisition approvals:

  • View requisitions - These users can view, search, filter, group, follow/unfollow and leave notes in requisitions. If these users are assigned as an approver, they can review approval requests.

  • View all requisitions - These users can view all requisitions, including requisitions that they are not assigned to.

  • Manage requisitions - These users can duplicate, edit, archive, delete and add new requisitions. They can fill in all requisition details, request approvals, change the assigned flow and send reminders to approvers. They can also manage team members, add notes and files.

The Administrator role automatically has all three permissions and can decide which team members need which access permissions.

For example, Hiring managers need to be able to create and edit requisitions. Approvers will need to be able to View requisitions and could benefit from the View all requisitions permission. Finally, the Administrator can decide if recruiters need access to requisitions. If not, recruiters can still assign approved requisitions to jobs if they have the permission to manage jobs.


Notifications

There are different types of notifications sent to those involved in enabling and/or disabling the requisitions module, creating and/or approving requisitions, and posting scheduled jobs:

  • General: Informing users about company-wide changes

  • Requisition related: Informing users about key actions made in the requisitions followed

💡We recommend keeping the Requisitions are sent for approval or updated notifications turned on so followers can stay up-to-date with the status of a sent requisition.

  • Job-related: Informing users that a job has been published without matching data with the requisition

  • Other: Informing users of notes, mentions, reactions, assignments, etc., that they are tagged in.

Notifications can be set up per user with instructions on how to do so here.

⚠️Notifications are based on permissions. Only hiring team members with requisition-related permissions (as covered above) will receive these notifications.

Once you’re finished setting up your approval flows and details, you can begin creating a new requisition!

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