Job Requisitions

Job Requisitions is an approval-based workflow requiring users to seek authorization prior to posting jobs. This advanced system setting requires subordinate user roles to complete an internal form to obtain permission from authorized management in the hiring system. An account administrator or any system user with permission to post jobs can approve a requisition.

When activated, subordinate users will be guided through a series of requisition-creating steps. Once submitted, this automated workflow will present the requisition to an approving official who may approve or deny the requisition. Each submitted requisition will contain a Job Requisition History stream that logs all actions taken on a requisition.

• Configuring Job Requisitions
• Creating Job Requisition Forms
• Submitting Job Requisition Forms
• Approving Job Requisition Forms
• Rerouting Job Requisition Forms
• Requisition Notifications
• Connect a Posted Job to an Approved Requisition
• Working with Job Requisitions

Configuring Job Requisitions

To configure Job Requisitions, the Account Administrator can go to Admin > System Settings > Job Requisitions. To activate or deactivate Job Requisitions, use the toggle to turn the feature to Yes (on) or No (off). By default, this feature will be set to No.

When activated, a success notification will appear as confirmation that all Requisition functions were enabled by your hiring system. The following menu options will appear differently based on user permissions. From the main menu, select Jobs > Job Requisitions. The status of each Requisition will be logged and visible in the individual forms and as a list on the visible requisition tabs. Filtering requisitions can be done by using the search features on the toolbar to return any matching requisitions regardless of the page they are on.

• My Requests: This tab displays all requisitions you have submitted and is visible to users who do not have the ability to post a job.
• My Approvals: This tab displays all Job Requisitions for which you were selected as an approver. This is visible only to users who have the ability to post a job.
• All Job Requisitions: Account Administrators are the only users that will have access to the All Job Requisitions, which will show all requisition details including requests and approvals.

Creating Job Requisition Forms

Any Account Administrator can create new job requisition forms as needed. A Job Requisition Form is a template that can be completed by a user to request a job.

• Select System Settings > Job Requisitions.
• Select +Create Job Requisition Form and follow the system prompts to enter the required (*) and optional information: Form Title*, Section Intro.
• To include additional requisition questions using the form builder, click ADD QUESTION, and enter the question.
• Assign a question type from the dropdown. Question types include file upload, Yes/No, Text, and Multiple Choice. Follow the prompts for each particular question type.
• By default, questions will be set to required. To make a question optional, uncheck the box.
• Include additional questions by clicking ADD QUESTION and repeating the process.
• To reorder questions, click the row and then drag and drop to a new location.
• Remove unwanted questions by clicking the red X.
• Add the new Job Requisition Form by clicking SAVE.

Note: Company-specific Job Requisition Forms can be built in advance, while the feature is turned off. Once you activate the feature, the forms will be available for use.

Submitting Job Requisition Forms

• To submit a requisition, go to Jobs > Job Requisitions.
• Request a job posting by clicking +INITIATE.
• Select a Requisition Form from the dropdown and follow the system prompts to enter the required (*) and optional information.
• If provided, the Section Intro will describe internal instructions on how to complete the Requisition Form.
• Select the Requester*, which can be yourself or another system user.
• Enter the Job Title* by selecting an existing job template title from the dropdown or select "Other" to type in a job title.
• Select a Location* from the dropdown.
• If enabled, enter the Number of Openings* requested for this position.
• Choose an Approver* from the dropdown, which includes any Account Administrator or any system user with permission to "Post/Unpost/Pause Jobs."
• Select the Reason for Request* from the dropdown.
• Choose an Employment Type* from the dropdown.
• If a Compensation / Salary is not entered, the job poster can select "Depends upon skills and experience" when posting the job.
• Type the dates or use the calendar tool to select the Desired Employment Start Date and Desired Job Posting Date.
• Include Additional Notes if needed.
• Click SAVE to submit the request.
• The submitted Requisition will show in the My Requests tab and also in the My Approvals tab of the selected Approver.

Approving Job Requisition Forms

Once a requisition is submitted, the approving official will receive an email notification and can see the request in Jobs > Job Requisitions > My Approvals. They can approve, deny, or approve and forward the requisition to another approving official for final approval.

Approving officials have the following options:

Approve Requisition

Once a requisition is approved, the initiator can post the requested Job. The job will not be automatically posted once approved, as the position variables still need to be set up as part of the posting process (compensation, assignments, auto refresh, Internal/External etc.).

• To approve a requisition, go to Jobs > Job Requisitions> My Approvals.
• Click on the Job Title to open the requisition.
• Review the requisition details and select Approve.
• Click Submit to confirm.
• The status will change from Pending to Approved, an entry will be made on the Job Requisition History Stream, and an email notification will be sent to the requester along with all previously selected approvers.
• Determine when the job will be posted:
  • To post the job now or schedule it's posting date, click YES to arrive on Requisition's selected Job Template to follow the system prompts.
    • If the job selected in the Requisition was listed as "Other," clicking "Yes" to post or schedule the position will return users to the Job Templates since the exactly template was not predetermined.
  • If you opt not to post or schedule the posting, return to the Requisition at any time and in the "Resulting Job Details" section click Post Job to complete the job posting process or click Link to already posted Job and search for a job that was manually posted from the Job Template tab.

Approve and Forward Requisition

This enables the approving official to approve the requisition and forward the request to another approving official for additional / final approval.

• To approve a requisition go to Jobs > Job Requisitions> My Approvals.
• Click on the Job Title to open the requisition.
• Review the requisition details and select Approve and Forward Requisition.
• Use the dropdown to Select Approver.
• Click Submit to confirm.
• The status will remain as Pending and an entry will be made on the Job Requisition History Stream.
• The newly assigned approver can take action to Approve, Deny, or Approve and Forward.

Note: After the resulting Job is posted it can be linked in the job requisition.

Deny Requisition

This action will reject the requisition, send a denial notification, and the initiator will not be able to post to Job. If a Job Requisition Form is denied, a new requisition form will need to be submitted with updated information.

• To deny a requisition, go to Jobs > Job Requisitions> My Approvals.
• Click on the Job Title to open the requisition.
• Review the requisition details and select Deny.
• Click Submit to confirm.
• The status will change from Pending to Denied, an entry will be made on the Job Requisition History Stream, and an email notification will be sent to the requester along with all previously selected approvers.
• Optionally, if the requester should resubmit their requisition, use an @mention to add a note in the comment section with directions on how they should proceed or add an internal note on why the requisition was denied.

Rerouting Job Requisition Forms

Rerouting Job Requisitions enables the Account Administrator to remove and replace the assigned approving official.

• To reroute a requisition go to Jobs > Job Requisitions> My Approvals.
• Click on the All Job Requisitions tab.
• Click on the Job Title to open any requisition with a "Pending" status.
• Review the requisition details and select
  • If the User rerouting the Job Requisition is not the approver, scroll down to the "Take Action on this Requisition" section and click Reroute Requisition.
  • If User rerouting the Job Requisition is selected as the current "Approver" they will proceed to select a new approver.
• Use the Select Approver drop-down to choose an alternate Approver.
• Click Submit to confirm. The current approver will be updated and the new approver is notified via email. The former Approver will no longer have the ability to complete the requisition or forward it.
• The status will remain as Pending and an entry will be made on the Job Requisition History Stream.
• The newly assigned approver can take action to Approve, Deny, or Approve and Forward.

Requisition Notifications

• Users who are selected as an approver for a requisition will receive an email notification when the request is submitted.
• When a final determination is made to approve or deny a submitted request, the status will be updated, and an email notification will be sent to the requester along with all previously selected approvers.

Connect a Posted Job to an Approved Requisition

Approved Job Requisitions can be linked with the resulting Job to track the progress of the request through the remainder of the hiring process. See more about connecting a posted Job to an Approved Requisition.

Note: If you have permission to post a job through your assigned User Role, you can still do so outside of the requisition process at any time.

Working with Job Requisitions

Job Requisition forms in your hiring system are templates that can be completed by users to request a job. Click the ⋮ menu of a template to Edit or Delete a form.

Edit: Editing the job requisition form is a good option if you have changes that you would like to include in all future uses of this requisition form.

Delete: Deleting a job requisition form to remove it from the library will prevent future uses of the form. All previous requisitions submitted using the deleted form will remain in the system for viewing and reporting purposes. If a previously initiated form was submitted and is currently in the approval process at the time the form was deleted, it can be completed as usual.