What is Job Approval, and how do I use it?

This article is a setup guide for Admins who want to customize the process. Click Recruiting: Job Approval - HR Introduction / Overview if you're looking for an introductory explanation of Job Approval instead.

How do I customize Job Approval for my organization?

First, head to Admin > Approvals.

Approval Managers

Whenever someone requests a job, it is sent to an Approval Manager to initiate the approval process. Only Admins or Staffing Users can be Approval Managers, but anyone can be an Approver.

Click Default Approval Managers or Add Approval Manager to assign Admins / Staffing Users.

For Per-User Approval Managers, click Is an Approval Manager for these people to assign Standard Users to the Approval Manager. This means that each time the assigned Standard user submits a request, it is routed to the respective Approval Manager. The red X deletes the entry.

Standard Approval Process(es)

Instead of selecting individual Approvers every time, you can set up approval processes ahead of time! Recruiting supports both Easy - All at once and Sequential - One at a time for approval processes.

Click Create an Approval Process or the name of an existing process.

Provide a Name and select the Process Type for the Job Approval Process. Click Approver to select the User(s) from the list. When ready, click Create.

Job Approval Fields

These fields are directly taken from your custom Job Budget Info Fields. When users request a new Job Approval, you can choose whether or not these fields are Hidden, Optional, or Required.

If you want custom field to appear for Job Approvals, make sure that it is added as a Job Budget Info Field first.

If you already have a document-based process, moving it to Recruiting is easy. Upload a Document and check the box to require that people provide documentation. You can set up a fully electronic process later.

Job Approval Request Email

When the approval process has started, Approvers receive this email when their input is required. Change the template as necessary, and remember to use Auto-Fill Tokens to make life easier!

If you have any questions, reach out to the Recruiting support team.