Overview

Job Approval is an optional feature that adds an email-based approval process.

Recruiting users can:

• Submit a new job for approval.
• Send the job to others for review.
• Get a decision to approve or deny the job.

Sample job approval workflow with 2 approvers  

Assign and manage the approval manager role

Only Admins and Staffing Users can be in the Approval Manager role.

How it works: 

• Any Recruiting user can submit a job approval and be a part of the approval process.
• Only the Approval Manager can manage the approval process steps.
• Only the Approval Manager can activate the job after the approval process is complete.

Turn on job approval

To begin using Job Approval, an Admin or Staffing User must turn it on. 

Follow these steps:

1. Go to People > Hiring > Applicant Tracking.
2. At the top, select Admin > Approvals.
3. Select the toggle next to On: We will use a Job Approval process. 
   1. This occurs: A confirmation message displays. The screen updates to show Job Approval is “On.”

Customize job approval

1. Go to People > Hiring > Applicant Tracking.
2. At the top, select Admin > Approvals.
   1. Job Approval settings display on the left: 
      • Approval Managers
      • Standard Approval Processes
      • Job Approval Form
      • Job Approval Request Email
3. Select one option to customize the settings. In this screenshot, Approval Managers was selected. 

Set default approval managers

When someone requests a job, it is sent to an Approval Manager to initiate the approval process.

Only Admins and Staffing Users can be Approval Managers, but any user can be an Approver. 

You can set Default Approval Managers to receive the approval requests, or choose Per-User Approval Managers. 

• Per-User Approval Managers lets you choose which approval manager gets approval requests based on the user sending the approval.  

To add Default Approval Managers: 

1. Go to People > Hiring > Applicant Tracking.
2. At the top, select Admin > Approvals. 
3. In the Job Approval is “On” section, select Approval Managers:
   1. In the Default Approval Managers section, select Default Approval Managers or Add Approval Manager to assign Admin or Staffing users.
   2. In the Per-User Approval Managers section, select Is the Approval Manager for these people to assign an Approval Manager to specific standard users. 
      1. The red trash can icon deletes the entry.
4. To view, add, or remove Default Approvers, select the Default Approval Managers link. 
5. Make the changes in the window. 
6. Select Save.
   

Create a standard approval process

After a job is sent for approval, the Approval Manager sends it to the Approvers. You can save time by setting up approval steps ahead of time instead of selecting Approvers each time.

1. Go to People > Hiring > Applicant Tracking.
2. At the top, select Admin > Approvals.
3. In the Job Approval is “On” section, select Standard Approval Process(es). 
4. Select Create and Approval Process.
5. In the Create an Approval Process window, enter the Name and a Description.
6. In the APPROVAL PROCESS TYPES section, select one of these options:
   1. All At Once (all approvers notified at once by email):
      1. Next to Approvers, select Add/Edit. 
      2. In the Easy Process Type popup, select the approvers and Save.
   2. Sequential: (create a sequence of approvers that are notified in an order as the approvals are granted):
      1. Select the 1st Add link. 
      2. Select the first approver, and select Save. The screen updates.
      3. Select the 2nd Add link. 
      4. Repeat the steps until you complete the number of sequences.
          
7. Select CREATE. A notification displays at the bottom of the screen. The Standard Process shows on the Approval screen. 
   1. To create additional, non-standard approval processes, follow Steps 1 through 6.

Customize the job approval form

When users ask for a new Job Approval, they fill out a form. You can choose which fields are required and which are optional.

Default Job Approval Fields in your company's Job Approval Form:

• When you open the Job Approval Form screen, default fields are displayed. 
• These fields are taken directly from your custom Job Budget Info fields in Company Settings. 
• If you want a custom field to appear for Job Approvals, you must first go to Company Settings > Job Budget Info fields > Budget Fields and add it.

To update the job approval form:

1. Go to People > Hiring > Applicant Tracking.
2. At the top, select Admin > Approvals.
3. In the Job Approval Is “On” section, select Job Approval Form.  
4. In the Job Approval Form section, all job approval fields you can modify are displayed:
   1. Hidden: Removes the field from your approval form.
   2. Optional: The field appears but is not marked as required.
   3. Required:  Forces the user to complete this field and it's marked visually as Required (
   4. Note: If you want a custom field to appear for Job Approvals, first go to Company Settings > Job Budget Info fields > Budget Fields and add it.
5. Make any changes to the fields in this section. 
   1. Job Information (basic job description)
   2. Budget Information (salary, bonus, commission, etc.) 
   3. People (form visibility for users)
   4. Documentation (such as a job approval form PDF, requisitions, writing samples, and others)
6. Select Save.

Modify job approval emails

When the approval process has started, Approvers receive this email when their input is required. 

Admins can change the template as needed. Always use the Auto-Fill Tokens under the email body.

1. Go to People > Hiring > Applicant Tracking.
2. At the top, select Admin > Approvals.
3. In the Job Approval Is “On” section,  select Job Approval Request Email.  
4. Make changes to the email. Copy and paste Auto-Fill tokens into the email as needed.
5. Select Save. 

Watch the Job Approval Expert Session Video