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Some companies require that a requisition approval process be established when a requisition is created. The approval process determines which panels on the requisition need to be reviewed and approved before the requisition status can be set to “Open" and recruiting efforts can begin. The approval process also determines which PeopleFluent Recruiting Portal users should act as approvers and / or editors to facilitate approval of the requisition.
Regardless of the specific fields or organizational requirements needed for your requisitions, there are several steps that are common when creating a requisition with an approval process:
When a job opening is identified in your organization, you will need to create a new job requisition to be posted to your company's job board, as well as internet posting sites to which your company maintains accounts. The job requisition includes information about the opening that is important to recruiters, hiring managers, interviewers, and applicants.
The instructions below are designed to step you through the most common steps in creating a new requisition in PeopleFluent Recruiting Portal. Your permissions and your organization's requirements for job requisitions determine the specific fields and panels that you will have access to during the creation process. For example, if your organization does not routinely collect EEO / AA data for all candidates, this panel will not be displayed during the requisition creation process. If you do not have permission to view a panel, such as the compensation panel, it will not be displayed during the creation process.
To create a new requisition
Go to Primary Navigation Bar > Requisitions > Create Requisition. Alternatively highlight a requisition in the Workflow pane, right-click, and select New Requisition.
The Create Requisition window opens displaying a blank requisition form.
If your company uses requisition questionnaires, you can assign one or more questionnaires to the requisition. Questionnaires are useful in gathering additional information about candidates. Once they are assigned to a requisition, you can then attach the questionnaire to a job posting, to an interview, or to a workflow trigger associated with the requisition.
Users assigned the Various Panels on the Requisition Screen > Questionnaires > Add permission can complete this task. This permission is assigned in PeopleFluent RMS Administration Portal.
To assign questionnaires to a requisition
In the Create Requisition window > Questionnaires panel, click Add to List.
The Add / Edit Dialog window opens.
Click Show All Questionnaires to view a list of all questionnaires.
Enter the Questionnaire Name (or any portion of the name).
Enter the Category (or any portion of the category name).
Click Search to view the questionnaires that meet any portion of the entered search criteria.
Questionnaires are displayed in the Available Items window.
Highlight the questionnaire(s) in the Available Items window that you want to add to the requisition and click the Add Items button. The selected items will be displayed in the Selected Questionnaires window.
Highlight a questionnaire in the Selected Questionnaires window and click the Move Up or Move Down buttons to reorder the selected items.
Highlight a questionnaire in the Selected Questionnaires window and click the Remove Item button to return it to the Available Items window.
To associate the questionnaire with a job posting, assign it to a workflow trigger or interview, see About Questionnaires.
Contacts include the recruiters, hiring managers, and onboarding managers who will be assigned to the requisition. Once the requisition is approved and the status is updated to Open, the recruiters and hiring managers listed in the contact area will receive automated emails alerting them of the new job opening and of any actions required of them during the workflow process.
Users assigned the Various Panels on the Requisition Screen > Contacts > Add permission can complete this task. This permission is assigned in PeopleFluent RMS Administration Portal.
To add contacts to a requisition
In the Create Requisition window > Contacts panel, click Add for the type of contact you want to add.
You may enter the contact's last name and click Search .
Click More Criteria to display additional search fields. Enter additional search criteria as required and click Search.
Click Show All to display all users who are assigned the selected role.
Select the check box(es) next to the contacts you wish to add to your contact list. Your selections will be displayed in the Selected People field.
Click the Remove button next to the person's name to remove them from the Selected People field.
Click OK to add the selected people to contact list.
Repeat the above steps for hiring managers and onboarding managers as required.
Click Add again to add additional contacts to a list.
Click the Remove button next to a contact's name to remove it from the list.
When all required contact types are selected, choose the primary recruiter, hiring manager, and onboarding manager by selecting the radio button in the Primary column of the contact list.
To save a contact list for future use
To use a saved contact list
Click the Saved User Lists option at the top of the panel.
Select a previously saved contact list from the dialog box.
Click OK. The contact list will be updated with the saved contacts in the selected user list.
Use the Approval panel to define the process that will be used to approve the requisition. Some companies allow users to manually define the entire approval process. Other companies predefine most elements of the approval process. The information you see in the Approval panel will depend on your company's PeopleFluent Recruiting Portal configuration and your user permissions.
If you use a template to create the requisition, approvers may be automatically selected for the requisition. If an approver is no longer active in the organization, they will be highlighted in the approver list. The approver list can be updated by following the steps below if the user has the correct permissions. If this occurs the template should be updated to remove the inactive user and replace them with the current approver.
Likewise if you have permission to create a requisition, but do not have permissions to edit the approver panel, it will either not be displayed, or displayed in read-only format depending on your assigned permissions.
Users assigned the Various Panels on the Requisition Screen > Approval > Add and Various Panels on the Requisition Screen > Approvers > Add permissions can complete this task. These permissions are assigned in PeopleFluent RMS Administration Portal.
To selection options for the approval process:
If the Approval List drop-down list is displayed at the top of the panel, you may choose from a pre-configured approver list. For example, approver lists for different departments or job types (hourly, salary, executive level) may be available for selection.
In some cases approvers will be preselected based on the requisition's Job Category, Location, Facility, or other details entered during the selection process.
Click the Add button to select additional approvers for the requisition from the Select Contact window. The process for selecting approvers is the same as that for selecting contacts.
Click the Re-order buttons to rearrange the approvers into the desired order in which the requisition should be approved. Once submitted for approval, the first person in the approver list will be notified that their review and approval is required. Once they approve the requisition, the next person in the list will be notified, and so on until all approvers have approved the requisition. Therefore, the order of approvers in the list can be an important consideration based on your internal organizational procedures.
Click the Remove button in the approver information row to remove an approver from the list.
If your company's approval process allows it, you may also select Editors in the Approval panel. Editors are approvers who can edit selected requisition information during the approval process. Allowing editors to update panels during approval can speed the approval process in that the editor can make the necessary changes to the requisition and approve it with the changes rather then denying approval and forcing the requisition to be updated and resubmitted by the person creating the requisition. However, your company's processes may require that all approvers be alerted of all changes to the requisition. In this case, editors should not be selected (See step 5 below). The process for selecting Editors is the same as selecting Approvers.
Select the Panels to be reviewed by the requisition approvers and click the Add Items button. When approvers are notified that the requisition is awaiting their approval, they will be asked to review these selected panels. Assigned Editors will have access to change information in the panels during the approval process. Panels are displayed in the Available window.
Highlight the panel(s) in the Available window that you want to be reviewed during the approval process and click the Add Items button. The selected items will be displayed in the Selected window.
Highlight a panel in the Selected window and click the Move Up or Move Down buttons to reorder the selected items.
Highlight a panel in the Selected window and click the Remove Item button to return it to the Available window.
The Notification Settings specify when and to whom notifications should be sent during the requisition approval process.
Create Note: Notes act as an audit trail for the requisition and can be viewed by all users who have access to the requisition and permission to view the Notes panel. Select Yes if every event associated with the approval process should be documented in a note that is automatically attached to the requisition.
Email Notify: Select the interval at which requisition status email messages should be sent to the requisition approvers.
Select Never if the approvers should not receive an email notification when the requisition status changes from Pending.
Select All Status Change Emails if the approvers should receive email notification when the requisition’s approval status changes from Pending.
Select After Approval if the approvers should be notified when the requisition is approved and the requisition status is updated to Open.
Upon Rejection: Select the process that should be used if the requisition is denied (rejected) by an approver.
Select All if all the approvers who already approved the requisition should re-approve it.
Select Last Approver if only the approver who denied the requisition should re-approve it.
To save an approver list for future use
To use a saved approver list
With the appropriate role permissions, the Videos panel appears on the Create Requisition screen and users can add videos to the requisition.
To add a video to a requisition
Select a Channel from the drop-down list and then click the Search button.
Enter the name in the Keyword field and click Search.
Select a Channel and enter a Keyword and then click Search.
Review the entered information for accuracy and submit the requisition for approval.
RMS allows you to check your spelling in all the free-text fields (that is, fields in which you have manually typed information) on your requisition. The spell checker does not check non-editable fields, items that were selected from lists, and numeric fields. In addition, the spell checker does not check for grammatical errors or for errors in sentence structure.
To check spelling:
Click Spell Check at the bottom of the Create Requisition window to check all free-text fields on the requisition. You may also highlight text in an individual field and click Spell Check to verify spelling for that particular field.
The RMS spell check controls are similar to other spell check applications. You can ignore words that the spell checker has flagged, you can select a suggested spelling, or you can manually correct a misspelled word.
Users cannot add words to the spell checking dictionary, however they can select the Ignore All option so that the spell check will no longer flag a specific word as misspelled.
A dialog box is displayed when spell checking is complete.
If you need to leave your work before you have completed all the requisition information, click Save as Draft. Before you can save a requisition as a draft, you must enter a position title. You can come back to the requisition later and complete the remaining fields. The draft requisition can be retrieved from the Load Draft field at the top of the Create Requisition window.
When all fields are complete the requisition is ready for approval by the selected approvers.
To submit the requisition for approval
Click Create at the bottom of the Create Requisition window.
The window will close.
The requisition status will be updated to Pending .
The first approver will receive an email notification alerting them of the need to review and approve the requisition.
The requisition will not be visible in the Workflow pane unless a requisition filter for pending requisitions is created or selected.
Additional Information
Create a Requisition (Without Approval)
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