Welcome to our guide on using job approval flows in Jobylon. Approval flows create structure, ensuring all steps are reviewed and approved by stakeholders. Let's optimize your hiring process!
1. Creation of Configuration and Requisition Form
Head over to your company settings and "Job Approvals"
Start by naming your approval flow, followed by giving it a description
By toggling 'Allow approval on behalf,' you allow users to bypass their approver. This feature is particularly useful if an approver is sick or on vacation, ensuring that the approval flow process continues uninterrupted. Leave it untoggled to skip enabling it.
The screenshot below demonstrates the action "Allow approval on behalf" which is accessed on the overview of your approval once your form is submitted.
Moving on to the creation of the requisition form. Start adding the questions you want your team to answer before submitting their job for approval. You can select between different question types, such as free text, date picker, etc.
2. Creation of Approval Flow
Time to delve into the part where magic happens! 🪄 Assigning users to approval steps based on specific criteria.
To get started, click "Add approval step"
You will now have the option to select an actual user from the list, or "Any user".
By selecting "Any user" you are adding an approval step, without assigning it to a specific user. This will let the user who creates the job, select the approver themselves when the job has been created.
By selecting a specific user, that specific user will be assigned as the approver
By enabling "Mandatory" the selected user will have to approve the job before it can move on to the next user in the approval chain
3. Time to start defining the criteria! E.g. "Aref is assigned to all jobs within Operations and location set to Stockholm" In the example below, Aref will be assigned to all jobs that are created within departments "Haymarket" and "Something something!"
4. Feel free to add more criteria, by clicking on "Add Condition". Depending on your organization, this flow can be as complicated or simple as you wish.
5. When you have started to add users and assigned them to certain criteria, it will be displayed as below. The exclamation mark indicates that the user has criteria assigned to them. If no criteria are set, the user will automatically be assigned as the approver for all jobs not dependent on any criteria.
3. Overview of your Approval Flow
1. On the last page, titled 'Overview,' you receive an overview of your approval flow. Here, you can quickly glimpse your approval flow and see which users have been assigned to which criteria
4. Submitting your job for approval
The approval flow is now created, time to move on to the part when your managers have created their job ads, and submitted them for approval!
As usual, the job is created and the manager continues by clicking "submit for approval"
2. On the next page, you will get to the approval flow. Start with answering the questionnaire questions. If the "Any user" has been activated for the approval flow (Mentioned above in step 2) You will have the possibility to select your approver. The lock indicates that it is mandatory to select an approver before requesting the approver.
3. Voilá! The job has now been sent for approval. All approvers added to the approval flow will receive an email that they have a job to approve.
4. By clicking on the approval flow icon, you get an overview of your submitted approval, including the status of each approver.
5. Overview of your pending approvals
As mentioned above, all approvers receive an email about the job they have been requested to approve. In this email, you will find a direct link to your task center where you find more information about the job, and a link to the actual approval form where you approve the job.
If you lost your email, or simply want to get an overview of your approval. Head over to your tasks where you find more information about the job and approval.
6. Edit approvers and questionnaire answers
Additionally, you can also configure if you wish certain users to have the possibility to edit submitted questionnaire answers, or approvers. A use case here could be that a user simply added the wrong answer, or if the submitted answer isn't longer relevant, such as salary or similar.
To give these permissions to certain users (Admins have access to this by default) head over to your company settings, followed by "Team settings" Edit the user you want to assign the permissions to, click "Permissions" and toggle what permissions they should have access to.
2. You will now have an edit icon for either the "requisition form", the "approval flow" or both depending on what access the user has been given.
If a user in the approval flow is removed and replaced, the removed user will receive an email about this and so will the newly assigned user.
3. These changes are of course displayed in the job log, which can be found on the jobs overview. See below.
Last but not least, as an admin, you might want to get a quick overview of all jobs that are pending approval. This can be viewed by heading over to the job list, and filtering on "Jobs waiting for approval"
That's it! If you have any questions or need help setting this up, don't hesitate to let us know!