How to create a new Requisition
1. Navigate to Recruitment > My Requisitions or Requisitions
2. Click New Requisition to begin creating a new requisition
đ | If Position-Led is enabled, you have the ability to raise a Requisition via the Org Chart. Navigate to My Team > Org Chart > Raise a Requisition button. A new pop-up window will open, allowing Company Admins to Raise a Requisition from this page. For more information about Position-Led, please refer to Position Led articles |
3. Select a Position from the Default Position Library
đ | To learn more about how to setup a new Position in ELMO, please reference the following article link To remove the Add Position option when creating a new Requisition can be disabled by navigating to: Administration > General > General Setup > Configuration > Toggle Create New Position on Requisition |
4. Once a Position is selected, the system will automatically populate fields based on the position selected and your Requisition Workflow configuration. Enter or adjust the following fields based on your requirements below:
Requisition Title: The name of the Requisition
Owner: The name of the requisition owner will pre-populate. You may need to select a Requisition owner depending on the chosen Requisition Workflow.
Department: Select the Department
Job Type: Select the Job Type
Location: Select the Location
Number of Positions: Enter the number of positions available
Due Date: Enter the Due date for when the position needs to be filled by
Requisition Note: (Optional) notes entered are visible and editable to users who have access to the requisition and is reportable
Request Message: Enter a message to support the requisition request
Workflow: Select a Requisition Workflow - The Workflow you select in this step determines the entire approval process. If you are unsure which one to use, or want to confirm the approval steps after submitting, navigate to the requisition and click Actions > View Requisition Details.
5. Answer any relevant questions being asked based on the chosen Requisition Workflow. Ensure that the approvers are correct based on your requirements and click Submit once you're happy to proceed.
âď¸ | Depending on the setup of the selected Requisition Workflow, the requisition creation process might pre-populate specific users or groups, require you to enter an approver, or not include any approvers at all. |
6. If you are the Requisition Owner, it will appear under the My Requisitions tab. If not, then it will appear under the Requisitions tab. Should there be an approval process for the Requisition, and it is yet to be approved, the status of the Requisition will default to Pending. If there is no approval process, the status will display as Open.
đ | Once the requisition is submitted, the Requisition Request notification will trigger (if enabled). This email will send out to the approver who are part of the approval process. To locate the notification, navigate to: Administration > General > Notifications > Search: "Requisition Request" |
Requisition Approval Process
The specific approval steps for a Requisition are determined by the Requisition Workflow that was selected when the Requisition was initially submitted. You can identify which workflow was used by going to the Requisition, clicking Actions, and then selecting View Requisition Details.
Users with Company Admin rights can see and action all pending approvals, even if it is not their turn in the sequence. This is why an Admin may see an approval in their "To Do" list before the designated approver. To avoid approving out of order, Admins should always use the Actions > View Approval Status option to confirm who the current, correct approver is before taking action.
You can also verify the Approval Process for a specific Requisition by navigating to Recruitment > Requisitions, selecting the desired Requisition, then clicking Actions > View Approval Status
The View Approval Status will display the Group or Name of the Approver, Status, Date and the Message that was entered.
Users who are part of the approval process can approve Requisitions by navigating to Recruitment > Approval > View.
Click View and they are presented with the Requisition details, who the next approver is and they will require to enter an Approval / Rejection Message. Click Approve or Reject to proceed
If the Requisition is approved, the Status of the requisition will display as Open.
đ | The Requisition Request - Accepted notification will trigger if the Requisition request has been approved. This email will send out to the Requisition Requester to notify them. To locate the notification, navigate to: Administration > General > Notifications > Search: "Requisition Request - Accepted" |
If a Requisition is rejected during the approval process, its Status will update to Rejected. At this point, the Requisition can be corrected and re-submitted for approval.
đ | The Requisition Request - Rejected notification will trigger if the Requisition Approver rejects the request. This email will send out to the Requisition Requester to notify them. To locate the notification, navigate to: Administration > General > Notifications > Search: "Requisition Request - Rejected" |
FAQs
An approver is currently on leave, how can I ensure that the approval process continues?
To ensure the approval process continues while an approver is on leave, there are two options available:
1. Log in as the approver who is on leave and approve the item on their behalf. This action will retain the original approver's name in the approval audit trail.
2. Alternatively, navigate to Administration > General > Approval Management > Recruitment Requisitions or Recruitment > Approval. Approving through this method will record the Admin's name as the approver, rather than the originally intended approver.
Example shown below, Samarin is the intended approver based on the Requisition Workflow, however Thuy as an admin has approved it on their behalf.
A Requisition has already been submitted, however I need to change adjust the answers / questions being asked. How can I do this?
If a Requisition has already been submitted and you need to adjust the answers or questions, the current process requires you to withdraw the Requisition and then re-submit it with the necessary changes.
I want to make adjustments to the default questions / fields that are shown when creating a Requisition, is this possible?
No, the standard fields such as Requisition Title, Position, and Department, along with other default questions presented when creating a Requisition, cannot be changed. These are system-defined fields.
An approver is on leave or has left the company, but a requisition is already waiting for their approval. What do I do?
An approval step that is already in progress cannot be reassigned to another person. You have two options:
Admin Approval (Recommended): A user with Company Admin rights can approve on the absent user's behalf by navigating to Administration > General > Approval Management and actioning the request.
Withdraw and Resubmit: The original requester can withdraw the requisition and resubmit it. This will restart the approval process and use the most up-to-date workflow.
How should I close a requisition for a candidate who accepted an offer outside of the ELMO system?
If you have filled a role and the offer process was handled outside of ELMO (e.g., a verbal acceptance from an internal candidate), you do not need to create and process an offer in the system just for documentation. The recommended best practice is to finalise the requisition and use the optional 'Reason for finalising' field to add a note, such as "Role filled by internal candidate [Name] who accepted on [Date]". This will close the requisition and create a record of the outcome that can be viewed later on the requisition's 'Overview' tab.