This article guides you through finalising a requisition in the Recruitment module, whether individually or in bulk. It explains the "Reason for finalising" field and clarifies why the finalise option may be unavailable. Crucially, it details the different notifications triggered upon requisition finalisation, distinguishing between "Not Suitable" and "Rejected" candidate communications, and addresses common questions related to these processes.

1. Click Recruitment from the left-hand navigation menu and either click onto My Requisition (if you are the requisition owner), or click onto Requisitions.

2. Open the Actions menu next to the requisition and select Finalise Requisition.

3. Optionally add a reason for finalising in the field provided and then select Finalise Requisition to complete the action.

To finalise multiple requisitions in bulk:

1. Tick the checkboxes for each of the requisitions.

2. Open the Bulk Actions menu at the bottom of the page.

3. Click Finalise Requisitions.

Optionally add a reason for finalising in the field provided. If a reason is entered, it will be applied to all selected requisitions. Lastly, select Finalise Requisition to complete the action.

The Reason for finalising is an optional field when finalising a requisition.

If entered, it will be saved on the requisition and can be viewed from the requisition's 'Overview' tab or the "View Requisitions Details" modal. It can also be reported on within the Requisition and Candidate Status reports.

📝 If a requisition is Finalised with a Reason, re-opened, and then finalised with a new reason, the original reason will be overwritten.

Finalising a requisition is a key step, but it triggers important automated actions. Before you finalise, please be aware of the following:

Automated 'Not Suitable' Notifications:

How to Prevent Sending Incorrect Notifications:

A Requisition cannot be finalized if it includes a candidate whose application is currently in the Offer status (i.e., the offer process is in progress). To finalize the requisition, ensure that all candidates associated with it are no longer in the Offer status.

1. Check if there are any candidates in Offer status by opening the Offer status bucket within the requisition's Candidates tab.

2. Alternatively, you can check the Offers tab to see if any offers have pending action.

When a requisition has a candidate in Offer status, the Finalise requisition option will not be available within the Actions menu.

When attempting to finalize multiple requisitions at once, please be aware that the "Finalize Requisition" option will be unavailable (greyed out) if even one of the selected requisitions has an offer that is currently in progress.

Why did my requisition automatically become unfinalised? +

This should not happen automatically. If a requisition appears unfinalised after being set as finalised, it's possible it was inadvertently reopened. While there isn't an active notification for requisitions being reopened in your system, it's important to ensure no users with access are accidentally re-opening it. It is also important to ensure no offers were pending when the requisition was originally finalised, as this can prevent it from remaining finalised.

Why were messages sent to unsuccessful candidates upon finalisation without warning? +

When a requisition is finalised, the "Not Suitable - External Candidate" and "Not Suitable - Internal Candidate" notifications are automatically triggered and sent to all candidates who are not in "Rejected", "Accepted", or "Withdrawn" statuses. This occurs by design. If you wish to prevent these automated notifications, you must disable them under Administration → General → Notifications.

Will a candidate who was listed as "Withdrawn" receive a finalisation message? +

No, candidates who have officially "Withdrawn" their application from the requisition will not receive the "Not Suitable" notification when the requisition is finalised.

How can I confirm which candidates received notifications? +

You can verify who received notifications by checking the Notification History. Go to Administration → General → Notification History and use the "Advance Search" button to filter and view specific notifications. Note that only notifications specific to a candidate (e.g., direct emails or application confirmations) appear in their individual "Messages" tab. Global notifications, like those sent upon requisition finalisation, are only found in the central Notification History.

Will candidates who accepted an offer receive a "Not Suitable" notification when the requisition is finalised? +

No, candidates who have an "Accepted" status for their offer should not receive the "Not Suitable" notification when the requisition is finalised. If a candidate who has accepted an offer does receive a "Not Suitable" notification upon finalisation, it's important to verify their exact status in the system at the time of finalisation. Ensure their status is correctly marked as "Accepted" and not another status like "Shortlist" or "In Progress".

If we make an offer outside of ELMO, how do we prevent the "Not Suitable" notification from being sent to accepted candidates upon finalisation? +

To ensure candidates who accepted an offer outside of ELMO are not marked "Not Suitable" upon finalisation, you can:

This method ensures their status is correctly recorded as "Accepted" in ELMO, allowing you to create their user profile later if needed.

Can a requisition be finalised if it has available positions but we no longer need to recruit for them? +

Yes, a requisition can be finalised even if there are remaining open positions, provided there are no candidates in "Offer" status.

If I reopen a requisition and then finalise it again, will unsuccessful candidates receive another notification? +

No, if a requisition is reopened and then finalised again, candidates who previously received the "Not Suitable" email the first time will no longer receive another email. However, the owner of the requisition will receive another "Requisition Finalised" email.