Skip to main content

Requisition Workflows

M
Written by Michael Ho

Requisition Workflows are created in order to setup the settings for the Requisitions like Requisition Owner, Questions and setting up Approvers.

Creating new Requisition Workflows

This section describe the steps undertaken to create a new requisition workflow.

In order to create Requisition workflow, please follow the steps below:

1. Navigate to Administration → Recruitment → Requisition Workflows.

2. Click on New Workflow button

3. Complete the details on the requisition workflow Setup page.

  • Workflow Title - Allows you to enter the workflow title.

  • Description - Allows you to enter a description for the workflow.

  • Workflow Type - This step will allow you to setup the workflow as default, position based or non-position based.

    • Default: If this option is selected then this requisition workflow will be selected by default for the requisition.

    • Position Based: If this option is selected, you would need to select the positions in Select Positions field where you are able to select the positions from the list of positions created within Position Library.

    • Non position-Based: This will be shown along with the default workflow when raising a requisition when the position doesn't match the requisition

  • Is salary visible- Allows you to enable/disable salary visibility in the workflow.

  • Assign Owner - Allows to you select an owner from the drop-down menu (Requester, First Approver, Final Approver or Specific User).

Once the fields have been completed, click on the Save button and two additional tabs will appear, Questions and Approval Workflow.

Setting up Requisition Workflow Questions

  1. Click Add Question and select any relevant Questions needed to be answered when a Requisition is created

A pop box will appear asking you to select the questions you want to add to the Requisition Workflow. Search for the questions and click on the Add button.

⚠️

The questions appearing have to be first created within Question Library under Administration → Recruitment → Question Library. If you have not setup any questions within Question Library then you would need to setup the questions first for them to appear.

4. Once all the questions have been added, click on the Done button.

5. The questions will appear in a list and you will need to determine if the questions is required or optional. Click on the toggle to change from Required to Optional.

6. Click on Save button and the questions will be added to the Requisition Workflow.

Requisition Workflow Approvals

1. Navigate to Administration → Recruitment → Requisition Workflows

2. Click Approval Workflow and add any relevant Approvers into the workflow where required

3. Click Add Approver and enter the following:

  • Title - This is the approval step title

  • Assignee - Allows to you to select who this step will be assigned to, using the drop-down menu (Requester’s Manager, Requester’s Second Level Manager, Specific User, or Specific Position, Specific Group, Enter Approver)

  • Is Salary Visible - If Enabled, this will display the Salary section for the approver. They will require to enter a Salary Budget and Notes on the Approval page.

Copy an existing Requisition Workflow

There can be situation where you would like to keep certain settings like approval workflow or same questions but create different requisition workflows. You are able to copy an existing requisition workflow and make changes to it in order to create a new requisition workflow

In order to copy an existing requisition workflow:

1. Go into Administration → Recruitment → Requisition Workflows.

2. Click on Copy next to the requisition workflow that you would like to copy.

You will receive a pop-up message that the workflow has been successfully copied.

Edit Requisition Workflow

You are able to edit requisition workflows if you would like to make certain changes like updating owner or approval workflow settings or updating questions. In order to edit requisition workflow, please follow the below steps:

1. Go into Administration → Recruitment → Requisition Workflows.

2. Click on Edit next to the workflow that you would like to make changes to. Make the required changes and click on Save.

Deleting a Requisition Workflow

  1. Navigate to: Administration → Recruitment → Requisition Workflows

  2. Locate the workflow you wish to remove and use the Delete action (visible to users with the “Delete Requisition Workflows” permission).

  3. Confirm deletion. If deletion is blocked or fails, check for open requisitions relying on it or Positions still mapped to it and resolve those first.

📝

Deletion is permanent. Confirm the workflow is no longer referenced by any open requisitions before proceeding.

Troubleshooting & FAQs

Why am I receiving an "Invalid User" or "Approver Not Found" error? +

This error typically occurs when the workflow is trying to assign an approval to a role or group that is empty for that specific requisition. Check the following:

  • If using "Requester's Manager": Ensure the user submitting the requisition has a manager assigned to their user profile. System accounts like "Admin User" do not have a manager and will cause this error.

  • If using "Specific Group": Make sure the user group you have selected (e.g., "Finance Approvers") has at least one active member. If the group is empty, the workflow will fail.

How do I change the members of an Approver Group? +

If your workflow assigns an approval to a "Specific Group," the members of that group are not managed within the Requisition Workflow settings. You must:

  1. Navigate to Administration → General → Groups.

  2. Find and Edit the relevant group.

  3. Go to the Users tab to add or remove members.

  4. Click Confirm on the Summary tab to save your changes.

When trying to add a position to a Requisition Workflow when I have a Position-Based Workflow Type, I can't seem to find the position I want to add. Why? +

When attempting to add a position to a Requisition Workflow with a Position-Based Workflow Type, you might not find the desired position. This occurs because the position is likely already associated with an existing Requisition Workflow that has already been created. To resolve this, review your current workflows and remove the position from any where it's already included. Then you should be able to add to Position to the desired Requisition Workflow.

During the approval process, users have to add in a Salary Section when approving the Requisition, how can I disable this function? +

This can be disabled via the Requisition Workflow under the Approval Workflow tab, you need to ensure that the Is Salary Visible field is Disabled.

Did this answer your question?