In this article, you can learn about how to create and edit an approval process regarding the promoting of jobs.
Create/edit an approval process for job promotion
1. Go to "Settings" in the main menu
1.1. Go to "Approvals"
2. Click on "+ New process" to add a new approval process
NOTE: If necessary, you can also create folders in this overview to organize your approval processes. Simply click on the "New Folder" button and give it a name.
You can later move the existing approval processes to this folder using the "Move" function that you will see at the bottom as soon as you select an approval flow. Or you can click on the folder and add a process directly to this folder.
3. Fill out all mandatory information
Title: Choose a title for the process.
Description: Enter a description for internal use. This is optional.
3.1. Click "Save" to create the process.
NOTE: As you can see at the top of the pop-up, you will be able to create the allowance in different languages, if your environment supports multiple.
4. Choose what the approval process is about. In this article, we will use "Job promotion" as an example
5. Choose which criteria should match for this process to be triggered
Here you need to define which specific area the system is dealing with.
Click on the field to make the dropdown list appear. Since this approval process will only deal with job promotion, the criteria available here are only related to a job or to the promotion itself.
When you select an option, you will be able to set a value for that option.
You can add several rules and combine them by using "and/or" operators.
To delete a rule, click on the bin icon.
Example: If the process should be triggered whenever the position type is either "full time" or "part-time" (and not trainee or internship), the criteria would look like this:
6. Choose which criteria should change for this process to be triggered
Here you should clarify which criteria need to change before the approval process takes effect. This ensures that only very specific items need to be approved, rather than everything that relates to the selected area.
Only one criterion should change for this process to be triggered. If no criteria are specified, the process is triggered if the criteria above is matching.
Click on the field to make the dropdown list appear. Since we are creating an approval flow regarding job promotion, the only criteria you can choose here is job ad.
Now that the basic settings of the approval have been defined, we move on to the approval itself and what it entails.
6.1. Click "Save" at the bottom of the window
6.2. In the next window, click Add step to add the actual approval steps
7. Now, define the details of the approval step
Here, you will determine what needs to happen, when it needs to happen and who it needs to be involved.
Title: Choose a title for the approval.
Trigger: This will always be Job promotion since this is the value we chose in the beginning.
Approvers: These are the individuals responsible for approving the process. This can be a user or a group of users with a certain role.
You can select one or more approvers by hovering on the highlighted number like so:
Description: Enter an internal description to give context to the approval. This is optional.
Notify approvers about updates: Enable this option if you want the approver to get a notification within Emply whenever changes are made.
Message when requested: Enable this option if you want the approvers to receive a message when their approval is needed.
You can create the message to be sent. Here, you will be able to choose who should receive the message and in whose name it will be sent.
Message if approved: Enable this option if a notification should be sent when the approval is approved.
You can create the message to be sent. Here, you will be able to choose who should receive the message and in whose name it will be sent.
Message if rejected: Enable this option if a notification should be sent when the approval is rejected.
You can create the message to be sent. Here, you will be able to choose who should receive the message and in whose name it will be sent.
7.1. Click "Save" at the bottom
The approval process will now run based on the parameters you have just set up. Additional steps can always be added to the process if there are multiple instances to review.
8. When you have completed your approval process, click on "Inactivate" to activate this flow