How do you set the approval workflow?

The initial step in the Zappyhire recruitment process is creating a requisition. After creating a requisition, you have the option to either submit it for approval to requisition approvers or create the requisition directly without requiring approval. 

If you choose the approval route, the requisition admin can designate multiple requisition approvers responsible for approving each requisition. These approvers have the authority to access all requisition details, propose modifications to the requisition admin, and take necessary actions regarding the requisition(The approvers can also modify certain fields, such as the Hiring Team and Job Description). 

Furthermore, the administrator has the flexibility to establish unique approval workflows tailored to different departments, and they can also configure a default approval workflow for departments without specific configurations in place. This article will elaborate on the process of establishing the approval workflows.

a. How to add a default approval workflow?

You can set up default requisition approval workflows that apply to all requisitions. This simplifies the requisition approval process, especially for departments where specific workflows aren't necessary.

To set up a default approval workflow, please follow these steps:

Step 1: Navigate to the "Settings" menu and select "Requisition Approval"

Step 2: In response to the question, "Does your organization require approvals for requisition creation?" choose "Require requisition approval"

Step 3: Click on the "Create Workflow" button.

Step 4: Select "Default Requisition Approvals". 

The Default Requisition Approvals pop-up will open.

Step 5: Once you've chosen "Default Requisition Approvals" you'll see the mandatory field "Approval Level" and the optional field "Select Approver"

Step 6: Enter the approval level and choose an approver from the dropdown menu.

When you open the Approver dropdown menu, you will find the option "No Default Approver" at the top, followed by a list of users with the requisition approver role below.

Note: If you add an approval level without selecting an approver, the system will automatically select the option "No Default Approver" for that level.

Step 7: Click on the "Add Approval Level" button to add the level.

You can also remove a level by clicking on the bin icon or rearrange the levels by dragging and dropping them to change their order.

Step 8: After you've added all the desired levels, click the "Save" button to save the workflow.

The saved workflow will be visible on the main page, and you can edit or delete it anytime after saving.

b. How to add an approval workflow for a department?

For greater customization, you can establish unique requisition approval workflows for different departments. This allows you to tailor the approval process to the specific needs and requirements of each department within your organization.

To set up a department-specific approval workflow, please follow these steps:

Step 1: Navigate to the "Settings" menu and select "Requisition Approval"

Step 2: In response to the question, "Does your organization require approvals for requisition creation?" choose "Require requisition approval".

Step 3: Click on the "Create Workflow" button.

Step 4: Select "Custom Requisition Approvals". 

The Custom Requisition Approvals pop will open.

Step 5: On the Custom Requisition Approvals pop-up, select a department from the dropdown field “Select Department”. 

Step 6: Enter the approval level(mandatory) and choose an approver(optional) from the dropdown menu.

When you open the Approver dropdown menu, you will find the option "No Default Approver" at the top, followed by a list of users with the requisition approver role below.

Note: If you add an approval level without selecting an approver, the system will automatically select the option "No Default Approver" for that level.

Step 7: Click on the "Add Approval Level" button to add more approval levels.

You can also remove a level by clicking on the bin icon or rearrange the levels by dragging and dropping them to change their order.

Step 8: After you've added all the desired levels, click the "Save" button to save the workflow.

The saved workflow will be visible on the main page, and you can edit or delete it anytime after saving.