In order to help the HR team to manage an activity prior to the publication of a vacancy, we have developed the Job Request module specifically dedicated to the creation of the job application and the management of the approval workflow.


For large companies and SMEs, Employment Agencies and Recruitment & Selection Companies with locations/branches spread across the territory that need to structure their recruitment processes or obtain approval for future selections, it is now possible to manage the Job Request and structure the approval workflow directly in the ATS.


  • Workflow Creation
  • Job Request Field Structure
  • Job Request Form
  • Job Request Creation
  • Job Request Approval
  • Conversion of Job Request into vacancy


Workflow and Form Configuration (dedicated to Administrator users)


Workflow Creation


The Workflow defines the users responsible for approving a job request.


To create a workflow proceed as follows:


1. click on System settings > Process management > Job request > Workflows list > Add new;


2. Name the Workflow;


3. Add Approvers by selecting them from the Users search and clicking on the Add button.


4. You can determine the order of approval by dragging the users from the icon shown in the following screenshot:



NB: it is not possible to modify a Workflow already associated with a Job Request.


Field Structure, Form Creation and Condition Management


Build Job Request entry forms by defining the conditions that will initiate one of the approval workflows. You can link the forms to simpler or more structured workflows depending on the complexity of the job request type.




Job Request field structure


Just like when creating applicant forms or interview notes, you need to create fields before incorporating them into Job Request forms.


To create the fields proceed as follows:


  • click on System settings > Process management > Job Request > Job Request form fields structure;
  • create the Categories (by clicking on the "Add Category" button) and subsequently the Fields (by clicking on Add field) which can be activated and conditioned in the Job Request Form.


Job Request Form Creation


After creating the fields, the next step is to create the Job Request form and define the associated conditions and workflows.


To create a form, proceed as follows:

  1. click on System settings > Process management > Job request > Job request form > Add new;
     
  2. in Tab. 1 give the form a name. This will be visible to users who will be able to create new Job Requests, so we suggest using a 'speaking' name, clear to all users;
  3. in Tab 2 choose the fields to be made active and mandatory within the form;
  4. in Tab 3 configure the conditions and associate the corresponding Workflow.
    E.g.: if for the field "Type of contract" the value "Open-ended contract" is selected, start the Workflow with the name "Open-ended contract".
    If the value "Fixed term" is selected, start the Workflow with the name "Fixed term".

 


Job Request Creation and Approval


Define the objective of the job request, indicate the job title and expected skills and start the approval process. Check the status of your request and preview the details associated with it.


Job Request Creation


To create a job request, proceed as follows:


1. click on the Job requests item from the side menu and then on the top right button Add;

2.assigns a Title to the request and selects the Form;

3.fill in the required information (mandatory and optional).



In the Other information section, below, you can pre-fill the fields that will be displayed in the vacancy.


4.click on the top right button 'Start approval process' to complete the job request.


NB: If your request does not have a workflow set up, please contact your company administrators to make the necessary changes.


Job Request Approval


If you are an approver you will receive an automatic email asking you to approve or not approve the job request when it is your turn.


From your private area of Inrecruiting, from the Job Requests side menu you will see the requests waiting for your approval.



By clicking on the title of the job request you will be able to see its details and, using the appropriate buttons, decide whether to approve or reject the request.

NB: If one of the approvers included in the Workflow refuses the request, the entire approval process will be stopped and an automatic notification will be sent to the user creating the Job Request.


Converting a Job Request into a vacancy


Once a job request has been approved, you have the option of converting it into a vacancy.


Click on the title of the approved request, then click on the 'Turn into vacancy' button in the top right-hand corner.



The title of the job application will automatically be transferred to the 'Title' field of the vacancy, as will the fields in the 'Additional Information' section if filled in by the applicant.