Approving jobs

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The approval process makes it possible to have a job approved by one or more authorities before it is published to the job board.

Once the preparation of the job profile is complete and any job posting questions and/or requirements for applicants have been written, approvers can be added to the job in order to request their approval.

HR experts, hiring managers and committee members can view all outstanding job approval decisions directly in their cockpit via the “Approvals” section. The link for “My outstanding decisions” shows the number of outstanding decisions. This link takes you to the overview of all jobs awaiting approval (/SelfServiceApprovals). Within this overview, you can navigate to the decisions you have already made (show the “My past decisions” link).

Add approvers to job

One or more approvers can be added for the approval of a job. Approvers are directly assigned to (or removed from) the given job in the “Approval” tab.

Approvers

Only people from the branch office associated with the job are listed as approvers. Any person can be selected, regardless of their role.

Content for approval

Publication languages

Each approver is presented with job postings for approval in the language version that corresponds to that person’s user language. For example, if a job is to be published in German and English (appropriate publication contents have been provided for these languages) and the approver has selected English as their user language, then this person will be presented with the English version of the job posting for approval.

Note:

  • If the approver has selected a user language (e.g. French) for which there is no corresponding language version of the job posting (e.g. if it is only in German and English), then the person will still be asked to approve the posting, but the publication contents they are asked to approve will be empty.

Internal and external job postings

Approvers see the publication contents for both external and internal job postings (if publication contents are defined).

Set order of approval process

The approval process follows a strict pre-defined order. Any given person in the approval chain is only asked to make an approval decision after the person before them in the process has made a positive decision.

The order in which approvers should be contacted can be changed with the and arrows.

The hammer icon shows which of the approvers has been most recently asked (displayed when mousing over the hammer icon), i.e. whose decision is expected next. When the most recently asked approver has made their decision, the hammer icon moves to the person whose approval decision is next in line. In general, then, the hammer icon moves from top to bottom — provided that the approvers make their decisions in the same order in which they are contacted.

Notes:

  • The order of approvers cannot be changed after the approval process has started.
  • Requests for decisions are sent to each person by email. This email contains a specially generated link that takes the person to a decision form.

Important notice

For security reasons, the default configuration of the system email template for vacancy approvals will no longer include an email parameter (change from calendar week 23).
>> The following URL section (in bold) has been removed:
https://[Special.Hostname]/SelfServiceApprovals/Position/[Approval.StellenID]/Approval/[Approval.ID]?EmailParam=[Approval.LoginKey]&customer=[Customer.Name]&lang=ger&DesignID=[Design.ID]

Modification of the system email template for vacancy approvals

Please follow the following steps to modify your template to address the current security requirements, if you customized your email template for vacancy approvals:

  • Open the affected email template using the URL extension: "/Administration/SystemTemplates/19/Profile”
(or via: “Main Settings” > “System Emails” tab > Click email template “Request for vacancy approval” (code: SystemTemplate_AskForApproval))
  • If your template contains the following parameter, be sure to remove it: EmailParam= [Approval.LoginKey]&
  • Afterwards, the URL should look as follows: https://[Special.Hostname]/SelfServiceApprovals/Position/[Approval.StellenID]/Approval/[Approval.ID]?customer=[Customer.Name]&lang=ger&DesignID=[Design.ID]
(For comparison, see the following URL containing the parameter mentioned above. This is considered a security risk as it allows automatic login to access your profile: https://[Special.Hostname]/SelfServiceApprovals/Position/[Approval.StellenID]/Approval/[Approval.ID]?EmailParam=[Approval.LoginKey]&customer=[Customer.Name]&lang=ger&DesignID=[Design.ID])

This configuration prevents unauthorized access beyond an individual's granted access rights in case an email for vacancy approval is accidentally forwarded to an unauthorized person. Ignoring the instructions above for the removal of the parameter (EmailParam=[Approval.LoginKey]&) creates a preventable security risk to personal data.

Any customization of system email templates (as well as any other custom configurations of the solution) is the responsibility of the customer.

When using SSO

If you are using SSO - Single Sign On, the system email sent during the approval process (Code: SystemTemplate_AskForApproval - Approval of vacancy) needs to be modified as follows:
https://[Special.Hostname]/SelfServiceApprovals/Position/[Approval.StellenID]/Approval/[Approval.ID]?customer=[Customer.Name]&lang=ger&DesignID=[Design.ID]&v4login=sso

Start and administer approval process

Start approval process

After the approval process has been defined and set up, it can be started. A note field appears in which additional information can be added for approvers if necessary. The current state of the approval process can also be seen in the overview.

The job status changes to Approval process started.

Reset and restart approval process

This action resets all decisions already made in the approval process, and the process is started over from the beginning. This can be useful if no approval is received from a given approver, since the process can then be manually repeated. A system email is sent to the responsible HR expert to inform them that the process has been terminated.

Resume approval process

This action only appears when an approver has declined to give their approval. When you choose to resume the approval process, it continues with the approver that had declined to give approval.

Add or remove people during an ongoing approval process

People can be added or removed at any time during an approval process. However, note that the approval process must be restarted after new approvers are added!

Edit or reset approval decisions

Approval decisions can be reset or edited and supplemented with comments after they are made.

Resetting a decision

If an approval decision is revoked (reset), the relevant person is asked to answer the approval request again.

Resend approval request

If the approver has already been contacted, but has not yet made a decision, the process comes to a halt at that point. The approver in question can therefore be contacted again with the “Resend approval request” action. You have the option to attach a new comment when sending the notification.

Email notification after end of the approval process

When the approval process has ended and the job has been approved, then in addition to the responsible HR expert and hiring manager, the alternate HR expert and hiring manager (if any) are also automatically informed by email (in CC). Clicking on the link provided in the email displays an overview of the approvers’ comments and decisions.

Job status in the approval process

  • Once the approval process has been started, the Job status changes to Approval process started.
  • When all approvers have approved a job, the job status changes to Approved.
  • If the job was not approved, then the job status changes to Declined.

Related topics

Actions

  • Start / Resume / End approval process
  • Create reminder for this job
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