To be able to move the Requisition between different steps in the process, rules need to be configured. These rules are used in requisitions to push requisition tasks to the next step and notifying the users, pushing steps back in the process if amendments are required, as well as launching the job creation process.
The following example will show how to create a rule that will move the requisition to the next step in the process upon approval. You will be prompted that rules need to be created to drive the approval process like so:
To add a rule to a requisition step:
- Click the Add Rule button next to the step name here:
- This will display the Manage Rule page.
Rule Name: Enter the name for the rule here.
Rule Trigger: Use this drop-down list to select between:
- Exit: Selecting this means that the rule will become effective as the requisition step is completed. (This is option to be used predominately for requisition steps).
- Entry: Selecting this means that the rule will become effective as the requisition enters this approval step. This feature is most commonly used for skipping steps in a requisition workflow.
Source: This drop-down list will determine where the trigger for this rule is located. You will be able to select from:
- Requisition Form: Selecting this option would trigger the rule based on the requisition form answers. The form will appear in the drop-down list by name. For example:
As you add more rules to the other requisition steps, more forms will appear, representing all the forms that would have been completed in the process prior to the rule being called.
With this example, we are going to create a rule that moves the requisition step to the next assigned user, therefore we will name this rule “Progress”.
- Select the rule trigger to be Exit and choose the Request to Recruit as the source.
- As soon as you choose the source, the question drop-down list will automatically appear with requisition questions. In this case, we will select the Proceed to next step question.
- The question’s options will instantly appear as shown here:
- Select the value(s) that will trigger the rule, in this example we will choose the Progress to next step checkbox to approve this requisition step. (You can choose multiple options to trigger a rule).
- If Actions are to be triggered from this rule, select when this action will be applied. Choose to apply actions to the rule if the answers:
- Match any selections.
- Match all selections.
- Do not match any selections.
- Do not match all selections.
- Once you have set up the rule trigger, click the Save button at the bottom of the screen.
- The screen will refresh and you will now see a link called Add Action. This link will allow you add an action that is triggered once the rule has been called.
- Click the Add Action link.
- This will then take you to the Manage Rule Action page.
- Use this drop-down list to select the Action Type.
Select from:
- Make Step Decision: This action will move requisition to the next approval step – Successful, Unsuccessful or On Hold. This is the most commonly used action type for requisitions.
- Rollback to Step: This action will allow the assigned user to push back the requisition to a previous step in the process when changes are required.
- Email: This action will send a specific email to an assigned user in the process. (This action is best used in conjunction with Rollback to Step action).
- Delete Form Data: This action should be used in conjunction with the Rollback to Step action, as it will delete the data entered in the form of the step you are rolling back to. It is best practice to use this if you have the same questions appearing on your current form and pre-population is turned on.
- Not Approve Requisition: This action will close the requisition down.
- Approve Requisition: This action approve the final step in the Requisition and commence the job creation process.
Let’s look at these Action Types in more detail:
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