Creating a Requisition Template

To create a requisition template:

Click the System tab.
Under the Requisition Manager heading, click the Requisition Process Templates link.
This will display a list of all currently configured Requisition Templates.
To create a new Requisition Template, click the + Create Requisition Process Template link in the top left hand corner of the page.
This will take you to a blank Manage Requisition Process page.

Process Name: Enter the name of this requisition template in this field.

Job Template: Use this drop-down list to attach this requisition template to a specific job template. Each time a requisition process is complete, the job creation process will be run using this job template.

Note: If you would like to select a Job Template at the end of each requisition, DON’T use this option.

Active: This will allow you to activate/de-activate templates. You won’t be able to change the status to Active until there is at least one step in the Requisition workflow. It is best practice to make the template active after you have completed the Requisition Template.
After you have completed these fields, click the Save button.
This will then show links to add steps to your Requisition Process:

A requisition process typically consists of at least 3 steps; an Initiate Request step, an Assign Approvers step and an Approval step. When creating a Requisition Process template, the first thing you need to do is add these steps.
To add an Initiate Request step, click the + Create Step link here:
This will then take you to the Manage Requisition Step page:
Enter the Step Name, Step Type (in this case Requisition Form) and click the Save button.
A new tab will appear at the top of the Manage Requisition Step called Permissions. Click this tab to define which users will have permission to carry out the Requisition Step.
You will then see the following screen:
Typically the first step of a Requisition process will be assigned to the creator of the request.
Once you have completed this form, click the Save button.
Return to the Manage Requisition Process by clicking the Requisition Process Template link at the top left of the screen:
You will now be able to view the created step:
Now you need to add the next Requisition step of the process. Click the + Create Step link again.
This will then take you to the Manage Requisition Step page.
Start creating your requisition step by filling out the following:

Step Name: Type in what you would like to call your requisition step in this field, e.g. Request to Recruit, Assign Approvers, Manager Approval etc.

Step Type: This will define what type of requisition step will be used. Use this drop-down to select from either:
- Requisition Form – This is the most commonly used step type, allowing the user to enter details into a preconfigured form for the approval process, as well as approve/declining the requisition step.
- Criteria Setup - This option is used to insert the text for the key selection criteria question(s). Once these questions are edited, they will flow through to the application form and the subsequent requisition form(s).
- Talent Search – This option allows the user to search for candidates at any step during the requisition. Upon finding the right candidate(s), the requisition can jump straight to job creation. This can only be used for requisitions that aren’t locked to a job template. (See the section on setting up a Talent Search step).
- Select Job Template – This option allows the user to select which job template will be used in the job creation process based on this requisition. Predominately this step type is used at the last step of the requisition.
- Assign Permissions – This option allows the user to assign steps in the requisition to certain users. Predominately this step type is used at the first step of the requisition.
- Assign Roles – This option allows the user to assign specific Requisition and Assessment roles to certain users, e.g. Chair, Panel Members etc… These roles can then be used in the Assessment Process Manager (APM).
Form: Use this drop-down list to select which requisition form you want to attach to this step. Requisition forms are configured and stored in the Form Template Library.

Continuous Execution: Clicking this checkbox allows a user (if assigned to multiple adjacent requisition steps), to continuously flow through the steps without having to go back to the Task list.

Attach Merge Document Template: Clicking this checkbox will allow you to attach a merge document from a template library, useful for building a position description based on the details specified in the requisition process.
Once you have completed the Requisition Step page, click the Save button in the bottom right hand corner of the screen.
A new tab will appear at the top of the Manage Requisition Step called Permissions. Click this tab to define which users will have permission to carry out the Requisition Step.
You will then see the following screen:

Let’s go through each section:

Permissions: These checkboxes will determine how the requisition step will be completed
- Configure Now – This option is ticked by default and means that this step won’t have to be amended after the requisition is raised. This is also used to hardcode a user to be assigned to this step. For example, if there is a CEO step, you can make sure that the CEO is always the designated user.
- Configure immediately prior to step opening – This option will allow you to assign a task to another user, so they will receive email notification to assign the user to the requisition step once the requisition is commences.
- Assign to Creator – This option will make sure that this requisition step will always be automatically assigned to the user who raises the requisition. Always use this option when building the first step in the requisition process.
If you choose Assign to Creator configuration, you won’t need to select any users as it’s assigned to the requisition creator.

If you choose Configure Now configuration you will have to select the user(s), user groups or roles to allocate to this step using Requisition Users.

Requisition Users: This list will allow you to nominate which user; user group or role will be in assigned to this particular requisition step. You can nominate more than one user at a time by holding down the Ctrl key and selecting multiple users or user groups. These users will be alerted via email once the requisition step needs to be completed.

In assigning users to the requisition step, you can click the appropriate checkboxes and choose from 4 types of users:
- General: All Users with Permission to this Job: This will ensure that only users with access to this requisition will be able to complete this step.
- Roles: This ensures that only the users selected for individual roles in the requisition process will have access to complete this step.
- User Groups: This will allow all users from the group(s) selected to complete the requisition step.
- Users: This will allow a specific user(s) to have access to complete the requisition step.
If you choose Configure Immediately Prior to Step Opening configuration you will have to select the user, user group or role, which will have to setup this step:

Send Task Notification Email: Clicking this checkbox will make sure a task notification email will be sent to the designated user, once their requisition step is ready for completion. A dropdown list will appear, allowing you to choose an email template from the email template library.
Once you have configured the requisition step, click the Save button at the bottom right hand corner of the page.
Return to the Manage Requisition Process by clicking the Requisition Process Template link at the top left of the screen:
You will now be able to view the created step on the page below:
Add the next requisition step by clicking the + Create Step link again.
Repeat the process until you built all the steps, linked with the requisition forms.
For this example, we have built a simple 4 step requisition process:
Now we need to attach rules to drive the requisition process.

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