Setting up an Approval Step
- Click the System icon at the top right hand side of the page.
Click the Form Templates link under System to go to the Form Template List.
In order to set up the approval Step in an APM, you need to make sure to have at least one assessment form and one approval form built.The approval form has the same structure as an assessment form; typically it should be built with a decision question and a free text paragraph to include comments for the delegate/assessor to justify their decision.
An approval form should look like this:
- Now you need to create/edit the Assessment Process Manager (APM), click the Assessment Process Template link under Assessment Manager. We will add an Approval Step to an existing APM.
- An Approval Step needs to be added after an Assessment Step. For this example we will add a Shortlist Approval step after a Shortlist Assessment Step. The Shortlist Assessment step is usually used when you are assessing candidates based on answers to questions on an Application Form. In this example candidates are assessed based on their answers to Key Selection Criteria (KSC) from the Application form. A Ratings scale is used to a score the Candidate’s answers to the KSC, and there is a decision question at the bottom of the form:
KSC Ratings Scale:
Shortlist Decision answer options:
- Now you can start adding an approval step by clicking the+ Create Approval Step link at the top left hand corner of the Manage Assessment Process screen.
You will then see the following screen:
| Option | Description |
|---|---|
Target Step
| This drop-down list will allow you to choose which assessment step will trigger the approval step. In this case, the Shortlist step is used. Using this allows you to link a specific assessment step to an approval step. |
Form
| Use this drop-down list to select the Approval Form you want to attach to this step. Approval forms are configured and stored in the Form Template Library. |
Header Template
| Select which header template to appear at the top of the approval form. The header template can show Job Name, Reference or any Job Detail (include basic reporting data as well). These are configured and stored in the Header Template library. |
Approval Mode
| Select the mode in which Successful and Unsuccessful candidates are determined. Each mode is described below. |
Approval Mode - Drag and Drop
| When this option is selected, you are able to drag and drop the candidate into either successful or unsuccessful (or on hold) sections, and even change the order of merit within those sections. This option is best used with a job when dealing with less than 50 candidates. |
Approval Mode - Cut Off
| When this option is selected, you are able to cutoff the candidates based on the number of candidates you wish to take to the next step, or drag a bar to separate the successful and unsuccessful candidates. Any candidate within the cutoff number (or above the bar), will move to the next APM step, whilst any candidate outside the cutoff number (or below the bar) will be made unsuccessful. This option is best used with a job when dealing with more than 50 candidates. |
On Hold
| This option will allow you to decide whether you would like to see the On Hold option in the approval Step when re-ordering the candidates. This option will only be available for the Drag and Drop approval mode. |
Display Column Types
| Use this checkbox to choose how you would like to view the candidate’s ratings. |
| Display Column Types - Step Totals | When this option is selected, the candidate’s scores will appear as a total number for each selected assessment step. |
| Display Column Types - Selection Criteria Averages | When this option is selected, the candidate’s scores will appear as an average score for each criterion (based on selected assessment steps). Display Range Labels Instead of Scores: When the Selection Criteria Averages column type is selected, you can align pre-made labels to the scores/ratings in the Step, e.g. a score of 1 will appear as an F, and a score of 5 will appear as an A. |
| Select Steps to Include | Use this checkbox to choose from which step(s) the ratings or scores will be extracted from to appear in the Approval Step. If there are multiple Assessment steps prior, they will all be able to be selected using this method if you wish to include them with the Approval step. |
| Candidate Assessment Forms | Select this option if you want to allow the approver to view the candidate’s past assessment for that particular job whilst in the approval step. |
| Recruiter Files | Select this option if you want to allow the approver to view the recruiter files for that particular job whilst in the approval step. |
| Attach Merge Document Template | This option will allow you to connect a pre-configured merge document from a template library with this step, so once the approval forms have been completed, you will be able to export a file including assessment information (including a scoring table) into a word document. This is very useful for exporting documents like a selection Step. |
Once you have completed the Approval Step page, click the Save button.
