Job Requisition Approval Workflow

What happens if HR asks for changes to the requisition?

The status updates to Awaiting Manager Revision and the manager receives an email with HR's comments plus a form link to submit revised details. Once the manager submits the form, those details are saved to the record and the workflow returns to the HR Review task so HR can re-assess. This loop can repeat as many times as needed until HR marks the requisition ready for approval.

Can this handle a requisition that's rejected by Finance instead of Senior Management?

Yes, the workflow checks Finance's decision before it ever reaches Senior Management. If Finance rejects the budget, the status is set to Rejected and the manager is emailed immediately, so the requisition never proceeds to the Senior Management step. Only requisitions Finance approves move forward for Senior Management review.

What if Senior Management approves but Finance already rejected it earlier?

That sequence can't happen because Finance approval is requested and routed before Senior Management is ever asked to weigh in. A requisition only reaches the Senior Management Approval step after Finance's decision is recorded as approved. This keeps the approval order consistent for every requisition.

Who is responsible for each step in this workflow?

Managers submit the initial request form and respond to revision requests. HR completes the HR Review task, recording comments and a recommendation within a 3-day due date. Finance and Senior Management each provide an approval decision, and a recruiter receives a task to start recruitment once the requisition is fully approved.

What if the recruiter doesn't complete their task right away?

The Create Recruiter Task step does not wait for completion, so the requisition workflow itself finishes and the manager is emailed approval confirmation regardless. The recruiter's task, due in 3 days, still appears on the record's task list along with the Recruitment Channel field once they fill it in. This keeps the requisition record moving without holding up notification to the manager.

Can we customise the fields on the request form or the approval steps?

Yes, a workspace admin can describe the change in plain English or edit the steps directly in the workflow editor, and earlier versions are kept if you need to revert. This makes it straightforward to add fields to the request form, adjust due dates, or change wording in the manager emails. Any changes apply going forward without needing a separate development project.

What if a manager doesn't have an account in the system?

Managers take part entirely through the public request form and the emailed revision form, so no account is needed at any point. They submit the original requisition details, receive acknowledgement and status emails, and respond to revision requests all through form links sent to their email. Their identity is captured from the Manager Name and Manager Email fields on the original submission.

How can we tell where a specific requisition is in the process?

Each requisition is a record with a reference number, a current status such as HR Review, Awaiting Manager Revision, or With Recruitment, and a full timeline of what happened. Table views and dashboards let you see requisitions grouped by status at a glance. Workspace activity is also logged, giving a record of who acted on each step.

What if we want to require Finance sign-off before HR even reviews the requisition?

The order of steps can be changed in the workflow editor or by describing the desired change in plain English, since the current HR-then-Finance-then-Senior Management sequence isn't fixed in stone. Reordering the routing steps lets a workspace put Finance approval earlier or later in the chain to match its own process. Earlier versions of the workflow are kept, so this can be adjusted without losing the original design.