Offer Approvals Flow

TAM supports a workflow that allows routing new job offers through an approval process before the offer is extended.  

To enable this feature go to Setup -> Other Company Settings, and select "Turn on the Offer Approval process".  This process can only be enabled by an administrator.

 

offer_approval.png

 

To create an Approval Flow go to Positions, Offer Approvals.

 offer_approval_3.png

1.  You can enter up to 10 approvers. The pulldown allows you to select any user in TAM, and it will populate their name and email.

2.  You can also select someone who does not have an account in TAM (such as a senior manager, controller, etc.) by typing in their name and email.

3.  You can designate that this approval flow be used for all positions created by a particular user. This can be useful if you have different users creating positions for different divisions/departments/etc. (Use ctrl-click to select multiple users.)

4.  You can setup reminders to be sent (by email) every day that an approval is waiting for any approver.  The reminders will be sent to the process initiator as well as the approver.

5.  Save each flow with a different name.  You can create as many flows as you like.

You can delete an approval flow by clicking on the red x next to the name in the drop down.

 

Once the Approval Flow(s) are setup they can be applied to any position on the Create/Edit Position page.

offer_approval_4.png

 

Once the approval flow(s) are created and assigned to a position, any applicant in those position(s) can then be submitted through the hire approval flow. This is done from the applicants's page (currently this must be done manually, although in the future TAM will allow these to be tied to trigger events).

offer_approval_5.png

 

  1. The "handshake" icon will bring up the dialog box to begin the approval process.
  2. You can enter any desired message to the approvers here. This message will appear at the top of the approval page.
  3. the "Start" button will start the process. An email will then be sent to the 1st approver in the list.
  4. The "Preview" button will open another browser table previewing what the approver page looks like.

 

 

The approver email looks like this:

offer_approval_6.png

 

Each approver has the option of Approving or Rejecting the offer, as well as entering notes.  If the position is approved it is routed to the next approver in line.  If rejected it is returned to the originator.

 offer_approval_7.png

  1. The message entered in the dialog box on the applicant's page will appear here.
  2. Position details are displayed on the left side of the page. There is a link to the job posting. Also, any attachments to the position will be included here.
  3. Applicant details are displayed on the right side of the page. There are links to the applicant's resume, cover letter, employment application, and any other attachments. The actual offer letter can be included as an attachment if you want you approvers to have access to it.
  4. The Approval Status with each approver, date approved, etc is shown here.
  5. Any approver can enter any desired notes.
  6. Once the Approve or Decline box is checked a Submit button will appear below. Clicking that button will submit this approver's notes and actions, copy the initiator on the results, and send an email to the next approver in the flow.

 

Once all aprovals are complete the flow initiator will be notified.

In addition the approval history will be maintained in the position's as well as the applicant's notes.

offer_approval_8.png