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Setting up a Requisition flow
Setting up a Requisition flow

How to set up a default or custom flow

Ester avatar
Written by Ester
Updated over a week ago

The Teamtailor Requisition feature allows you to create requisition approval flows ahead of time, increasing accuracy and speeding up the process. In this article, you will learn how to setup your accounts Requisition flows. You can work with two different kind of flows: Default flow and Custom flow. Let’s take a closer look!

A Company Admin user needs to request this feature to be added by your Teamtailor contact person or support team. Please note that this feature may come with an additional cost.

To set up your flows, go to Settings → Recruitment → Requisitions and enable the feature.

How does the approval flow work?

First of all, let’s talk about how an approval flow works. An approval flow consists of several steps of team members, and they are sequentially requested to give their approval to publish a new job/start the new recruitment process.

In practise, this means that the user added in step 1 will be the first users asked to approve the requisition. Only when this stage is completed, will the request move on to the second stage, and so on, until every stage of the flow is completed.

The user in a specific step will have the option to approve or reject the requisition. If the request is rejected, the creator will be asked to edit the requisition and re-submit it. When doing so the flow will start over, starting to request approval from the first step.

Demand approval from Any/All approvers in step

When a flow is set up, you have the option of choosing that All users in the stage has to approve the requisition. If choosing Any, it’s enough that one person approves

Approvers from this step can edit the flow

You have the option on any of the steps to enable that users in said step can edit the flow from that point onwards.

💡 This is handy if the flow you are creating doesn’t perfectly match a future requisition or if key members of your team want to create the approval flows on the fly.

Default flow

This approval flow will be used by default for every requisition that a member of your team makes, unless it is overridden by a custom flow. Please note, you have to have a default flow in place before you can create any custom flows.

Setting up a Default flow

Start by heading over to your Requisition settings, and create or edit your Default flow.

First, select which users should be in each step of the flow. Adding as many steps as you need and selecting if all of the users in that step need to approve the requisition before it moves to the next step or if just one of them has to approve it. 

You also have the option on the first step to enable the flow to be edited by anyone in that step. This is handy if the flow you are creating doesn’t perfectly match a future requisition or if key members of your team want to create the approval flows on the fly. 

If the person you need for the requisition flow isn’t already a member of the team you can invite other people via email using the “invite users to this site” link. Save the flow. This flow will now be used for all requisitions.

Now we have the default flow created we can go ahead and create the custom flows which will be used instead of the default flow if their parameters match that of the requisition request.

Custom flow

With a Custom flow, you can set up specific flows for combinations of locations, departments, roles etc and one of these flows will be used when a new requisition is created which matches those parameters. You can create as many custom flows as you need!

Setting up Custom flows

First, slick “Create Custom Flow” to open the flow editor. This editor works exactly the same as the default flow editor except the title bar is now editable and the location/role select boxes at the bottom have been added. 

Then, select which locations, departments and roles you want this flow to be applicable to. This means that whenever a requisition is created using this set of fields, this flow is used. Save the flow.

💡 Example! Company has added a Custom flow called S&M Stockholm where the Location Sweden and Stockholm, and department Sales & Marketing is added. This means that when a user submits a requisition request using this information, this flow is used instead of the Default flow.

Which user can be added as an approvers?

Any joined user with a login can be added as approvers to your requisitions flow.

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