How do I configure an Authorisation Workflow?
During Phase 2 of your Implementation you'll have identified how many authorisation workflows are sufficient, or if any changes need to be made. This is now your opportunity to make the relevant changes to the existing Authorisation Workflows in your system, or add/remove as required.
Unless stated otherwise, the information below applies to both Vacancy and Placement Authorisation Workflows.
Creating a new Authorisation Workflow
If you've identified that you need additional authorisation workflows, access your Eploy Core System and from the main menu click Admin > Authorisation Workflows.
From the toolbar, click New.
You'll now be looking at the Workflow Settings and Filter, which you can learn more about below.
Authorisation Workflow Settings and Filters
To edit the settings and filters of an Authorisation workflow, from within your Eploy Core System main menu click Admin > Authorisation Workflows, then click on the name of the workflow you'd like to edit.
The Workflow Settings and Filter section is located at the top of the Workflow page.
From here you'll be able to:
Give the workflow a Name and Description
When creating a new authorisation workflow, you'll be able to Indicate whether this is a Vacancy or Hire authorisation workflow (this cannot be changed once saved)
Activate and Deactivate the workflow
Indicate whether Fast Tracking and/or Self-Authorisation should be enabled
Configure the filter which identifies the criteria which need to be satisfied for this Authorisation Workflow to be used
To make any changes to these settings, simply select or deselect the relevant checkbox.
To change the filter, click Edit Filter. This will open the Advanced Filter window where you'll be able to amend the existing set of conditions and add your own. To learn more about the advanced filter, please see this article.
Having made your changes, click Save.
Stage Settings
Below the Workflow Settings you'll find each Stage of the authorisation workflow.
📌 Note if you've just created a brand new authorisation workflow, there will be no stages listed - you'll need to add them all from scratch.
Each stage within the Authorisation Workflow corresponds to a Vacancy Status, in the case of Vacancy Authorisation Workflows; and a Hire Status, in the case of Hire Authorisation Workflows.
Bearing this in mind, the first thing you'll need to ensure is that the relevant statuses are available in your system - if the statuses aren't there, you won't be able to use them for an authorisation stage.
🤓 Tip: To manage your Vacancy and Hire statuses open Eploy in a new tab (click View > New Window within the main menu), click Admin > Drop Down Lists, then select either Vacancy or Hire Status.
To add a new stage, click the Add button at the bottom of the page.
To edit an existing stage, click its name.
You'll now be able to either enter or amend the settings for this stage, including:
The Status and Advertising Settings
Identifying the user type for this stage (i.e. what type of user should be in control at this stage) and any associated settings
In the case of Authorisation Stages you can indicate how many authorisers can be selected, where in the Hierarchy the authoriser can be selected from and the Position Type of the Authoriser
Finally, you'll be able to enter the email notification settings for the stage.
Email Templates
The email templates used within Authorisation Workflows can be accessed from within the Emails tab at the top of the Authorisation Workflows page.
Testing your Authorisation Workflows
Vacancy and Hire Authorisation should already form part of your testing plan, but you'll also need to ensure that you include any changes you've made to existing workflows, along with any new workflows you've created.
Within your Teamwork project, please open the Phase 4 folder within the Files tab. In here you'll find the Customer Testing Example Scenarios spreadsheet. This document has two worksheets - the first is a list of example/recommended test scenarios. The second is a dedicated area for you to add your own test scenarios.
This second worksheet is broken down in to the main stages of a recruitment process. We'd recommend that, as you make changes to each authorisation workflow, you should add a line for each one within the Raising a Vacancy & Sending for Authorisation and Raising an Offer Request and Sending for Authorisation sections.
Doing this as you build or amend your Authorisation Workflows will ensure that you don't forget to test them when you move in to Phase 4; but also, by testing each authorisation workflow you can be assured that they are behaving as required.
Further Information