Approval - Permissions and Settings
The following permissions and settings are used for the approval functionality.
| User Type Permission | Location |
|---|---|
| Forego the approval process | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers > Approval |
| Choose to pass when this user is asked to approve an offer | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers > Approval |
| Amend an approval path | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers > Approval |
| Decide for other approvers | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers > Approval |
| Send an approval request reminder for offers | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Offers > Approval |
| Approve requisitions | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Save a requisition as open | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Choose to pass when this user is asked to approve a requisition | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Choose to pass when this user decides on behalf of another approver | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Create an approval path | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Decide for other approvers when creating an approval path | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Amend an approval path created by this user | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Remove approver, change decision of approver, or change approved requisition recipient when amending an approval path created by this user | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Amend an approval path created by another user (user B) | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Remove approver, change decision of approver, or change approved requisition recipient when amending an approval path created by another user | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
| Send an approval request reminder for requisitions | Configuration > [SmartOrg] Administration > [Users] User Types > Recruiting > Requisitions > Approval |
Data Access Security
When conducting an approval, users will be able to see data they are authorized to view based on their viewing permissions. For example:
If a user is authorized to view fields with the General security level, then these fields will be displayed on the file. Fields having the Restricted or Confidential security level will not appear on the file.
If a user is only authorized to view compensation data on requisitions where he/she is the owner, compensation fields on requisitions outside of their ownership will not be displayed.
If a system administrator has forgotten to give users at least viewing permission to fields with the General security level, general viewing rights will be granted to allow the file to render.
Exception Scenarios
If a user's group changes so that they no longer belong to the authorized approving user group: This will not change the user's ability to execute the approval. The user will still receive the task and will be able to complete the approval review and decision.
If a user's permissions change so that they are no longer authorized to conduct the approval: The user will not be able to complete the approval request. The task will remain assigned to the user but when trying to complete the task, the user will receive a message indicating that the user is not authorized. For the approval process to proceed, the user's permissions will need to be changed, or the approval path will need to be amended.
| Setting | Description | Default Value | Location |
|---|---|---|---|
| Enable Approval Models | Allows collaborative (parallel) approval in addition to sequential approval. It allows
forwarding an approval request to another approver if the user has the permission to amend
approval paths. When using Dynamic Approval Routing, if more than one user included in a functional role matches the given Organization-Location-Job Field context, then all those users are included within the same sequence in the approval path, resulting in the approvers being in parallel. |
No | Configuration > [Recruiting] Settings |
| Offer Default Approval Model | Defines the approval model that will be used by default when users are creating an offer approval request. | Sequential | Configuration > [Recruiting] Settings |
| Requisition Default Approval Model | Defines the approval model that will be used by default when users are creating a requisition approval request. | Sequential | Configuration > [Recruiting] Settings |
| Offer Approval Workflow Activation | Determines whether or not approvals are used on offers. | Optional | Configuration > [Recruiting] Settings |
| Offer Letter Must be Selected for Approval Request | Allows a request for approval only if an offer letter has been selected. | No | Configuration > [Recruiting] Settings |
| Requisition Approval Automatic Reminder | Remind approver to provide a decision on the requisition approval X days after having sent the last notification. The maximum value is 365 days. Setting the value to 0 does not send any reminder. | Configuration > [Recruiting] Settings | |
| Offer Approval Automatic Reminder | Remind approver to provide a decision on the offer approval X days after having sent the last notification. The maximum value is 365 days. Setting the value to 0 does not send any reminder. | Configuration > [Recruiting] Settings |