As an optional feature, you can create specialized workflows that, when selected, allow you to define the workflow approvers directly in the Create/Edit Offer form. This is different from standard workflows where you define the approvers during the configuration process.
When you select this type of workflow in the Select Workflows drop-down list, the system dynamically displays the Workflow Approvers field in which you can select the names of the users that you want to define as approvers.
When you select a user, the system adds a unique approval stage to the workflow. The order in which you add users in the Workflow Approvers field defines the order in which their approval stage occurs in the workflow.
There can be only one approver assigned to each approval stage in the workflow. For example, you cannot select two users and have them be assigned to the same stage in the workflow, so that either of them can provide the approval. Instead, the offer letter form must be approved by one user before being sent to the next user who is selected.
Once you submit the offer letter, the process is exactly the same as for standard workflows, as follows:
- The system assigns the candidate the Offer Pending Approval status.
- If the offer form is rejected at any stage in the workflow, the system updates the candidate's status to Offer Rejected - Workflow, in which case, you'd need to submit a new offer letter form with the requested changes via a new workflow.
- If the offer letter is approved at all stages, the system updates the candidate's status to Offer Sent, and automatically sends the offer to the candidate.
- The approvals are all tracked in the candidate's profile, in the Status column of the Applied Jobs tab.
Using these specialized workflows is entirely optional, and you can continue to use the standard workflows where approvers are defined by administrators. The specialized workflow that allow you to define approvers don’t replace standard workflows. You can have both standard workflows and workflows that allow you to define the approvers in the Select Workflow drop-down list at the same time.
The following are some benefits of using these specialized workflows to define approvers in the Create/Edit Offer form:
- These workflows provide more flexibility for defining approvers. The settings used to define approvers in standard workflows in Workflow Administration > Workflow Designer can have limitations when used for offer letter forms. For example, the Send To Affected Employee's Manager option (available for routing nodes in approval workflows) cannot be used to route the offer to the hiring manager because the candidate isn’t yet recorded as an employee in Dayforce. However, with a workflow that allows you to define the approvers, you can select the hiring manager, or any other user, directly in the Create/Edit Offer form.
- These workflows allow for simpler configuration. With standard workflows, you need to include a separate pair of Routing and Decision nodes for each approval stage in the workflow. For example, you would need to add ten nodes to accommodate a five-stage approval process, compared to only one pair of Route To All from a List and Decision nodes with the specialized workflow.
- Moreover, standard workflows have a fixed number of approval stages, which means you must configure a separate workflow for the number of approvals you need (for example, separate workflows for one-level approval and two-level approval). In workflows for defining approvers, you need to configure only one workflow, and recruiters can define the number of stages each time they create an offer.