You must create at least one new workflow that is specifically used for the offer letter form. You cannot use existing workflows, because the offer letter form has different processing requirements than other forms in Recruiting. These requirements are described below.
Before You Begin: The system doesn't come preconfigured with offer letter workflows, and you must create them. There is no limit to the number of offer letter workflows you can create.
Offer letter workflows only define the process that occurs before the system sends the offer letter to the candidate. This typically includes one or more approval steps (for example, HR, manager approval). Once the system sends the offer to the candidate, actions carried out by the candidate (for example, accepting the offer) or recruiters (for example, rescinding the offer) are managed by the Recruiting module, and are separate from the workflow.
Observing Class Notification Node
Offer letter workflows don’t use the Process node that is used in other Recruiting workflows. Instead, they use a node called Observing Class Notification to perform the processing function. This node is available by default in the Diagram tab of Workflow Administration > Workflow Designer.
Note the following about the Observing Class Notification node:
- The Node Properties panel of this node contains the Observer class Type drop-down list, from which you must always select the Offer Letter Approval option.
- Important: The Observer class Type drop-down list is cleared by default. If you don’t select the Offer Letter Approval option, the workflow throws an error when it's run, in which case the system doesn't allow recruiters to send another offer for the candidate's job application.
- The Observing Class Notification node should have at least one input connection leading from the Start node (for workflows with no approval steps) or Decision node (for workflows with one or more approval steps). Moreover, it must have only one output connection leading to the Notification or End node. It must not connect to Process nodes, because it provides the process function itself. Workflow examples are provided below.
- You can use as many Observing Class Notification nodes in a workflow as needed. Reasons for including more than one Observing Class Notification node are described below.
- The Observing Class Notification node handles offer letter processing both for internal and external candidates.
Basic Offer Letter Workflow Structure for Single Level Approval
Offer letter workflows typically include one or more approval steps where approvers (for example, HR administrators, managers) must either accept or reject the offer letter form. If they accept, the system sends the offer to the candidate. If they reject, the offer goes back to the Recruiting module, and recruiters need to submit a new offer with a new workflow. Pictured below is an example of an offer letter form with one approval step. The workflow routes the offer letter form to HR, who must either accept or reject the offer letter form:
Important: As shown in the example below, the Accept and Reject response must always pass through an Observing Class Notification node before reaching the End node. Failing to meet this requirement will prevent the offer process from completing. This requirement is discussed in greater detail below.
If the approving user accepts the offer letter form, the associated Observing Class Notification node triggers the system to send the offer letter to the candidate, and to update the candidate's status from Offer Pending Approval to Offer Sent in Recruiting.
If the approving user rejects the offer letter form, the associated Observing Class Notification node doesn't send the offer letter. It updates the candidate's status from Offer Pending Approval to Offer Rejected - Workflow in Recruiting.
Note: The Offer Rejected - Workflow status is crucial in the offer letter cycle because it allows recruiters to submit a new offer to workflow.
If an approving user rejects the offer letter form, and the Reject response doesn't pass through an Observing Class Notification node, the candidate's status doesn't update to the Offer Rejected - Workflow status. It remains as Offer Pending Approval, and in this case, the system won't allow recruiters to send another offer for candidate's job application.
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Unsupported Responses
Important: Offer letter workflows must only end with the Accept or Reject response. Other system responses (for example, Cancelled) or custom responses aren't supported. Failing to meet this requirement will prevent the offer process from completing.
Below are two examples of workflows that are unsupported for the offer letter because they include the Cancelled response. In either case, if the approver clicks Cancelled in the workflow form, the candidate's status will remain as Offer Pending Approval in Recruiting, and the system won't allow recruiters to send another offer related to the candidate's job application. Offer letter workflow functionality only supports when an offer is accepted or rejected.
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Using Notifications
Before You Begin: Adding notifications to offer letter workflows is optional, and it's completely separate from sending the offer to the candidate. As discussed earlier, the offer is sent to the candidate by the Observing Class Notification node.
You can configure offer letter workflows to send out notifications to users (for example, the submitter) when the offer letter form is approved or rejected in workflow.
The workflow depicted below has one approval step. However, two Observing Class Notification nodes are used so that the system sends separate notifications when the offer letter form is accepted or rejected.
Separate Observing Class Notification nodes are necessary so that Dayforce knows which notification to send.
Note: Currently, message tokens related to the Recruiting module (for example, candidate, recruiter, and hiring manager name) aren't supported in notifications for offer letter workflows. Moreover, currently, the options under the Send To Recruiting Recipients parameter in the notification properties don’t send notifications to the assigned recruiter or hiring manager.
Add Notifications after Processing
As a best practice, Observing Class Notification nodes should output to Notification nodes, rather than the other way around. This way the system only sends a notification after the Observing Class Notification processes.
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Multiple Approval Steps
You can add more than one approval step to an offer letter workflow by adding Routing and Decision nodes for each step. The following is an example of a workflow with two approval steps. As covered earlier, all Reject responses pass through the Observing Class Notification node. Moreover, the final Accept response in the workflow also passes through the Observing Class Notification node:
Note: You can add as many Observing Class Notification nodes to the workflow as needed to process the Accept and Reject responses of the workflow.
Workflows with No Approval Steps
The following is an example of a simple offer letter workflow with no approval steps. Because the offer letter form isn’t routed to any users for approval, an Accept response isn’t used between the Start and Observing Class Notification node. When a recruiter submits the offer letter to this workflow, the Observing Class Notification node automatically processes the offer letter as accepted (it triggers the system to send the offer to the candidate and updates the candidate's status to Offer Sent in Recruiting).
Resubmit Response Not Supported for Offer Letter Form
Offer letter functionality doesn't support adding Resubmit response anywhere in the workflow. In other Recruiting workflows, the Resubmit response allows approvers to route the form back to the submitter who can edit and reroute it for approval – all in the same workflow.
However, once the recruiter submits the offer letter form to workflow, it isn’t possible for the submitter or approvers to edit any part of the offer letter form; as described earlier in this document, the form appears as read-only in the Recruiting, Message Center, and Home features. Instead of requesting a resubmit, approvers must reject the offer letter form, and then the recruiter can submit a new offer letter form to a completely new workflow.
Workflow Automatically Sent
Once the offer letter form is approved and the workflow is processed, the system automatically sends the offer letter to the candidate.
Some organizations might want to verbally extend an offer to the candidate before sending it to them electronically. In this case, the organization should verbally extend the offer to the candidate before the final approver accepts the offer letter form and the workflow is processed.