Workflow that allow recruiters to define approvers while submitting the Create/Edit Offer form have all of the same elements of the standard offer letter workflow, except that they also include a Route To All from a List node.
This node is available by default in the Diagram tab of Workflow Administration > Workflow Designer.
This node must have the following connections:
- A connection that inputs from a Start node.
- An Accept connection that inputs from a Decision node.
- An End of the list connection that outputs to an Observing Class Notification node.
- When you create a connection that outputs from the Route To All from a List node, the properties for the connection include the Predefined Names setting. This setting allows you to select the Route to a list member or End of the list options to define the connection.
- A Route to a list member connection that outputs to the Decision node.
The function of the Route To All from a List node is to route approval requests to users. The users that the node routes to are those whom the recruiter selects in the Workflow Approvers field of the Create/Edit Offer form. The request is only sent to one approver at a time. Each approver represents a separate stage of workflow approval.
The Workflow Approvers field is only displayed in the Create/Edit Offer form when a recruiter selects a workflow that contains the Route To All from a List node. If a workflow is selected that doesn't contain this node, then the Workflow Approvers field isn’t displayed.
Note: The application only checks whether Route To All from a List node was used, and doesn't check for misconfiguration of a workflow that contains this node. For example, it will still display the Workflow Approvers field for a workflow that wasn’t configured correctly.
Configuration Notes:
- You must only include one Route To All from a List node in a workflow.
- You can configure more than one workflow that allows users to define approvers. For example, you might need workflows to have different notification content for offers of employment or promotions.
- You can configure a workflow that uses a combination of the Route To All from a List node and standard Routing nodes. For example, you might want an administrator to be the final approver of all offers before being sent to the candidate, regardless of the approvers that the recruiter defines.
- In this case, once all of the approvers that the recruiter defined have approved the form, the workflow passes from the Route To All from a List node to the End of the list connection, to the Routing node, which routes the form to the administrator:
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- Once the administrator accepts the form, the workflow passes from the Decision node through the Accept connection, Observing Class Notification node, Notification node, and End node.
Configuration Example:
In the following example, recruiter Joe selects a workflow that contains the Route To All from a List node, and as a result, the system displays the Select Workflow setting. He selects two approvers from this setting, hiring manager Nick and HR administrator Brenda:
When he submits the form, the system triggers the workflow that he selected:
When the workflow reaches the Route To All from a List node, Dayforce looks for the first user who was selected in the Workflow Approvers field of the Create/Edit Offer form, in this case Nick. The workflow continues through the Route to a list member connection to the Decision node, where an approval request is sent to Nick.
If Nick rejects the offer letter form, the workflow passes through the following elements:
- The Reject connection.
- The Observing Class Notification node, which performs the function of updating the candidate's status to Offer Rejected - Workflow.
- The Notification node, which can be configured to send a notification to the recruiter or other users to inform them that the offer letter form was rejected during workflow approval.
- The End node.
However, if Nick accepts the offer letter form, the workflow passes though the Accept connection and back to the Route To All from a List node. At this point, this node looks for the next user who was selected in the Workflow Approvers field of the Create/Edit Offer form, which is Brenda. As was the case with Nick, the workflow passes again to the Decision node, where an approval request is sent to Brenda.
Brenda receives the same approval request to Message Center as Nick received. As was the case with Nick, if Brenda rejects the offer letter form, the workflow ends without sending the offer letter. Moreover, if she accepts, the workflow passes through the Accept connection, and back to the Route To All from a List node.
This node checks for any more users who were selected in the Workflow Approvers field of the Create/Edit Offer form. If there were more users on the list, the same process that occurred for Nick and Brenda would continue until all of the users had approved the form. However, because there were no more employees on the list in this example, the workflow now passes through the following elements:
- End of the list connection.
- The Observing Class Notification node, which performs the processing function of updating the candidate's status to Offer Sent and sending to the offer to the candidate.
- A Notification node, which can be configured to send a notification to inform the recruiter or other users that the offer letter form was approved in the workflow and sent to the candidate.
- The End node.