How does Advanced Workflow route Position Requisitions for approval?
When Advanced Workflow (AWF) is configured for the Position Requisition workflow type, PowerSchool ERP automatically routes each new Position Requisition to the designated approvers based on the AWF configuration. When Advanced Workflow (AWF) is configured for the Position Requisition workflow type, PowerSchool ERP automatically routes each new Position Requisition to the designated approvers. The system evaluates the requisition's characteristics — such as job class, location, or position type — against the Group Criteria defined in the Applications configured on the Workflow Setup page. It then delivers the requisition to the approvers assigned to the matching Workflow Role at each approval level.
Approvers access pending requisitions from the Workflow Approvals area on the Dashboards page. The Position Requisitions pending approval appear under the Position Control tab, in the Position Requisition child tab.
For details on the approval process from the approver's perspective, refer to Approve Position Requisitions.
What workflow type must be configured for Position Requisition approvals?
The workflow type for Position Requisitions must be configured in Advanced Workflow Configuration for the Position Requisition workflow type. This configuration is completed in the System Administration area of PowerSchool ERP by a system administrator with access to AWF configuration.
The configuration must define at minimum one Workflow Role and one Workflow Group that determines which approvers receive Position Requisitions. Without this configuration, Position Requisitions are not routed for approval, and the Workflow Approvals tab for Position Requisitions does not display.
Contact your system administrator to verify whether the Position Requisition workflow type is configured for your district. For an overview of the AWF approval routing, refer to Configure Approval Workflow.
What happens if Advanced Workflow is not configured for Position Requisitions?
If Advanced Workflow is not configured for the Position Requisition workflow type in your district, Position Requisitions are created on the Position Requisitions page, but they are not routed for approval. The Workflow Approvals area on the Dashboards page does not display the Position Control tab or the Position Requisition child tab.
In this case, budget and HR staff can still view, search, and review Position Requisitions from the Position Requisitions list on the Dashboards page. However, no approval workflow runs, and requisition status updates must be managed manually outside of the AWF routing process.
Contact your system administrator if you need AWF routing configured for Position Requisitions. For navigation to the Position Requisitions list, refer to the Position Requisitions - Approval List page.
How do I know which approvers receive Position Requisition notifications?
Position Requisition approval notifications are sent to the employees assigned to the Workflow Roles configured for the Position Requisition workflow type in your district's AWF setup. Approvers are not determined by job title or organizational role alone. They are determined by the Roles and Groups configured in the Advanced Workflow Configuration page.
To find out which employees are configured as approvers for Position Requisitions:
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Contact your system administrator and ask which Workflow Roles are configured for the Position Requisition workflow type.
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Ask your administrator to confirm which employees are assigned to those Workflow Roles in the AWF Groups configuration.
Budget staff and HR administrators do not have direct access to AWF configuration. For details on the approval process, refer to Approve Position Requisitions.
Can Position Requisition approvals be delegated to another approver?
Whether Position Requisition approvals can be delegated depends on how your district has configured Advanced Workflow. Position Requisition approvals can be delegated if your district has configured Advanced Workflow to allow it. AWF supports delegation through the Workflow Approval Delegations page. An assigned approver can create a delegation record with a start date and end date, routing their approval requests to a designated delegate during the specified period — for example, when the primary approver is on leave.
AWF also supports alternate Role members, which a system administrator can configure on the Workflow Setup page. If alternates are assigned to a Workflow Role, they receive notification emails when the primary approver has not acted within the configured delay period.
Contact your system administrator to confirm whether delegation and alternate Role members are configured for Position Requisitions in your district.
What happens when a Position Requisition is returned for correction?
When an approver selects Needs Correction for a Position Requisition, the system changes the requisition status to Needs Correction (C) and routes the requisition back to the original submitter. The approver must enter a comment explaining the required correction before the action can be saved.
The submitter (the HR staff member who created and submitted the Position Requisition) receives notification that the requisition was returned. The submitter can then review the correction comment, make the necessary changes, and resubmit the requisition. After resubmission, the requisition re-enters the approval workflow from the beginning.
The submitter can then review the correction comment, make the necessary changes in HRM, and resubmit the requisition. After resubmission, the requisition re-enters the approval workflow from the beginning.
Position Requisitions are created in the Human Resources module, either through the Employee Position Transfer process (using the Create Position Requisition option) or directly from the Position Requisitions page in Human Resources. Corrections that require data changes must be made in HRM, not in the Personnel Budgeting area.
For approval action details, refer to Approve Position Requisitions.
Why does the Position Requisition tab not display in the Workflow Approvals area?
The Position Requisition child tab under the Position Control tab in the Workflow Approvals area displays only when all of the following conditions are met:
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Position Control is enabled on the Human Resources profile (set to Y or T).
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Advanced Workflow is configured and enabled for the Position Requisition workflow type in your district.
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Your employee number is assigned to a Workflow Role that receives Position Requisition approvals.
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There must be at least one request pending approval.
If the tab does not display, check the following:
|
Condition to verify |
Who to contact |
|---|---|
|
AWF is configured for the Position Requisition workflow type |
System administrator |
|
Your role is assigned to a Workflow Role that receives Position Requisition approvals |
System administrator |
|
Position Control is enabled on the HRM profile |
System administrator |
For details on access prerequisites, refer to Assign Security Resources.
Can the approval workflow be bypassed for a Position Requisition?
No. When Advanced Workflow is configured for Position Requisitions, the approval routing cannot be bypassed at the record level by budget staff or HR administrators. All Position Requisitions submitted for approval are routed according to the AWF configuration.
If a requisition is urgent and approval must be expedited, contact the designated approver directly to request a timely review. System administrators can adjust AWF configuration settings, but bypassing the workflow for individual records is not supported within the application.
If none of the workflow conditions are met for a requisition, it will skip all approvals and be posted directly to ATS. In this case, it is not bypassing the workflow but entering the workflow process, and all levels are skipped because no conditions are met.
What happens if a Position Requisition is denied through Advanced Workflow?
When an approver denies a Position Requisition, the system ends the workflow for that requisition. The approver must enter a denial reason before saving the action. The submitter receives notification of the denial and the reason provided.
A denied Position Requisition remains visible in the Position Requisitions list with the status Denied. It is not automatically deleted.
For the full list of approval actions and their effects, refer to Approve Position Requisitions.
Where can I view the approval history for a Position Requisition?
The approval history for a Position Requisition — including each approver action, the date, and any comments — is available in the Approval Status section of the Position Requisition detail record. To access approval history:
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From the Human Resources menu, select Entry & Processing. From the Position menu, select Position Requisitions.
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Search for and open the requisition.
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Select the Approval Status option from the ellipsis menu on the requisition record.
The Approval Status view displays the current approval level, all prior approver actions, and any comments entered by approvers at each step.
For navigation instructions, refer to Position Requisitions.