Applicant Recommendation Workflow Cycle

This section takes you through the steps of an Applicant Recommendation Workflow.

Menu Path

Use one of the following options to access the Applicant Recommendation workflow:

• From the e-Forms & Tools menu, select All. From the e-Forms menu, select Applicant Recommendation.

• From the Human Resources menu, select Entry & Processing. From the Recruitment menu, select Applicant Overview. Search for and select an applicant to display the Applicant Detail page, then click Applicant Recommendation.

• From the Job Applicant Viewer (JAV), select Search Applicants, then click the Applicant ID number link and on the application in the Applicant Information for Applicant Name section click the Recommend Applicant button.

The workflow is initiated once the e-Form is submitted.

Workflow Cycle

1. After accessing the workflow, enter the information required on the Applicant Recommendation e-Form and click Submit. The workflow verifies the Pre-screening Required? and Approvals Required? fields on the Applicant Recommendation Forms tab of the Applicant Recommendation Workflow Configuration.

   • If the Pre-screening Required? field is selected and the applicant does not fall into an employee group for any approval group:
     The message that appears in the Submit Error When Pre-screening Setup is Missing will display, and the workflow is not initiated. The approval group setup will need to be corrected to initiate the workflow for applicant recommendation.

   • If the Approvals Required? field is selected and the applicant does not fall into an employee group for any approval group:
     The message that appears in the Submit Error When Approval Group is Missing field will display, and the workflow is not initiated. The approval group setup will need to be corrected to initiate the workflow for applicant recommendation.

2. After the Pre-screening Required? and the Approvals Required? fields are verified one of the following will occur:

   1. 
      

      • If the Pre-screening Required? field is blank and the applicant does not fall into an employee group for any approval group:
        The applicant's pre-screening will automatically pass, and the applicant recommendation e-Form will be routed for approval.

   • 
     

     • If the Pre-screening Required? field is blank and the applicant falls into an employee group for any approval group:
       The workflow is initiated, and the Needs Additional Checking workflow notification is sent to the user on the approval group or the user's delegate.

   • 
     

     • If the Pre-screening Required? field is blank and the applicant falls into an employee group for any approval group:
       The workflow is initiated, and the Needs Additional Checking workflow notification is sent to the user on the approval group or the user's delegate.

3. The user or delegate receives the Needs Additional Checking workflow notification through either an email, the Activities panel of the PowerSchool ERP home page, or both, depending on the User Preferences setting.
   The user or delegate can launch the pre-screening e-Form by clicking the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.

4. The user or delegate selects their status or results action and clicks Submit.

   • If the action is Pass, the user or delegate is the last or only user who needs to complete the pre-screening, and approvals are not required:
     The applicant is hired. The Approved workflow notification is sent to the user who initiated the Applicant Recommendation, and the Notification workflow notification is sent to the users defined in the approval group setup for workflow task 110-Applicant Approve Notification.

   • If the action is Pass, the user or delegate is the last or only user who needs to complete the pre-screening, and approvals are required:
     The workflow will send the Needs Approval workflow notification to the user defined in the lowest level of the approval group setup for workflow task 109-Approve Applicant Hire.

   • If the action is Pass and the user or delegate is only one of several users that need to complete the pre-screening:
     No additional workflow notifications are sent.

   • If the action is Fail, the Fail Pre-screening? field is set to Continue Workflow Process, no additional pre-screening needs to be completed, and approvals are not required:
     The applicant is hired. The Approved workflow notification is sent to the user who initiated the Applicant Recommendation, and the Notification workflow notification is sent to the users defined in the approval group setup for workflow task 110-Applicant Approve Notification.

   • If the action is Fail, the Fail Pre-screening? field is set to Continue Workflow Process, no additional pre-screening needs to be completed, and approvals are required:
     The workflow will send the Needs Approval workflow notification to the user defined in the lowest level of the approval group setup for workflow task 109-Approve Applicant Hire.

   • If the action is Fail, and the Fail Pre-screening? field is set to End the Workflow Process:
     The workflow will send the Denied workflow notification to the user who initiated the Applicant Recommendation and will end.

   • If the action is In Progress:
     No additional workflow notifications are sent.

5. The final user or delegate selects their status or results action in Step 5 and clicks Submit.

   • If the Approvals Required? field is blank and the applicant does not fall into an employee group for any approval group:
     The applicant is hired. The Approved workflow notification will be sent to the user who initiated the Applicant Recommendation workflow, and if applicable, the Notification workflow notification will be sent to the user defined on the approval group setup for workflow task 110-Applicant Approve Notification.

   • If the Approvals Required? field is blank and the applicant falls into an employee group for any approval group:
     The workflow is initiated, and the Needs Approval workflow notification is sent to the user on the lowest level of the approval group or the user's delegate.

   • If the Approvals Required? field is selected and the applicant falls into an employee group for any approval group:
     The workflow is initiated, and the Needs Approval workflow notification is sent to the approver on the lowest level of the approval group or the user's delegate.

6. The approver or delegate selects the approval action for their level and clicks Submit.

   • If the action is Approved and the approver or delegate is the only approval level:
     The applicant is hired. The Approved workflow notification will be sent to the user who initiated the Applicant Recommendation workflow, and if applicable, the Notification workflow notification will be sent to the user defined on the approval group setup for workflow task 110-Applicant Approve Notification.

   • If the action is Approved and the approver or delegate is only one of several approval levels:
     The Needs Approval workflow notification is sent to the approver or delegate on the next level.

   • If the action is Denied:
     The Denied workflow notification is sent to the user who initiated the Applicant Recommendation request and the workflow ends. The applicant cannot be hired with this e-Form.

7. If at any point prior to the final approval or denial, the user who initiated the applicant recommendation can click Cancel Request to cancel the request.
   The user who canceled the request will receive the Canceled workflow notification. Approvers or delegates who previously received the Needs Approval or Reminder workflow notifications will see that the request was canceled when they display the e-Form by clicking the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.

8. When the final approval is submitted, if there is an error and the applicant record cannot be updated to the hired status, an error email will be sent to the email address entered in the Interfacing Error Email Address field on the Applicant Recommendation Forms tab of the Applicant Recommendation Workflow Configuration.