PowerSchool ERP System Administration
PowerSchool ERP System Administration
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Recruitment Posting Process and Workflow Notifications

This section outlines the prerequisites and data flow for the Recruitment posting workflow.

Prerequisites

To use this workflow, you must define the following:

  • Your settings on the Postings Email and Postings Forms tabs on the Recruitment option of the Workflow Configuration Profile. For details, refer to Postings Email Tab and Postings Forms Tab.

  • The Recruitment Internal Web Server and Recruitment External Web Server fields on the Global Settings tab of the Workflow Configuration Profile. For details, refer to Global Settings Tab.

  • Your rules for posting groups on the Posting Groups page. You have the ability to assign multiple posting groups for each workflow type.

  • Your approval groups for postings.

From the Human Resources menu, select Entry & Processing. From the Recruitment menu, select Posting Overview or Posting Requisition Overview.

Submitting and Approving a Job Posting

Once all required setup is complete, when a job posting is submitted through Recruitment, the workflow notifications will be sent. This section will follow a job posting from submission through approval.

  1. On the Posting Overview or Posting Requisition Overview page, click New.

  2. Enter the information for the job posting.

  3. When all the required fields are completed, the user will click Save to save the job posting. The user will click Submit to save the job posting and route it for approval. At that time, the Needs Approval email template defined on the Postings Email tab of the Recruitment Postings Workflow Configuration Profile will be sent to the user defined on the lowest level of the approval group setup for workflow task 121 - Approve Posting Req Phase 1 or 123 - Approve Posting Phase 1.

  4. When the user or delegate defined on the approval group setup for workflow task 121 - Approve Posting Req Phase 1 or 123 - Approve Posting Phase 1 receives the Needs Approval notification, they will need to access the Posting Approval page to complete the approval. This page can be accessed by selecting the workflow activity, or by clicking on the link in the email if the Include URL Link? field is selected on the Postings Email tab of the Recruitment Postings Workflow Configuration Profile.
    This page can also be accessed through Human Resources > Entry & Processing > Recruitment > Posting Approval.

  5. The Posting Approval page will list all job postings that require approval for the user's approval level.

  6. The user or delegate can select the checkbox within the column to approve the job posting, select the checkbox within the column to deny the job posting, or select the checkbox within the column to flag the job posting as needing correction.

  7. Once the selection is made, the user or delegate will click Save to complete the approval process.

  8. When the approval process is complete, workflow sends one of the following notifications based on the approval action and the Workflow Configuration Profile Postings Forms tab setup:

    • If the approval action was Approve and there are no other approvals required, the Approved email template is sent to the Requester (user who entered the job posting) and the Hiring Manager.

    • If the approval action was Approve and there are additional levels of approval required, the Needs Approval email template will be sent to the user defined on the next lowest level of the approval group setup for workflow task 121 - Approve Posting Req Phase 1. For example, if there are three levels of approval, Level 3 would be the first to receive the Needs Approval email template. Once they approved the posting, the Needs Approval email template is sent to Level 2. If you are using Phase 2 approvals, the Needs Approval template will be sent to the user defined on the lowest level of the approval group, and proceed in the same manner as Phase 1 approvals.

    • If the approval action was Deny, the Denied email template is sent to the Requester (user who entered the job posting) and the Hiring Manager.

    • If the approval action was Needs Correction, the Needs Correction email template is sent to the Requester (user who entered the job posting) and the Hiring Manager.