Purpose of the release processes
You can use approval processes to ensure that important points - such as: the works council or the representatives of the severely disabled – agree before hiring.
You can also use the time-controlled release function to specify that applicants are automatically released if there is no response within a certain period.
Note: The example explains the approval by the works council. However, the process is universal and can be used for any type of approval - regardless of the works council.
Activating Approval Processes
To use approval processes, you must first activate them in the settings:
Go to Additional Features → General Settings and toggle the switch for Approval Processes.
You can also optionally set the timeframe for scheduled approval here.
Create a workflow with an additional approval step
You can add an "Approval" action when creating your custom application process.
Use the "Add new application step" option to select the desired group (e.g., "Offer") where the approval should take place.
Assign a descriptive name and set the action to "Approval."
You can use this new application process for all future jobs.
Important:
For technical reasons, the workflow cannot be swapped out for existing jobs.
Workflows that are already in use for jobs with existing applications cannot be modified.
You can find further details in the article: https://support.softgarden.de/de/articles/319074-wie-funktionieren-die-bewerbungsprozesse-workflows
Approval Process Workflow
As soon as you move an application to the approval stage, a form opens.
Specify who should grant approval and add further information if necessary.
Note: Any user with the "Approve applicant" permission can be selected as an approver.
3. The approver receives a notification regarding the pending approval. The application profile is flagged, and the approval information (including the applicant and the responsible approver) is recorded.
Overview of applications:
Dashboard:
Approve or reject
Open the application profile.
In the "Application Status" section, you will find the options "Approve" and "Reject".
3. Once you have made your selection, a form will open where you must provide a reason for your decision to ensure the process remains transparent.
4. The applicant receives an email notification once approval or rejection has been issued.
5. The application profile is marked accordingly, and the information is recorded.
6. You can view the entire approval process, including comments, in the history.
FAQs
Can I modify an approval request or select a different approver at a later stage? Yes; on the application profile, you will find the "Resend request" option under the details regarding the pending approval.
Can different text be predefined in the comment field for different approvals? No, only a single, general text can be set up.