Purpose

This article explains how to create a new position entirely from the beginning, approve it, and publish it on various forums.

Audience

This article is intended for recruiters, hiring managers, and HRBPs using Eightfold Talent Tracking.

Overview

Our ATS simplifies the hiring process with an intuitive interface. Recruiters can easily create requisitions from scratch or use existing role/position templates. You can also customize requisitions with templates and custom fields to match your organization's needs.

Prerequisites

• Talent Tracking module enabled: Requisition Templates and creation perms are available only when the Talent Tracking module is enabled for your organization.
  
• Ensure template visibility is enabled: can be controlled in t3s_config -> template_permissions_config -> "enabled": true
  
• Admin permissions: Users must have admin-level permissions to create, edit, and manage requisition templates. Also, users must have permission to create requisition.
  

Create a position

You can create a new position using any of the below methods:

Duplicate from role

This option re-uses the role calibration data to help create the requisition for you. You can click Continue for the Duplicate from role option, search for any role to duplicate, and create a new requisition.

1. Search for the role name or ID on the search bar, or use the filters to narrow down on a role. The roles matching the criteria are displayed on the left-hand-side column
   
2. View requisitions within the selected role on the right-hand-side column. Use filters to narrow down on the exact requisition
   
3. Now click on the ‘Duplicate’ button and choose what data to pre-fill into the new requisition: Intake form, requisition calibration and associated role information. Finally choose the appropriate requisition template
   
4. If no similar historical requisition exists, create a new position from role calibration data by clicking on the “Create position from role” button. Select an appropriate template on the next step and you are all set to create a new requisition.
   

Duplicate requisition

This option re-uses the requisition details to help create a requisition for you. To create a new requisition using this option, follow these steps:

1. Click Continue for the Duplicate position option.
   
2. Search for a requisition by name or ID, or use the filters to narrow down the list.
   
3. Click Duplicate for any of the requisitions displayed in the Search results. It allows you to select and copy the below details from a requisition
   
   1. Intake form
      
   2. Position calibration
      
   3. Associated role
      
4. Select a template from the Position template dropdown, and click Duplicate position.

Create from scratch

Create from scratch

To create a new requisition from a blank template, click Continue on Create from scratch option and follow the steps:

1. Search for the appropriate template or filter down the options using available filters
   
2. Preview the template by clicking on Preview and then choose by clicking on Select buttons respectively.

Follow this tutorial for creating a requisition from blank template:

Filling the intake form

1. Once you choose a template, the system displays the intake form containing fields your administrator has configured.
   
2. If you duplicate a historical role or requisition, the system automatically fills several fields when you first land on the form.
   
3. Your administrator can also configure the system to auto-fill other fields, such as pre-filling organization hierarchy details based on the Hiring Manager’s profile.
   
4. The system can populate specific fields like department, division, location, or job code based on that organizational hierarchy.
   
5. The form dynamically displays fields based on your input. For example, selecting "Email" as the contact type triggers the "Email ID" field to appear, while selecting "Mobile" keeps it hidden.
   
6. Dropdown options change automatically based on the parent field you select.

Contact your administrator to configure these conditional fields or auto-fill settings.

Adding Approvers

After filling the intake form, click on the “Edit Approvers” button to move on to the next step. Here a bunch of approvers will be automatically added if your administrator has configured conditions to add approvers. You can add more approvers using the following steps:

1. Click the + button.
   
2. Click custom to add approvers one by one for the step, or click User group to add a group of approvers at once.
   
3. For a custom approver, enter the approver emails. You can add one or more approvers. If you add multiple approvers, choose how the system records approval or rejection by selecting include all or include at least.
   
4. For a user group, select a pre-defined user group.
   
5. Click the tick icon to save.
   
6. Add watchers in the next card. A watcher holds read-only access to the requisition details.

Approve a position

Once a position is sent for approval, a notification email with the position details is sent to the watchers and the approvers. A watcher can click the View Position option from within the email to view more details about the position.

An approver can approve/reject the position by clicking Approve or Reject from the position notification email. Along with this approver notification, the creator and watchers are also notified about the status of the position on email.

You can also approve/reject a position by navigating to the Approval Center screen, and then clicking Approve or Reject for the relevant position, as shown below.

The Approval center page includes more options, such as:

• A search option to look for positions using position name or id.
• Status and Roles filters.
• Send Reminder option to send a reminder email about the position to the approvers.
• Comments section to have a conversation about the position.

Publish a position

To publish a position, follow this tutorial:

You can add a job posting variable to the position template, that allows you to include more details to the job posting.

Best Practices

1. Reuse before creating new
   Duplicate from an existing role or requisition whenever possible to maintain consistency and reduce manual effort.

2. Validate auto-filled fields
   Always review pre-filled and conditionally displayed fields to ensure accuracy before submitting the requisition.

3. Optimize approver setup
   Rely on default approver rules where available and add custom approvers only when necessary to avoid approval delays.