Purpose

This article explains how specific user roles (e.g., Recruiters) can edit the approval chain for positions already in the 'Pending Approval' state.

Introduction

Beyond Administrators, designated user roles like Recruiters can also modify the approval workflow for a position even after it's in the 'Pending Approval' stage. This new configuration empowers teams to make necessary adjustments directly, reducing reliance on admin intervention and streamlining the overall approval process, particularly when quick updates to the approver list are required.

Audience

Admin, recruiter

Configuration

1. Locate the t3s_config: navigate to Admin Console > Talent Tracking > Offer > Settings > Advanced tab.

2. Identify or create the approval_workflow_edit_config section: within the t3s_config, find the section named approval_workflow_edit_config. If this section doesn't exist, you'll need to create it.

3. Define configuration for the "position": Define the configuration settings for position within the approval_workflow_edit_config section.

"approval_workflow_edit_config": {
  "position": {
    // ... configuration for position goes here
  }
},

4.Set default edit permissions (Optional but recommended): You can set a default allow_edit value for all statuses in position using the wildcard character (*). It's recommended to set this to false to ensure that editing is only allowed in certain statuses when you set it up.

"approval_workflow_edit_config": {
  "position": {
    "*": {
      "allow_edit": false
    },
    // ... specific status configurations will go here
  }
},

5.Configure edit permissions for "Pending Approval" status: To allow recruiters (and/or other roles) to edit the approval workflow when a position is in the "Pending Approval" state, you need to add a specific configuration block for this status. Within this block, you can set allow_edit to true and specify the roles that are allowed to edit the workflow using the allowed_roles array. To allow both administrators and recruiters, the configuration would look like this:

"approval_workflow_edit_config": {
  "position": {
    "*": {
      "allow_edit": false
    },
    "Pending Approval": {
      "allow_edit": true,
      "allowed_roles": [
        "admin",
        "recruiter"
      ]
    }
  }
},

• allow_edit: true indicates that editing of the approval workflow is permitted for this status.
  
• allowed_roles: ["admin", "recruiter"] specifies that users with either the "admin" or "recruiter" roles will be able to edit the approval workflow when a position is in the "Pending Approval" state. You can add or remove roles from this array as needed.
  6.Save the configuration

Verification

After updating the configuration, follow these steps to verify that the feature is working as expected:

1. Log in with an administrator account: Navigate to a position in the "Pending Approval" state. You should be able to edit the approval workflow.
   
2. Log in with a recruiter account: Navigate to a position in the "Pending Approval" state. You should now be able to edit the approval workflow (add, delete approvers).
   
3. Test the negative case (if applicable): If you haven't included a specific role in the allowed_roles for the "Pending Approval" status, log in with an account having that role and verify that the option to edit the approval workflow isn't available.

Using the feature

To use this feature, follow these steps:

1. Go to Approval Center.

2.Click the relevant position that is currently in the Pending Approval state and click the Edit button

3.Acknowledge any confirmation prompts (e.g., Editing approval required fields will remove the position from the current approval process) and click Proceed.
4.You will be taken to the position editing form, click View Approvers on the bottom right corner.
5.Click + to add a new approver and click x to remove existing.

6.After making the necessary adjustments, click Save changes. The position will likely need to be re-submitted through the updated approval process.