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SmartRecruiters

Delegate Approvals

 

Requires:
  • SmartRecruit

The Delegate Approvals feature adds significant capability to our job and offer approvals feature set. There are two primary use cases. 

  1. Allowing a user (user-A) to select a delegated approver (user-B) to fill in while user-A is out of office. With this use case, user-A selects a specific duration - a date range - for the delegation to be in-force. During this time, all job and offer approvals intended for user-A are routed to user-B. 

  2. Allowing an Administrator to delegate from one user to another for a specific job or offer. This does not allow the admin to set a date range. This approach would be used if user-A is already out of office.

Administrator enables this feature

The Admin can independently toggle the feature ON for both Job Approvals and Offer Approvals from within Settings/Admin. In both cases, the toggle is found on the second tab.

User delegates job/offer approvals to another user

Let’s assume that user-A will go on parental leave and wants to delegate all future approvals till her return to work.

1. User-A will click on Delegate Approvals from Settings/Admin.

2. User-A will select the date range and select a delegate.

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3. User-A will click CREATE DELEGATION to complete the action. Once "active" (on the start date), the original approver (user-A) would not receive any approval communication/email or see pending approvals via the UI.

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4. User-A can end an active delegation at any time - from the same page.

5. User-A is also alerted to the fact that a delegation exists on the Approvals widget which is on the right of the SmartRecruit homepage. Clicking REVIEW will take the user to the Delegate Approvals page.

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6. Where no delegation exists, it can be started from the Approvals widget.

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Administrator delegates from one user to another

In this case, we’ll assume that user-A is already out of the office and so the Admin will delegate from one user to another for a specific job or offer.

1. The Admin uses the ellipses to access the delegate feature. Skip approval has also been moved to this menu.

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2. Once DELEGATE is clicked, the Admin completes the action by entering the user name. Once the delegate has been set up, the original approver does not receive any approval communication/email or see pending approvals via the UI. The delegate would receive a standard email explaining that there is a pending approval. If the approval chain is parallel, the delegate will receive an email immediately, however, if it's sequential, the delegate will receive an email when it is his/her turn in the chain.

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FAQ

How are pending approvals treated? There can be pending approvals when a user creates a delegate. The principle is that pending approvals cannot be transferred to delegates or back to the original approver. The system will expect the user to approve/reject any pending approvals before setting up a delegate. Similarly, where user-A cancels a delegation early, any pending approvals will continue to reside with the delegate. 

This principle does not apply where the Admin is delegating from user-A to user-B. 

How will delegations be communicated in SmartRecruiters? Once a delegate has taken an action - e.g. approved - there will be a note in the approval list to indicate that this user is a delegate of the original approver (user-A). Also, the approvals comments will show that user-A has delegated approval to user-B along with time/date stamp.

Are transitive approvals possible - where user-A delegates to user-B, who in turn delegates both to user-C? Yes. In this edge case, the time period for the delegation would need to be respected. If user-B only needed to transfer to user-C for 3 days, then user-B would re-inherit user-A's delegation again if user-A's was a longer duration (i.e. 1 month). Note that where user-A has delegated to user-B, and user-B needs to delegate to someone else, then it will not be possible to select user-A. Such an action will result in an error message and a request to select another user - thus, preventing the chance of 'circular' behavior.

How does the date range work? When a user creates a delegation, we treat the start date and the end date as "inclusive". Creating a delegation for 1 day is possible - by setting the start and end date to the same date. It is also possible to create a delegation in the middle of the current day. Any approval processes which were created before the action will not be delegated, only new processes.

Can a user delegate to different users by setting up business rules? No. When a delegation is set up, all approvals will go to the one individual.

What happens if a delegate is already on the approval list? Where user-B has been set up as a delegate, and user-B is already on the approval chain, then her 1 action (approve/reject) will apply to both roles. She will not have to approve both separately - this aligns to how the system works today.

How does the feature work on mobile apps? A delegate can approve jobs/offers via the iOS & Android mobile apps, but cannot set up a delegation via mobile. 

Can an Admin delegate a job/offer to herself? Yes, this is possible.

Will the Audit API capture delegate actions? Yes, the audit API is updated to show that a delegate completed the approval along with the date stamp.