The Delegate Approvals feature adds significant capability to our job and offer approvals feature set. There are two primary use cases.
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.
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.
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.
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.
6. Where no delegation exists, it can be started from the Approvals widget.
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.
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.
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.