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.
1. 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.
Login into My Heartist Portal as a SmartRecruiter Hiring Manager/Recruiter >> Click on the "Recruitment (SmartRecruiters)" tab from ”My Recruiting”.
Navigate to ”Profile Image Icon” and click on it >> Click on “Settings / Admin”:
User-A will click on Delegate Approvals from Settings/Admin.
User-A will select the date range and select a delegate.
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.
User-A can end an active delegation at any time - from the same page.
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.
Where no delegation exists, it can be started from the Approvals widget.
2. 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.
Login into My Heartist Portal as a SmartRecruiter Admin >> Click on ”Recruitment (SmartRecruiters)” tab from ”My Recruiting”.
Click on Jobs tab >> Search the Job >> Open the Job >> Click on Job Details tab >> Click on the three-dot icon from Approvers >> Click on DELEGATE.
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. >> Click on Confirm