TABLE OF CONTENTS

Explanation of term

The approval process allows a hiring request to be reviewed and approved sequentially by multiple individuals. This ensures that a hiring request cannot be converted into a job opening without the approval of key individuals involved in the process.


Configuration

The hiring request includes a tab called Approval Process.


System behavior

  • Start approval process
    An approval process can be started for a hiring request.
  • Add approvers
    Approvers can either be added before starting the approval process or selected during the start.
  • Select recipients
    All users with the right Approve approval processes (for hiring requests) in a role can be selected as recipients.
  • Notify HR department
    If someone from the HR department needs to be informed about the completion of the approval process, they can be listed as the HR contact person in the hiring request or as the last approver.
  • Email content for approver

    Dear xyz,

    The hiring request "Job title xyz" has been created.

    Hiring request:
    Job title xyz as a link to the hiring request in d.vinci.

    Supervisor: User xyz

    Triggered by: User xyz, who started the approval process.

    Note:
    This email was automatically generated. For questions, please contact the HR department.

  • Direct access via email
    The hiring request can be directly accessed, approved, or rejected via the link in the email.
  • Mandatory comment
    The Comment field is mandatory during approval to avoid accidental clicks and ensure the approver's intent is clear.
  • Tasks in d.vinci
    Approvers receive a task in d.vinci. This also appears in the daily notification, if activated.
  • Order of approval
    Approvers should approve the hiring request only after receiving the corresponding email. Otherwise, previous approvers may not receive notifications, and the process could be interrupted.
  • Cancel approval process
    The approval process can be canceled at any time, which will void all previous decisions.
  • Process completion
    Once the last approver approves the hiring request, the HR contact person and the creator of the hiring request will receive an email.
  • Filtering
    In the hiring request overview, you can filter by the values Approval status and Approver. This allows you to quickly see which hiring requests are approved, rejected, or still pending approval.
  • Changes
    The approval process can be modified as long as the individuals have not yet approved. Approvers can be replaced. If a fundamental change in the sequence is required, the process can be canceled and restarted.
  • Deletion
    Decisions that have been entered cannot be deleted. However, the approval process can be canceled and restarted.
  • History
    The History tab in the hiring request allows you to track which approver provided feedback and when.


How our customers use this

Usually, at least one works council member is part of the approval process. The person who will later convert the hiring request into a job opening is listed as the HR contact person in the hiring request.

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