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Can I make a template to create a requisition



Requisition Templates are simply requisition files with the specific status of TEMPLATE.  The idea behind a template is that a default for a position can be set up which allows for quicker creation and more control over the information which is typed into the requisition request / creation form by the requestor.  They are set up in Cyber Recruiter as requisition with a specific status to make it very easy to manage the files.  Instead of having to learn a whole new layout and administrative aspect of the system to create and maintain template, the user simply has to know how to do the requisition management. 

Why Use Requisition Templates

Based on client interaction there are a few reasons which drive companies to use templates.

  1. The Human Resources department has job descriptions already built (or wants to build them).  If this is the case, then adding in the records as 'templates' (they can even be renamed to be 'Job Descriptions') allows for a centralized location for maintaining the job description and it locks the requestor into using something to start the request process which is already approved by the Human Resources department.
  2. Simplicity.  Setting up templates and just having the requestor scroll through available options makes it very simple for the requestor to start the process. 
  3. Speed. Depending on what is included in the template, the requestor may just need to spot check the information so a creation process which could take 5-15 minues if everything needs to be typed up, could only take 30 seconds with a template. 
  4. Control and Consistency.  Setting up templates (even if they are just defaults for specific departments and the approvers connected) allow for information which needs to be right, to be right from the start. 

What to Put into a Template

Enter information into a template which generally won't need to be changed.  The idea is that it will provide defaults for the user and help to speed up the process.  So, don't enter in values for fields which will copy over during the creation process that will most likely need to be updated by the user who is making the request.

The following pages of information / pages can copy over from the template to the new requisition depending on the level of details entered into the template and the setup of the creation process 'copy' function.

  • Main
  • Job Description
  • Requisition Questions
  • Approvers
  • Skills & Education Requirements
  • Attachments
  • Notes

Creating Requisition Templates

There are two ways to start of the process to create a template.  The first is simply to create a requisition using the creation process and then to edit the Main page and change the status to TEMPLATE.  This is not the recommended way to create the template because often incorrect information will need to be entered during the creation process (because of field requirements) and then later removed to finish the process.  Instead, it is recommended to take the following steps to start this process:

  1. Create a spreadsheet with the requisition information which will be mapped to the Main and Job Descriptions pages of the template. 
    1. Make separate columns for Job Title, Salary Grade, Job Description, etc. (see Importing Requisitions for additional details on the file format). One column must represent the status column and must have TEMPLATE listed.
    2. Make a separate row for each template.
  2. Import this file using the Admin > Processes > Import Requisitions process.
  3. Any record imported will be brought in as a Template (because of the status listed).
  4. Go to Req List & Filter by the Status of Template to see all of them.

After the file is created, access the various pages noted above to add in additional defaults. 

When adding default approvers, add them in with the following guidelines:

  1. Add approvers the first approver (or the first approver who should default on the approval page of the creation process.
  2. When adding a new person, make sure that the order number is the same as the approval level of the creation process.  For example, if the first approver should be entered by the requestor but it is the 2nd approver who will be defaulted in during the creation, choose '2' instead of '1'.
  3. When adding a new person DO NOT select to email that person (if this is checked, the person will receive an email asking him/her to approver the template).
  4. After adding the new approver, edit the record again and change the approval status from blank to No.  Enter YOUR password (not the password of the approver) and DO NOT email the next approver.  
    1. Skipping this step will leave an outstanding task on the approvers |Home| page.
    2. Selecting Yes could trigger the position to change the status if the field for Auto Open is set to Yes on the Main page.
  5. Add the next approver.

See also