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Authorisation Users and Templates User Guide

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            Authorisation Users and Templates

            Modified on Fri, 16 May, 2025 at 10:22 AM

            What's included in this guide

            A new security role toggle has been added to Jobs & Talent Pools to enable the Job Authorisation under Quick Links.

             

            Toggle:


            Quick Links:

             


            Adding and amending Authorisation Users

            Tables can't be imported directly. Please insert an image of your table which can be found here.

            SettingsAuthorisation UsersNew User

                

            A new window will appear. Add all required information and press Save.

            • First and last name: these fields are required. For ease when finding corresponding records, try to use the same details that were used when creating the system user
            • System User: approval user profiles are linked to the corresponding system user by selecting the system user from this look-up field
            • Email: enter an email address of an approver – this is a mandatory field
            • Job Title: this is not a required field but can be used to capture this data if required
            • Department: this is not a required field but can be helpful when creating approval templates



            Deleting a User

            Deleting a user will remove them from the system. To remove a user, simply check the box next to their name and select Remove from the left-hand menu.


            Authorisation Templates

            Tables can't be imported directly. Please insert an image of your table which can be found here.

            SettingsAuthorisation Templates

            Configuring Default Approval Emails

            Go to Settings > System Customisation > Emails

             

             

            Use the look up fields to select the default job and offer approval email.


            These lookup fields link to Settings > Communications > Emails.


            When new job or offer approval templates are created, the default content for the approval request email configured in System Customisation will automatically be copied to the template.


            You can still edit and tailor the email content for individual approval templates as required.


            Adding / Amending a Vacancy Authorisation Template

            Select New Templates in the left-hand menu or choose an existing template to open and edit the record

            Tables can't be imported directly. Please insert an image of your table which can be found here.

            Tip: 
            Save
            • Template name: Add a template name - make sure it's nice and clear so users know which template to select
            • Template type: Vacancy Approval
            • Email subject and email body: When creating new job or offer approval templates, the default approval request email from System Customisation will automatically be copied into the template. You can edit the email content as needed. If no email is set in System Customisation, this section will be blank and require filling in. 

            Tip: here


            Press Save - two new tabs will then appear:

            • To add all required approvers to the template, go to the Setup tab
            • Against Add approvers option, select the required approvers from the list. Once complete, select Save

            Note: remove

            Notification only

            (For users who are not required to approve)


            If you would like for users to be notified of a new vacancy going through the approval process but they are not required to approve, you can utilise the Send notifications to option and select the required users from the address book.

             

            This option will send one email at the beginning of the approval process, which is a copy of the approval email minus the links.

            • To do so within the authorisation template, go to the Setup tab
            • Against Send notifications to option, select the required users from the list. Once complete, select Save.

            Send notifications to
            Tip:

            Merge Fields for use in Vacancy Authorisation Templates

            You can now include any available job merge fields in the job approval email template. A list of merge fields is available in the Insert/Update Data dropdown when creating/editing your default email template at Settings > Communication > Email Templates.

             

            The merge fields below are required to pull in the Approved and Not Approved links and a link to the advert copy and must be included in your template:  

            • <<AdvertCopy>>
            • <<Links>>

             

            The merge fields below can be used to pull in comments from other approvers throughout the process:

            • <<RequisitionUser>>                                                        
            • <<JobNotes>>

             

            The merge field below adds a link to any supporting documents attached on the Approval form page:

            • <<RequisitionAttachmentLinks>>

            Tip:

            Adding / Amending an Offer Authorisation Template

            Follow the above steps to create or amend an authorisation template, select Offer Approval as the template type.

            Once you have done this, the below boxes will appear:

            • Offer Status: the status candidates will be updated to whilst going through the approval process
            • Offer Approved Status: the status the candidate will be updated to if the offer is approved
            • Offer Declined Status: this is the status the candidate will be updated to if the offer is declined

            Tip:
            • Add the Email Subject and Email Body. When creating new job or offer templates, the default approval request email from System Customisation is automatically included and can be edited. If no email is set in System Customisation, this section will be blank and must be filled in.


            • To add approvers, follow the same steps covered in the vacancy authorisation template instructions.

            Note: remove
            • Press Save

            Merge Fields for use in Offer Authorisation Templates

            You can include any available job & candidate merge fields in the offer approval email template. A list of merge fields is available in the Insert/Update Data dropdown when creating/editing your default email template at Settings > Communication > Email Templates.

             

            The below merge field is required to pull in the Approved and Not Approved links and must be included in your template:

            • <<Links>>

             

            The merge fields below can be used to pull in comments from other approvers throughout the process:

            • <<RequisitionUser>>                                                       
            • <<OfferNotes>>

            Attachments (1)

            Authorisation Users and Templates May 25.pdf
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