Building offer approval workflows

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Available for User roles Super Admins and Admins
Packages Select Lever packages

 

This article includes descriptions and images of updates to Offer Approval functionality that will be included in our Winter 2021 release, scheduled for progressive rollout starting mid-January 2022. For information on the Winter 2021 release, keep an eye on our Release Notes.

Getting offers out to candidates as quickly as possible is critical in keeping up with your hiring goals. Lever’s offer approvals feature allows you approve offers in record time and  empowers you to create customizable workflows to ensure that each stakeholder, from finance and HR to the hiring manager, is on board with the offer you have generated. Readers of this article will learn about:

This article deals primarily with how to build an offer approval workflow. To learn how offer approvals work once they have been built, check out our help article on sending offers for approval as well as our article on the information included in offer approval requests.

Locating the offer approvals interface

All approval chains are managed from your Settings. To locate offer approvals interface:

  • Navigate to Settings > Approvals.
  • Make sure the Offers tab is selected.

Approvals section of Lever Settings, Offers tab selected

Building a default offer approval

The default offer approval chain is applied to all offers that are not subject to a custom offer approval. To build a default offer approval:

  • Click the Create Approval button and select Default from the menu that appears.

Close-up of Create Approval button with menu containing Default and Customs options.

  • In Step 1 of the approval editor, start by adding approvers. If you are adding more than one approver, you must also define the minimum number of approvers required to approve the offer.
    • In addition to individuals users, stakeholders with specific roles in relation to the offer can also be designated as approvers, as follows:
      • Posting hiring manager — the Hiring manager of the posting associated with the offer; this person does not appear on the offer form and cannot be overridden.
      • Requisition hiring manager — the Hiring manager of the requisition associated with the offer; this person does not appear on the offer form and cannot be overridden.
      • Requisition owner — the Owner of the requisition associated with the offer; this person does not appear on the offer form and cannot be overridden.
      • Offer direct manager — this is an optional field that can be added to the offer form; the person creating the offer can then see this field on the offer form and select a user at that point.
      • Offer hiring manager — this is an optional field that can be added to the offer form; in LeverTRM instances using Requisitions, Lever will auto-populate this field with the Requisition's hiring manager by looking at the requisition associated with the offer's posting; although this field is auto-populated, the person creating the offer can still manually designate another user to be the 'Offer hiring manager.'

Approval editor with approvers field populated and circled.

  • If you wish to make a multi-step approval chain, click on the Add Step button and repeat as necessary for each additional step you wish to add. In a multi-step approval, the offer passes to the next individual or group of approvers in the sequence once approved by the minimum required number of preceding approvers.

Approval editor with Add Step button circled.

  • When you have added all required approvers to the chain, click Create.

The default offer approval chain will activate upon creation. All offers created will be subject to the approval chain unless a custom offer approval supersedes it or the offer is excluded based on the conditions built into the default approval logic. To learn more about how conditions can be be used to make exceptions to offer approvals, jump to the section of this article on adding conditions.

Building a custom offer approval

Custom offer approval chains can be used to supersede the default offer approval chains for offers that meet a specific set of criteria based on department/team, work type, locations, and/or custom fields on your offer form. To build a custom offer approval:

  • Click the Create Approval button and select Custom from the menu that appears.

Close-up of Create Approval button with menu containing Default and Customs options. Default option is greyed out.

  • Select criteria using the menus in the Details block to define which offers you want the custom approval chain to apply to.

Custom offer approval editor with details block circled.

Custom approval editor close-up of department/teams field with menu extended.

  • Incorporating custom fields into your custom approval chain allows you to apply the chain to offers based on values in custom 'dropdown' fields on your offer form (other field types such as 'text input' or 'currency' cannot be used). Refer to our help article on custom offer form fields to learn more.
    • When selecting a value for custom field, click the Edit offer fields button to be brought your offer form editor where you can add and remove fields as needed.

Custom field in custom offer approval editor.

  • Here is an example of a custom offer approval that applies to multiple departments, locations, work types, and a custom offer field.

Custom offer approval editor with details fields populated.

  • Proceed to add approvers, steps, and defining minimum approver requirements as you would to build default offer approval chain (outlined above).
  • When you have added all required approvers to the chain, click Create.

Adding conditions to approval chains

When building an offer approval, you can define criteria for inclusion/exclusion of the offer from specific steps in the approval chain. To add a condition to an offer approval:

  • In the approval editor, click + Add condition beneath the approver fields.
  • In the 'Require step if:' field, select from the following options:
    • Requisition field: Outside of compensation band - if the compensation in the offer is outside of the compensation band on the associated requisition, the offer will be subject to that step of the approval chain.
    • Offer fields - select from custom fields on your offer forms that have a field type of 'currency,' 'dropdown' or 'number.'
      • If the selected offer field is a 'number' or 'currency' field type, choose from the following: conditions: is, is between, is empty, is greater or equal to, is greater than, is less or equal to
      • If the selected offer field 'dropdown', choose from the following conditions: is, is empty, is not, is not empty

Conditions menu in approval editor.

Example of an offer field conditional.

  • If you are adding more than one condition to a step in an offer approval, you must select a logical operator (AND or OR) that combines the conditions. You can include a maximum of five conditions on a single offer approval step.
    • Choose AND if the approval step is triggered when all conditions are true.
    • Choose OR if the approval step is triggered when one of the conditions are true.

AND/OR operator menu between conditions in approval editor.

Example of an operator being selected to combine multiple conditions.

Editing and deleting offer approval chains

To make changes to an offer approval chain:

  • Navigate to Settings > Approvals.
  • Make sure the Offers tab is selected.
  • Select the offer approval that you wish to edit.
  • Click the Edit button in the approval editor.
  • When you have made the necessary changes, click the Save Changes button.

Approval editor with arrow pointing to edit button.

To delete an offer approval chain:

  • Navigate to Settings > Approvals.
  • Make sure the Offers tab is selected.
  • Select the offer approval that you wish to delete.
  • Click the ⋯ button in the approval editor.
  • Select Delete Approval Workflow.

Approval editor with option extending from ellipses button to delete approval workflow.

Approval chains can also be edited and deleted by clicking the ⋯ aligned with each entry and in Approvals list and selecting the corresponding option from the menu that appears.

Close up of Approvals list with menu extended next to one approval entry with options to edit or delete it.

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