So you’ve started to take charge of your job descriptions and you’re rolling out one newly revamped job description after another but now you’re not sure which job descriptions you’ve approved and which are still in development. That’s why we’ve just released the new Approval Flag feature for HRTMS Jobs. This feature gives you a simple way to mark jobs as either approved or not approved.
Like other functions within HRTMS Jobs, the Job Description Approval Flag feature is only visible to whom you authorize access. When an unauthorized employee wants to view what job descriptions are approved and which are not, they will see the value “False” next to the ‘ShowUnapprovedJobs’ which means they are not able to view unapproved descriptions. When an authorized employee wishes to view this section and sees the value “True” this indicates that they do have the ability to view both approved and unapproved job descriptions. (see Exhibit 1-A) Usually, the nodes that are accessed by the administrators will have this property set the True, and the nodes used by Recruiters and other read-only users will be False. This security feature helps eliminate confusion of what job descriptions is the most current as well as the need for administrators to inform read-only users of an updated version.
Filtering and Searching
Also embedded within this feature is the ability to search and filter based on the Approval Flag. Administrators can easily select either true, to view approved job descriptions, or false, for unapproved descriptions when filtering for “Filter by Approval Flag”. (see Exhibit 2-A)
Setting the Approved Flag
Now you know how to view approved and unapproved descriptions now to show you how to set approval flags. By accessing this function from the Tasks\Revision Workflow Functions\Set Approved Flag menu, you can set Approved Flag for selected or all job descriptions in the system. (see Exhibit 3-A)
The form that is displayed allows you set the flag for the selected jobs or all jobs in one fell swoop. Simply check the box next to each job you want to set to approved or you can set all to approved by clicking on “Check All”. (see Exhibit 3-B) Note that you can also create a building block in the Job Description form to view/set the Approved Flag with using a combo box of True/False as the options.
Displaying the Approval Status in the Grid
You can display the approved status in the main Job Description grid. The Approved Flag feature is a property on the Job Description record, and can be used in a grid column definition, as shown in Exhibit 4-A. The value will then appear in the grid like in Exhibit 4-B.
Like many of us who are doing multiple jobs at once, it’s nice when we find a tool that makes things easier. Gone are the jotted notes, spreadsheets, and Outlook reminders to keep track of the status of your job descriptions. So, is this a feature you would find useful when tackling the editing and management of your job descriptions? Let us know what you think.