Enhancements to Job and Offer Approval - March 2025

Available now in your test site and coming to your live Jobtrain platform on 9th April 2025.

We’ve made some improvements and enhancements to job and offer approvals, giving you more options to customise your Jobtrain system. With all of these updates, you don’t need to take any action. For any further FAQs on how you can start benefitting from any of these changes, see our FAQs section.

1. Clearer labels and improved job editing controls in System User Settings.

This update brings clearer labels and better control over job editing, helping users understand exactly when they can make changes during the job approval process.

• The existing Override Approved Requisition toggle in System Settings > User Settings has been renamed to Can edit job to better reflect its function.
• This control has also been updated from a simple on/off toggle to a dropdown menu, allowing more precise control over when users can edit job details during the job authorisation process.

New dropdown options are:

2. New feature: Set default job and offer approval email content

This feature ensures consistent email communication for job and offer approvals while providing the flexibility to customise individual templates.

• In Settings > System Customisation > Emails, we have added two new fields to standardise email content for new job and offer approval templates created.  The two new fields are:
  1. Job Approval Request Email
  2. Offer Approval Request Email
• These lookup fields link to Settings > Communications > Emails, allowing email templates to be chosen as default approval request 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.
• There is no impact on existing approval emails, as the content is already held against each individual job or offer approval request workflow.

3. Better merge fields and formatting for job and offer approval email content

These improvements provide greater flexibility and control over the content and appearance of your job and offer approval emails.

• You can now add any available Job Merge Fields to the Job Approval Email template.
• Candidate data fields can be added to the Offer Approval Email template.
• Default job and offer approval email templates now include improved formatting options configured from the Communications area of Jobtrain.
• A new formatting menu has been added to the Email Body area in authorisation templates, allowing you to easily format the email content.

4. Improved display of approvals made on behalf of others

This update improves transparency by clearly showing who made approvals on behalf of others, ensuring better tracking and accountability.

• When users (who can approve on behalf of others) approve a vacancy, either by editing the job or using the Job Authorisations Quick Link, the system now clearly displays both the original requested approver and the user who approved on their behalf.
• The approvers section at the bottom of the job approval will show both the original approver and the user who performed the approval, indicated as "Requisition Override".

FAQs

Do I need to re-configure my system users? 

No, this is not necessary (unless you want to use the new option of restricting editing of vacancies before the approval request is sent).

Existing user settings will automatically be mapped to the equivalent new value as follows:

• Scenario 1: Where Override Approved Requisition toggle is off: Before job is approved will be selected instead.
• Scenario 2: Where Override Approved Requisition toggle is on: At any time will be selected instead.

Do I need to re-configure my Approval Template Emails?

No – all approval templates will retain their existing email body content, so there is no need to edit existing templates (unless you want to make other changes).  

However, you might want to use the new System Customisation options to default these emails for any new templates created going forward.

What happens if I don't want to use the new "Before approval request" option?

If you don't want to use the new option, you can continue using the other settings (Before job is approved or At any time) as appropriate. The new option is available for added flexibility but is not mandatory.

How do I update the default Job and Offer Approval email templates?

You can update the default email templates in Settings > System Customisation > Emails. Here, you can set the standard email content that will be used for new job and offer approval templates.

Can I revert to the old settings if needed?

No, the system has been updated to use the new settings. However, the new settings provide equivalent options to the old toggle system, ensuring continuity in functionality.

Will existing job and offer approval emails be affected by these changes?

No, existing job and offer approval emails will remain unchanged. The updates apply to new templates and provide options for standardisation and customisation.

How can I use the new merge fields in my approval emails?

You can add the new merge fields directly in the email templates.

• For job approvals, include Job Data Fields
• For offer approvals, include Candidate Data Fields.

These can be accessed and inserted using the ‘Add Data Fields’ button in Settings > Communications.

Are there any restrictions on who can approve on behalf of others?

Only users with the appropriate permissions can approve on behalf of others. This is configured within Settings > System Users by turning on the Approve requisition process toggle and ensures that only authorised users have this capability.