What’s included in this guide

• Authorisation Templates
• Configuring Default Approval Emails
• Adding / Amending a Vacancy Authorisation Template
• Merge Fields for use in Vacancy Authorisation Templates

Video guide

Authorisation Templates

Configuring Default Approval Emails

Go to Settings > System Customisation > Emails

Use the look up fields to select the default job 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.

Tip: You can search by the name of the template and by the approvers first and last name

A new window will appear. Add all required information and press 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 will automatically be selected
• Email subject and email body: When creating new job 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: to ensure the correct merge fields and links are used, copy the email content from a previously created vacancy approval template within Jobtrain where possible. 

If you are unsure, please contact our Helpdesk team who will be able to provide you with the correct links and merge fields.

Press Save - two new tabs will then appear:

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

If you need to amend the list, simply select Remove to remove the users or click and drag users to amend the approval order.

Tip: add HR/Recruitment team as the final approver so the system alerts them, and they can change the job status from approved to live.

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>>