We’ve made some improvements and enhancements to job approvals, giving you more options to customise your JTGO 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.
Please note that these updates will be live JTGO platform from the 9th April 2025.
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:
New dropdown options | Previous label / control | Description |
Until approval complete | Equivalent to the existing Override Approved Requisition toggle being off. | Users can edit jobs until all approvers have approved the request. Editing is locked after approval. |
At any time | Equivalent to the existing Override Approved Requisition toggle being on. | Users can edit the job at any stage of the job authorisation process (or at any point in future processes). Recommended for Recruiters and Superusers. |
Until approval started | This is a new option | Users can edit jobs until the job approval request is sent. Editing is locked once the approval process starts. |
2. Better merge fields and formatting for job approval email content
These improvements provide greater flexibility and control over the content and appearance of your job approval emails.
- You can now add any available Job Merge Fields to the Job Approval Email template.
- Default job approval email templates now include improved formatting options configured from the Communications area of JTGO.
- A new formatting menu has been added to the Email Body area in authorisation templates, allowing you to easily format the email content.
3. 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 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 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 approval emails be affected by these changes?
No, existing job 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
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.
