In this help article, you will learn how to create an ATR Project, Manage ATR User Groups and Manage ATR Tracking Steps and Transitions.
This help article is intended for PhoenixATS users with Admin rights.
Before you create your own ATR project, we suggest you create first a draft of your company’s approval to recruit flow. Use this draft as a guide in creating the ATR project. Below is an example.
In this video tutorial, we will create a simple ATR or Approval to Recruit requesting to hire new staffs based on this flow:
- Supervisor creates a request to hire new staffs and forward it to Hiring Manager.
- Hiring Manager receives the request.
- Hiring Manager approves the request and forwards to the HR Generalist for the job posting.
- The HR Generalist posts the job on the job board and notifies the Supervisor.
Please note that an ATR Project consists of the following:
- User Groups
- ATR Tracking Steps
- Tracking Steps Transitions
Let’s create first the User Groups. Based on our example, there are 3 user groups in the approval flow: Supervisor, Department Head and Hiring Manager
1.Click on Admin.
2. On the System Administration menu, click on User Groups.
3. To Add a User Group, click on the “Add User Group”
4. Type the name of the user group.
5. Type a short description about this group. This is optional.
6. Choose Type. In this example, we will choose “Custom”
7. Tick "Enabled" box
8. Add the users. Choose from the drop-down selections or type the first letters of the user’s name. In this example, we’ll add a user for Supervisor User group. This user can initiate or start an ATR.
9. Click on Save.
Now we have the User groups ready, we’ll now create an ATR Project.
1. On the System Administration menu, click on “ATR Admin”
2. Click on “Add ATR Project” button.
3. Type the ATR Project’s name.
4. Type the ATR Project’s description.
5. Choose the ATR form that will be used for this ATR Project.
6. Make sure to tick the “Enabled” box.
7. Hit on Save.
8. Your new ATR project now appears in the ATR Admin list page. To continue with the creation, click on the ATR Project name.
9. This time, we will add the ATR Tracking Steps. ATR Tracking Steps are the workflow that you use to process ATR. To add an ATR Tracking Step, click on “Add Tracking Step” button.
10. Name the ATR Tracking Step. In this example, we’ll name the first step as “New ATR”.
11. Add the ATR Tracking Step Description.
12. Choose the Target User Group. In our example, the Supervisor is the initiator of the ATR.
13. For “Type”, we’ll choose “Initial”. We chose ‘Initial’ because it is the beginning of the ATR workflow.
14. Make sure the Enabled checkbox is ticked.
15. Click on Save.
16. Let’s create the second tracking step. We’ll name it “Send for Approval” which targets the Hiring Manager. This time, the “Type” will be “Post-Initial”. Choose this type for tracking steps between the start and the end of the ATR workflow.
17. Now, let us create the third step. Let's name it “Approved - Send for Job Posting”. For the target group, let’s choose HR Generalist. The type will be “Post Initial with Job Post ”. This means that the HR Generalist users will have an ability to post the approved job.
18. We’ll now create the last Tracking step. Let’s name it “Job Posted”. This step is targeted to the ATR requester (Supervisor) who will receive a notice that the job has been posted successfully to the career site. . For the Type, we’ll choose “Post Initial”.
You can send notifications for each tracking step.
1. Click on the Tracking Step’s name.
2. On the Edit ATR Tracking Step screen, click on “Add Notification”
3. Choose a Trigger Type. For this example, we will choose "Instant".
4. Type the Email Subject and complete the notification content. You can use Smart tags in your email contents.
Now we are done with the ATR Tracking Steps, we’ll now proceed to ATR Transition. We’ll set the transitions so the system will know what to do next after each tracking step.
Based on our sample workflow, the the New ATR is the first step and next to that is the Send for Approval. Let’s add that in the system.
1. Click on “Add Transition” button.
2. Let’s (a) name the first transition "Start". (b) Choose the first tracking step - which is the “New ATR” and for (c) final step, let’s choose “Send for Approval” and (d) click Save.
3. .For the second transition, let’s name it “Second”. The initial Tracking step for this is the “Send for Approval”. The Final Tracking Step is "Approved - For Job Posting".
4. . For the last transition, let’s name it “Third”. The initial Tracking step for this is "Approved - For Job Posting". The final tracing step is "Job Posted".
10. Since everything is ready, let’s click on “Save”. If you need to do further changes in the workflow, just click on the ATR name and edit the tracking steps and transitions.
Your ATR project is now ready.
To learn how to initiate the ATR you created, please go to: “Create an ATR”.