Adding and managing Requisition Approval Workflow

Introduction

Keka lets you manage requisition approvals using a flexible workflow system. You can apply a single approval chain for all requisitions or set up rule-based workflows tailored to specific hiring needs. You can also choose to enable or disable the approval requirement entirely.

This guide walks you through setting up both universal and custom approval flows to ensure that hiring requests follow the right path based on your organization’s structure.

Access Requisition Approval Settings

1. Go to the Org section in the left-hand menu.

2. Select Hiring.

3. Click the Settings tab.

4. Locate Requisition Approval and click Configure.
   
   

Set Up a Single Approval Chain for All Requisitions

1. Enable the approval chain toggle if it’s not already active.

2. Choose For all requisitions.

3. Click Edit approval chain.

4. In the Approval Chain section:

   • Add the users who need to approve requisitions.

   • Set the sequence and levels of approval.

5. Click Update to save the workflow.
   
   

Create a Rule-Based Approval Workflow

1. On the same Configure Requisition Approvals page, select Rule based.

2. Click +Add rule to create a new approval rule.

In the rule builder interface:

• Left panel (Criteria):

  • Define the conditions that trigger the rule.

  • Criteria can include:

    • Department

    • Job Title

    • Location

    • Salary Range

    • Job Type

  • Use operators like is or is not to refine conditions.

• Right panel (Approval Workflow):

  • Set up the required approvers and levels.

3. Click Create to save the rule.
   
   

Managing Approval Rules

Once rules are created, they appear in either the Active or Disabled sections. From here, you can:

• View rule details and activity

• Edit existing rules

• Enable or disable a rule

• Delete rules if no longer needed
  
  

Options & Variants

Examples & Use Cases

Customized approval rules let organizations handle hiring requests efficiently. Here are some examples:

• Department-based: Engineering requisitions route to the CTO, while marketing roles go to the CMO.

• Location-based: Requests are routed differently based on country or regional HR policies.

• Salary-based: High-salary roles may need Finance approval.

• Job Type-based: Full-time positions follow a detailed approval chain, while internships might auto-approve.