Actions - Requests - Offer Letters

Offer letters can be reviewed, approved, and denied from the Requests tab in Universal Profile. This allows you to make all relevant actions from the Requests tab. This streamlines the offer letter approval process by reducing the amount of time it will take for users to make offer letter decisions, which allows recruiters and hiring managers to focus on improved service and delivering value.

Rachel is a recruiter who has multiple offer letters to review. While she is in the Universal Profile performing actions under the Requests tab, she sees that she needs to approve some offer letters that Summer, a Hiring Manager, has initiated.

Summer is a Hiring Manager who has multiple positions to fill on her team. While she is in the Universal Profile performing other actions, she also approves offer letters for the candidates whom she recently decided to hire.

  • Rachel goes to the Universal Profile > Actions page in order to check the status of her open offer letters.
  • From the Actions page Rachel selects the Requests tab.
  • From the Requests tab, Rachel can see all requests requiring action, including Offer Letters Approval action items.
  • From the Requests tab filter, Rachel selects "Offer Letters" and "Pending" in the Universal Profile status filter to view all offer letters awaiting her approval.
  • From the Requests tab filter, Rachel can see offer letter approvals that require her attention.
  • Rachel sees an offer letter approval tile with a status of Pending Approval.
  • The approval tile contains a Review Offer Letter icon .
  • Rachel clicks the Review Offer Letter icon to view the offer letter.
  • The offer letter opens and displays the offer letter details, as well as Approve/Deny buttons. In addition, a Download Offer Letter button and Comments section displays.
  • Rachel reviews the offer letter, enters comments (optional), and selects the Approve button.
  • The offer letter status is moved from Pending to Approved with comments added by Rachel.
  • The Offer Letter action item is removed from the Universal Profile status Pending filter and appears in the Approved and Show All filters.
  • When Rachel comes back to view this offer letter in the future, the offer letter will appear with read-only comments and no buttons to approve or deny.
  • From the Requests tab filter, Rachel can see offer letter approvals that require her attention.
  • Rachel sees an offer letter approval tile with a status of Pending Approval.
  • The approval tile contains a Review Offer Letter icon .
  • Rachel clicks the Review Offer Letter icon to view the offer letter.
  • The offer letter opens and displays the offer letter details, as well as Approve/Deny buttons. In addition, a Download Offer Letter button and Comments section displays.
  • Rachel reviews the offer letter, enters comments (optional), and selects the Deny button.
  • The offer letter status is changed from Pending to Denied, with comments added by Rachel.
  • The Offer Letter action item is removed from the Universal Profile status Pending filter and appears in the Denied and Show All filters.
  • When Rachel comes back to view this offer letter in the future, the offer letter will appear with read-only comments and no buttons to approve or deny.

Rachel was not able to approve some of her offer letters, since she was recently out of the office. Because Rachel was out of the office, one of the offer letters was approved by her alternate, Summer, who is the hiring manager.

  • From the Requests tab filter, Rachel can see offer letter approvals that require her attention.
  • Rachel sees an offer letter approval tile with a status of Approved by Alternate. The tile contains the Review Offer Letter icon and a Remove option.
  • Rachel selects the Review Offer Letter icon to view the offer letter.
  • The offer letter displays the Offer Letter Details, a Download Offer Letter button, read-only comments, and a Close button.
  • After reviewing the offer letter, Rachel closes the offer letter.
  • Satisfied with the actions that Summer took in her absence, Rachel selects the Remove option.
  • The Offer Letter action item is removed from the Pending list of items, and will only appear under the Show All filter.
  • When Rachel comes back to view this offer letter in the future, the offer letter will appear with read-only comments and no buttons to approve or deny.

Rachel is not the approver in this scenario. Instead, she has been selected to receive a notification when an approval action is taken on an offer letter. Because Rachel is the notification recipient in this scenario, she expects to see a notification tile for all offer letters for which she is the notification recipient.

  • From the Requests tab filter, Rachel can see offer letter approvals that require her attention.
  • Rachel sees an offer letter approval tile with a status of Notification Only. The tile contains the Review Offer Letter icon and a Remove option.
  • Rachel selects the Review Offer Letter icon to view the offer letter.
  • The offer letter displays the offer letter details, a Download Offer Letter button, read-only comments, and a Close button.
  • After reviewing the offer letter, Rachel closes the offer letter.
  • Satisfied with the actions that Summer took in her absence, Rachel selects the Remove option.
  • The Offer Letter action item is removed from the Pending list of items, and will only appear under the Show All filter.
  • When Rachel comes back to view this offer letter in the future, the offer letter will appear with read-only comments and no buttons to approve or deny.

Rachel is not the approver in this scenario. Instead, she would like to view the offer letter approval status of her direct report, Summer.

  • To view Summer's approval actions, Rachel selects Summer from the My Direct Reports drop-down.
  • From the Requests tab, Rachel can see offer letter approvals that require Summer's attention.
  • While Rachel can view offer letters pending Summer's approval, she cannot take action for any of Summer's Offer Letter approvals.

To view your offer letter approval actions, go to Universal Profile > Actions.

Note: When viewing the Universal Profile for a direct report, the Requests tab will display the Offer Letter action items for which they are part of the approval cycle. The action items display as read-only and allow you to view the general details of the offer letter, such as the requisition title and status. The offer letter itself cannot be viewed.

PERMISSION NAME PERMISSION DESCRIPTION CATEGORY
Offer: Approver Grants ability to access and approve/deny offer letters and include comments for offers for which the user is listed as an approver. Grants ability to access pages related to requisitions for which the user is listed as an approver, including read-only access to all tabs of the Edit Requisition page in Manage Job Requisitions. This permission cannot be constrained. Note: This is a dynamically assigned permission that is not available in Security Role Administration. This permission cannot be constrained. Once assigned, the permission is never removed dynamically, which enables approvers to revisit offer letters that they have already approved or denied. If an approver is removed from an offer that is in a Pending Offer status, the approver can no longer access that version of the offer letter in their Pending tab. If an approver is removed from a past version of an offer, the approver's access to the past offer remains. This permission cannot be manually assigned. Recruiting
Request Items - View Allows user to access the Requests tab on the Universal Profile > Actions tab. This permission cannot be constrained. Universal Profile

Action Item Type Filter

You can use the action item type filter to filter the Requests tab to only display offer letters that are pending your approval. Select Offer Letter in the filter to update the page with only offer letters.

Offer Letter Approval Action Item

The Offer Letter Approval action item displays on the Requests tab in order of most recently submitted.

The following displays for the action item:

  • Job Title - Click the job title to open the Edit Requisition page. This allows you to view details about the requisition. Requisition owners can edit the Requisition Status field, as per existing functionality for offer letter approvals. Click Back or Save to return to the Universal Profile > Actions page. Note: When viewing the requisition, custom fields are visible to users who meet the availability criteria for the custom field.
  • Submitted - This field displays the date on which the offer letter was submitted for approval.
  • Primary Owner - This field displays the primary owner of the job requisition.
  • Status - This field displays the status of the offer letter. The following are the possible values:
    • Pending
    • Approved
    • Denied
    • [Approved/Denied] by Alternate
    • Notification Only
  • Candidate - This field displays the name of the candidate for whom the offer letter was created.
  • Review Offer Letter - Click the Review Offer Letter icon to open the offer letter. When viewing the offer letter, you can approve or deny it by clicking the associated button at the bottom of the letter. See Approve/Deny Offer Letter below for more information.Note: The Review Offer Letter icon is only available while you are still able to submit an approval decision.
  • Remove - Click Remove to remove the action item from your active list. Upon removing the action item, it can be viewed by clicking the Show All option in the action item status filter. Or, you can click the Approved option in the status filter to view approved requests. Or, you can click the Denied option in the status filter to view denied requests. You can also remove the action item from your active list by clicking the X icon in the upper-right corner of the tile.

For approvers who are added to the approval workflow as "Notification Only," the Offer Letter Approval action item displays on the Requests tab with a status of "Notification Only."

You can view the offer letter by clicking the Review Offer Letter icon .

You can remove the action item from your pending requests by clicking Remove. Upon removing the action item, it can be viewed by clicking the Show All option in the action item status filter.

Note: The Notification only option is selected for an approver when configuring the offer letter approval workflow. See the Offer Letter Workflow - Approval topic in Online Help for more information about this setting.

When you are part of an approval workflow step that includes another user who is required to submit an approval decision, the following scenarios may occur in the approval process:

  • The other approver in your step approves the offer letter before you have submitted an approval decision. In this case, the action item displays "Approved by Alternate," and you can no longer submit an approval decision.

  • The other approver in your step denies the offer letter before you have submitted an approval decision. In this case, the action item displays "Denied by Alternate," and you can no longer submit an approval decision.
  • The other approver in your step denies the offer letter at the same time that you are viewing the offer letter but have not yet submitted a decision. The letter will be denied and you will not be able to submit an approval decision. In this case, the action item displays "Denied by Alternate."

Note: These scenarios occur if the approval step is configured as an OR rule by the administrator or if the step is part of an AND pair combined in a single approval sequence.

As with existing functionality for offer letter approvals, if any approver that is in an approval step before yours approves or denies the offer letter, then the entire offer letter is approved or denied. The action item will display on the Requests tab as "[Approved/Denied] by Alternate," and you can no longer submit an approval decision.

View Offer Letter

You can view the offer letter by clicking the Review Offer Letter button . This opens the offer letter. From here, you can view details of the offer letter, such as proposed compensation and the expected start date of the position. You can also approve or deny the offer letter.

Approve/Deny Offer Letter

You can approve or deny the offer letter directly from the action item. To approve or deny:

  1. Click the Review Offer Letter icon . This opens the offer letter. Note: The Review Offer Letter icon is only available if you are still able to submit an approval decision.
  2. Click Deny at the bottom of the offer letter to deny the offer letter.
  3. Click Approve at the bottom of the offer letter to approve the offer letter.

Once your approval decision is made, the status of the offer letter changes to Approved or Denied, depending on the decision. The action item is removed from your list of actions and moves to the next step in the approval cycle.

Add Comments

When viewing the offer letter, you can enter comments about the offer in the Comment section. There is no character limit.

Comments can be viewed by others in the approval workflow.

Edit Offer Letter

Offer letters cannot be edited from the Universal Profile > Actions > Requests tab. Editing an offer letter can only be done from the Statuses tab on the Applicant Profile page. See the Create Offer Letter topic in Online Help for more information about editing offer letters.