Adding a Job Description via Workflow – JDXpert

For this lesson, we are going to add a new draft job to the system, and kickoff a Best-Practice Workflow.

To add a new job to the system, we need to click on Add Job.

There are two ways you can do this. You can start with a blank job which is a completely blank template for you to fill out, or you can Select Base Job to get started.

Since JDXpert provides a plethora of jobs for you to browse, we always suggest starting with base jobs. Do this by clicking on Select Base Job.

Use the search to find the type of job that you are looking for and hit enter. As you can see, there are a number of jobs to choose from. Sources include your own company jobs, sample jobs, job postings culled online and crowd-sourced content, which comes from JDXpert customers.

Let's select a Government Contractor as our base job, click on Save and Close.

From here, you can type your new job code and you can adjust your job name to be whatever you choose.

The next step is to select the workflow. Click on the dropdown and, for this example, we will select the Best Practice Job Description workflow with three steps. We will first need to assign a manager to review the job.

In this example, we will use Harry as our manager. Once we’ve made our selection, click Add Participant.

If the manager is not already in the system, you will need to type in their email address, first name and last name and then click Add Participant. The details are populated in the window:

Next, we need to select or HR business partner. We are going to select Benny Watts and click on Add Participant.

Finally, we need to select a compensation person. Click on the plus icon and select a compensation person. Once selected, click Add Participant and Start Workflow.

As you can see from the Job Workflow Start Report above, the workflow has started. This process will begin with generating an email sent to Harry so that he can begin editing the job. This is a sample of the email Harry would receive. He would need to click on the link to access the job description.

When Harry clicks on the link in his email, he will be redirected to the job portal which looks like this.

He can click on Instructions to view instructions on how to edit the job; and when he is done, he can click on Review Job(s). Now that the job is open for review, he can go in and click Edit and begin editing the job description.

While this is covered in previous training, we want to bring some features and validations to your attention. In this example, we do have validations in place if we were to have fewer than four Essential Functions.

If we try to approve this job in its current state with no Essential Functions, an error message will pop up explaining the error.

The message indicates that Essential Functions must have at least four items.

Harry does have the ability to approve with errors and send this on; but it is highly suggested that he click on Continue Editing add to fix this issue.

From here, we are going to search and select at least four essential functions. After making the selections, we can click Add to Job.

Now, Harry can approve this job. This step will take him to the Approve Workflow Step.

It shows that the next step in the process would be to send the job to Benny Watts. He can select Send email and add a comment. He can also send a courtesy email to all other participants.

When Benny logs on to the system, he will see that he has a task assigned to him to review the Government Contractor job description..

Once Benny makes his edits and approves the job, the job description is moved to the finalization process with Compensation.

We can get to the finalize workflow process from the job description form, where Harry can finalize the workflow by clicking the Thumbs-Up icon on the toolbar and saving his changes to the job.

Once Compensation clicks Finalize Workflow, a dialog box will pop up confirming that this job has been saved.

We can go back to Job Management to ensure that this job is now included in our job library.