Let’s explore the icons on the workflow toolbar.
Starting with the Share link, this feature allows you to share the job description with anybody inside or outside the organization.
JDX will create a link that you can copy or get via email and send to whomever you choose. You also have the option to set an expiration date for viewing this job description.
To add another reviewer to the workflow as an ad hoc reviewer, click on the Add button.
Enter the email address, first name, last name, click Add Ad Hoc and Add Participant to add them to the workflow. Once you do that, they could join the workflow in the current step.
By clicking on a Comment bubble, you can add a comment as part of the workflow.
Click Add Comment to add a comment.
Click Save and Close.
Yu can edit your comment, which is visible to everyone involved in the workflow.
To get more information about the workflow, click the Workflow Details icon.
Here you can see the current state of the workflow.
In this example, in this window you will see that it is still with Harry Beltik and needs to go to compensation for finalization. From here, you can also approve the job description, compare it, and see all the changes that have been made in this job description. You will also find any comments that have been attributed to the job in this workflow.
This displays the Workflow Comments window:
Click Save and Close to close the window.
Back at the toolbar, the first icon visible is the Comparison icon.
Here you will see all the changes that have taken place in this job description while in the workflow. The first thing you will see are the changes captured in track changes format.
Text that has added is in green, text that is crossed in red has been removed.
If you click on any of the individual fields, you will see what change was made, who made that change, when that change was made.
You can compare your changed versions in a Side-By-Side view too.
To approve the job description within the form view, just click on the Thumbs Up icon.
The approval window will appear, allowing Harry to approve the current step. The next step will show as pending, and we can see that Beth is up next for her review of the job description.
To set up an email to let Beth Harmon know that this is coming her way, just click on the Send email check box and add any comment you wish to add to the email template. If you’d like to send anybody else a courtesy email and they are not in the workflow, you can enter their email in the Courtesy Email CC box.
If you’d like to send a courtesy email along with a comment to other workflow participants, you can add them by clicking on the Send courtesy email to other participants checkbox and by adding the comment.
Because this is only a two-person workflow, there's no need for a courtesy email so we can skip that step. Once you go ahead and approve the step, the job is ready for finalization.
Once the reviewer, in this case, Harry, has completed his work on this job description and he had sent the email indicating that his work is complete, he no longer has access to edit the job description.
He will be able to view it, but he will not be able to make any edits going forward. The only way he will make future edits is for the compensation person to reject the job description and send back to him.
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