Managing Approval Templates

Approval templates define the structure of your organization's approval workflows. Instead of building a new flow from scratch each time, approval templates let you save a reusable configuration that can be applied when creating a new approval flow.

Templates define the architecture of your approval process,he stages required and the approver roles needed at each step. Templates define slot placeholders, not specific people. Who is assigned to each slot is set when creating an individual approval flow on a draft job profile.

Approval templates are made up of two building blocks: stages and slots. Together they let you model simple single-step reviews or complex multi-team approval chains. Stages run in sequence, one after another. Slots are the individual reviewers within each stage and run in parallel.

Stages

Stages define the sequential steps in an approval workflow. Each stage must be fully approved before the next one begins. Each stage shows the helper text: “Slots in this stage run in parallel”.

To add a stage, click Add Stage at the bottom of the editor. To reorder stages, drag the vertical grip icon on the left side of the stage header. To rename a stage, click the stage name and type. Click outside or press Enter to confirm.

Slots

Slots are the individual reviewers within a stage. All slots in a stage must be completed before the stage completes and the next one begins.

Slots defined in a template are placeholders. Users are assigned to slots when creating an approval flow from the template, not at the template level.

Each slot can have one or more assigned users. As soon as any one assigned user approves, that slot is marked complete. This lets you assign a group of people to a slot when any one of them can serve as the approver.

To add a slot, click Add Slot within a stage.

Each slot has two fields:

• Slot Label: Shown on the approver’s review page. Use a role-based label like Hiring Manager, HR Business Partner, or Compensation Team.
• Role Hint: Optional context for whoever is setting up the flow, e.g. who should be assigned to this slot. Not shown to approvers.

To edit a slot, click the slot row. To remove a slot, use the delete icon on the right.

Managing approval templates

Creating an approval template

1. Go to Job Profiles > Workflows > Approval Templates.
2. Click Create New Approval Template in the left panel.
3. A new template opens in the editor. Enter a Template Name (required) and optional Template Description.
4. Add stages and slots as needed.
5. Click Save in the top right.

Until you click Save, changes are not persisted. While you have unsaved changes, Unsaved Changes appears next to the Save button.

Editing an approval template

• The left panel lists all templates with stage/slot counts (e.g. 2 stages · 4 slots ). Click a template to edit it. If nothing is selected, the right pane shows Select a template to edit.
• Click the Template Name or Template Description to edit both. The editor also shows Created by {name} on {date}.
• Click into any stage or slot label to rename it.
• Changes are not saved until you click Save in the top right. If you navigate away with unsaved changes, you will be prompted to save or discard before leaving.

Deleting a stage in an approval template

Click the trash icon on the stage header. This stage and its slots will be permanently deleted and will no longer be available in this template. Existing approval flows are not affected.

Deleting an approval template

Click Delete in the top right of the approval template editor. This approval template will be permanently deleted and will no longer be available when creating new approval flows. Existing flows are not affected.

Archiving an approval template

Archived templates remain in the template list but are hidden when creating new approval flows. Archiving does not affect approval flows already in progress.

To archive, open the ⋮ menu in the top right and choose Archive from the dropdown.

To unarchive, select Unarchive from the same menu. This will make the template available again.

Duplicate an approval template

Open the ⋮ menu and choose Duplicate. JobNav creates a copy of the template (suffixed with copy) that you can edit and save separately.

Who can do what

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