Creating a Job Requisition

This module walks recruiters through the process of creating a job requisition in Salesforce.

What is a Job Requisition in Salesforce?

A job requisition refers to the process of creating a job within Salesforce. Creating a job requisition is the first step toward filling a position. This can be done by a recruiter, usually with input from a hiring manager, and requires the approval of the recruiting manager to complete the action. A recruiting manager can also create a job requisition and does not need higher-level approval.

What is a Job Requisition in Salesforce?

Job Requisition Stages

Job Requisition within AFCS Salesforce has the following stages:

New

Default value upon creation.

Approval Requested

Automated once recruiter assigns recruiting manager in “assigned to” field.

Approved

Automatically creates a “job” posting with all related data captured with the status of “open”.

Rejected

Does not create a “job” posting.

AFCS Job Requisition Process

AFCS Job Requisition Process

Job Requisitions at a Glance

Step 1: A hiring manager will create a request through MyPers.

Step 2: A recruiting manager will assign the request to a recruiter.

Step 3: Using the information provided by the Hiring Manager, a recruiter will create a new job requisition in Salesforce.

Step 4: The recruiter will indicate the appropriate recruiting manager who will review the requisition.

Step 5: The Recruiting Manager will either Approve or Reject the requisition.

Creating a Job Requisition in Salesforce

Creating a Job Requisition in Salesforce

Job Requisitions Tab

Click on the Job Requisitions Tab at the top of the home screen.

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From this tab, you can see all Job Requisitions and what stage they are at.

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Creating a Job Requisition in Salesforce

Create a New Job Requisition

From the Job Requisitions Page, select New to begin the creation of a job requisition.

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For a new job requisition, you want the New Job Requisition option selected. Click Next.

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Job Requisition Required Details

When you begin a new requisition, the following screen will appear. You will notice there are two main sections to creating a job requisition: Information and Job Profile.

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Filling in the Job Requisition form

The way in which the Job Requisition is filled out is very important. Salesforce is the system of record. The required fields affect the ways that Salesforce processes the information. These records are also exported to external job boards, and your inputs will define the way in which they appear.

Consistency and accuracy are imperative

When building your Requisitions in Salesforce ensure you are using the correct City, State and Installation Name. Check Spelling too!

The sync between Salesforce and the .com relies on City, State, and Installation Name to place pins on the .com jobs map.

Spell out the installation name i.e. Joint Base San Antonio - Randolph, Wright- Patterson Air Force Base.

Any field with a red asterisk is a Required Field. This means that you will not be able to publish the job until they are all filled in. 

 
Job Requisition Name

In the Job Requisition Name field, use the Position Title. This ensures that jobs are easy to view and search. The Job Requisition Name field is the public-facing field. This is what a candidate sees when applying for a job. 

Only the Position Title should go in the field: no other information should be placed in this field. 

Note: This is a required field.

 

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The public-facing application page:

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Position Title

The Position Title field can be identical to the Job Requisition Name or contain additional information, such as Job Grade, location, etc.

 

City

City where the position is located. Ensure that you are using the correct city, The sync between Salesforce and the .com relies on City, State, and Installation Name to place pins on the .com jobs map.

Note: This is a required field.

 

State

The state where the job is located. The sync between Salesforce and the .com relies on City, State, and Installation Name to place pins on the .com jobs map.

Note: This is a required field.

 

Geolocation

Leave blank. (This is used to integrate with Google Maps on the Find a Job page).

 

Organization Name

The name of the organization that made the request (i.e., AFNWC, AFLCMC, etc.).

Note: This is a required field.

 

Installation Name

This is the name of the base or installation.

Spell out the installation name i.e. Joint Base San Antonio - Randolph, Wright- Patterson Air Force Base. The sync between Salesforce and the .com relies on City, State, and Installation Name to place pins on the .com jobs map.

Note: This is a required field.

 

Total Openings

The number of vacancies associated with this job.

Note: This is a required field.

 

Owner

Auto filled with the creator of the requisition.

 

Stage

Will automatically save as New. 

 

Recruiter

The name of the recruiter who is working the request.

 

Recruiting Manager

The person identified with proper administrative rights to approve the requisition.

 

Hiring Manager

The position selection authority who has been given hiring manager rights within Salesforce. This field must be completed before submitting a job for approval. See Adding Recruiter, Recruiting Manager, and Hiring Manager

 

Job Close Reason

Leave as None.

 

Date Assigned

Date is assigned to the recruiter.

Note: This is a required field.

 

Pay Plan, Job Series, Job Grade, Position Schedule

This information can all be found in the Position Description (PD) associated with the requisition request from the hiring manager.

Note: These are all required fields.

 

Pay Min Range – Pay Max Range

These are optional fields. This information can be found at OPM.gov. Note: There may be special salary rate tables associated with specific positions.

 

Open Date

The date that the position is open and accepting applications.

Note: This is a required field.

 

Close Date

The date that the job is no longer accepting new applications.

 

Agency Marketing Statement

The job summary or advertisement. This should be a description of the job, no more than 500 words, in plain language with technical and government jargon removed. See Model Agency Marketing Statement

Note: Remove special characters when cutting and pasting into this field.

 

Qualification Summary

The requirements (KSAs), experience/educational requirements, etc., of the job. See Model Qualifications Summary

Note: Remove special characters when cutting and pasting into this field.

 

Job Posting Made On

Select the places you will be (manually, outside of Salesforce) adding the job postings.

This is a picklist:

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Highlight the places you will add the job posting and click the arrow, and it will appear in the Chosen field.

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You may add multiple places.

If you accidentally add a location, simply reverse the process. Highlight the location you wish to remove. And click the bottom arrow.

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Note: Remember to hit save after making any changes.

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Once you have completed filling in the job requisition, it will automatically be assigned a New status.

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At this stage, it has not yet converted to a job.

This stage allows you to review how the Job will appear. This is important as sometimes cutting and pasting from another document will introduce errors, odd spacing, or extraneous characters.

Note: You must remove all special characters before cutting and pasting from another document into the Agency Marketing Statement and Qualification Summary fields.

For example:

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Editing a Job Requisition

Editing a Job Requisition

Two Options of Editing Job Requisitions

If you wish to make changes at this point, there are two primary ways to edit.

Within the Job Requisition Itself

Clicking any of the pencil icons to the side of each of the details will allow you to edit the entire entry.

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Note: Remember to hit save after making any changes.

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Edit from the Job Requisition Page

The other way to edit a requisition is from the Job Requisitions page. To the right of the entries is a drop-down menu that will allow you to edit. This will return you to the requisition edit screen.

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Request Approval from a Recruiting Manager

Request Approval from a Recruiting Manager

How to Request Approval

Once you are satisfied with all the information in your job requisition entry, you must request approval of the requisition in order to move it to the next step, which is to convert the requisition into a job that candidates can apply for and which will have a unique job application URL.

As a recruiter, you must move the stage to Approval Requested.

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Alternatively, you can also return to the Job Requisitions Tab, find your requisition, and open it.

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From inside the Job Requisitions area, hit the Submit for Approval button.

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Use this box to leave a message for the recruiting manager.

Hit Submit. This will move the requisition to the next stage: Approval Requested.

Note: Remember to hit SAVE after making this change, or the recruiting manager will NOT be notified.

 

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Request Approval from a Recruiting Manager

Approval Requested

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Once the requisition is moved to Approval Requested, the recruiting manager will receive an alert via an autogenerated email within the Salesforce system that a Job Requisition is ready for their review.

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Request Approval from a Recruiting Manager

Approved

The recruiting manager will Approve the requisition, and it will convert to an open Job with a unique URL for the job application. Now, the hiring process can begin.

 

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You can view the status of job requisitions by viewing the All Job Requisitions screen.

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Once the Job Requisition is converted into a Job through Recruiting Manager approval, additional fields populate that will Recruiters manage the Job.

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Management Advisory = Date the first Management Advisory was sent to Hiring Manager

Recruiting Strategy = Date the first Recruiting strategy was sent to Hiring Manager

Lead Generation = Date the recruiter posts/starts sourcing candidates

Pause Recruitment = Date Recruiting is paused

Pause Justification = Select reason for Pause

Restart Recruiting = Remove Pause and restart recruiting efforts

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Request Approval from a Recruiting Manager

Rejected

The recruiting manager will Reject the requisition, and a job will not be created. The recruiter will receive a notification if a requisition has been rejected. In this case, the requisition will be returned to the recruiter cue for further action.

Return to the Job Requisitions Tab. Search for the requisition that needs to be updated and choose Edit. See Editing a Job Requisition

Additional Tips and Best Practices

Additional Tips and Best Practices

Adding Recruiter, Recruiting Manager, and Hiring Manager

How do you search people?

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The blue icons next to the names indicate that the person has an active account within Salesforce.

To add a Recruiter, Recruiting Manager, or Hiring Manager, begin typing the name, and the field will begin to auto-populate with matching names. Choose the correct person.

NOTE: If you type a name and Salesforce cannot locate it, contact your Administrator to confirm the person you are seeking has an active account. If a hiring manager does not have an active account, you must request that one be created.

 

 

 

Additional Tips and Best Practices

Model Agency Marketing Statement

As an example of what an Agency Marketing Statement should look like, see this statement for an Information Technology Intern.

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Additional Tips and Best Practices

Model Qualifications Summary

As an example of what a Qualification Summary should look like, see this example for an Acquisition Program Manager.

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