Raise And Open A Job Requisition

Hiring starts with a requisition: a formal record that says “we need to fill this role”. In Veona HR you raise it against the structure you already built — a department, a position and a grade — name a hiring manager, and set how many openings you need. A requisition begins life as a Draft so you can get it right, then is opened — either directly, or by routing the opening through your approval chain so the right person signs off first. Only an open requisition can be advertised, so this step is the gate that controls whether a vacancy actually goes to market.

The terms you will use:

• Requisition — the hiring request itself. It carries a title, an optional department/position/grade, a hiring manager, a headcount (openings) and a description.
• Status — where the requisition is in its life: Draft (being prepared), Pending Approval (awaiting sign-off), Open (live and postable), On Hold (paused), Filled (all openings taken), or Closed (done).
• Approval chain — the rule set that decides who must approve an opening. If you route a requisition for approval, the approval engine flips it to Open when approved, or back to Draft if rejected. (Chains are set up in Configure Approval Chains And Delegations.)
• Hiring manager — the person who owns the vacancy; chosen from a searchable staff list, never typed.

Meet Chidi, an HR Officer who has just been told the laboratory needs another scientist. We will take that need from a blank form to a live, open vacancy.

Who / when: the HR Manager, HR Officer or Administrator — the moment a hiring need is confirmed and you know the role, the department and how many people you need. Recruitment is part of the always-on HR module; the surface requires the recruitment-manage permission.

Raise and open it, start to finish

1. HR Officer — open Human Resources → Recruitment → Requisitions and press “New Requisition”.
2. HR Officer — type the “Title” (for example “Medical Laboratory Scientist”). Pick the “Department”, “Position” and “Grade” from their searchable pickers, and choose the “Hiring Manager” from the staff list. Set “Headcount” (how many people you need — at least 1) and add a “Description” of the role. Press “Save”. The requisition is created as a Draft.
3. HR Officer — back on the list, decide how to open it. For a straightforward vacancy that needs no sign-off, press “Open” on its row. The status moves Draft → Open and the toast confirms “Requisition opened.”
4. HR Officer — or, if openings must be authorised first, press “Send For Approval” instead. The status moves to Pending Approval and the opening is routed through your configured Job Requisition approval chain. You will see “Sent for approval.”
5. HR Officer — once a requisition is Open, its row offers a “Pipeline” link straight to the candidate pipeline for that vacancy, and it becomes eligible to advertise as a posting. The readouts at the top tally Requisitions / Open / Openings / Applications so you can see the recruiting picture.

Note

The department, position and grade you choose all come from the catalogue you built in Set Up The Organisation Structure — they are searchable references, not free text. That is what keeps a requisition (and the eventual hire) banded and filed correctly without anyone re-typing a job title.

Tip

“Open” and “Send For Approval” are the two doors out of Draft, and they appear only while the requisition is a Draft. Use “Open” when you have the authority to greenlight the role yourself; use “Send For Approval” when policy says someone else must agree first — the engine then opens it for you on a yes.

Other ways this goes

Creating a draft requisition

1. HR Officer — open Human Resources → Recruitment → Requisitions, press “New Requisition”, fill the title, references, hiring manager, headcount and description, and press “Save”. It lands as a Draft — nothing is advertised yet, and you can edit it freely.

Opening directly (Draft → Open)

1. HR Officer — on the requisitions list, press “Open” on a Draft row. The status becomes Open immediately, the “Pipeline” link appears, and the vacancy can now be posted.

Opening with approval (Draft → Pending Approval → engine flips Open or Draft)

1. HR Officer — press “Send For Approval” on a Draft row. The status becomes Pending Approval and the opening enters the Job Requisition approval chain.
2. The approvers act in their My Approvals. On a full approval, the engine flips the requisition to Open automatically — you do not press anything. The vacancy is now live and postable.

If the approval is rejected (returns to Draft)

1. When an approver rejects the opening, the engine returns the requisition to Draft automatically. It is not lost — you can revise the role, the grade or the headcount and submit it again, or open it directly if policy allows.

Caution

Approval verdicts move the requisition for you. A rejection does not close or delete it — it drops back to Draft so it can be reworked. An approval does not need a second click — it becomes Open the instant the chain completes. Watch the status column to see where a routed requisition has landed.

Setting status: On Hold, Filled or Closed

1. HR Officer — from a requisition that is already Open, you can pause it (On Hold), mark it Filled when all openings are taken, or Close it when recruiting is done.
2. These lifecycle changes are only available after the requisition has been opened. Veona refuses to set On Hold / Filled / Closed on a Draft or Pending-Approval requisition with “Open the requisition first before changing its on-hold/filled/closed state.”

Blocked: only a Draft can be opened; a Closed requisition cannot be reopened or edited

Caution

The lifecycle is one-directional by design. Only a Draft can be opened — try to open one that is already Open or Pending Approval and Veona refuses with “Only a draft requisition can be opened (this one is …).” And a Closed requisition cannot be edited — attempting to change it returns “A closed requisition cannot be edited. Re-open or create a new one.” If a closed role comes back, raise a fresh requisition rather than reviving the old one.

Searching and filtering by status

1. HR Officer — on Human Resources → Recruitment → Requisitions, type into “Search title, code, department” to find a vacancy by its title, auto-generated code, or department. The status pill on each row tells you at a glance whether it is Draft, Pending Approval, Open, On Hold, Filled or Closed, so you can spot what still needs action.

What happens next

An Open requisition is the green light for the rest of recruitment. From its row you can jump straight into the candidate Pipeline, and the vacancy becomes eligible to advertise as a posting on your chosen channels. Everything that follows — postings, candidates, interviews, the offer and the convert-to-employee step — hangs off a requisition that reached Open here.

Follow the trail

• Previous: Set Up The Organisation Structure
• Next: Publish A Posting And Capture Candidates
• Related: Publish A Posting And Capture Candidates · Move Candidates Through The Hiring Pipeline · Issue An Offer And Convert To Employee · Configure Approval Chains And Delegations