Declining, Approving, or Re-instating Applicants and Closing Out Applications

Once you work with applicants to complete all prior scheduling actions in the contracting process, such as updating application information, approving the compensation schedule, ordering background checks, and reviewing the background check report, you can complete the final decision in the contracting process to decline, approve, or re-instate the applicant and then close out the application.

The scheduled contracting actions that you have access to perform depend on the user role assigned to your user account. If the Schedule button for the action you need to perform displays as grayed out on the Scheduled Actions for Applicant pop-up, contact your system administrator to update the user role for your account.

Applications on the Contracting Management dashboard can be set to expire after a certain number of days. If an application expires, it only displays on the dashboard if you select the Expired value from the Status field when you perform a search and apply filters using the Filter Applicants section, and you cannot perform actions for the contracting applicant. The only exception to this policy is the Reinstate action, which you can perform to effectively reactivate the application record for the contracting applicant. Contact your system administrator for help with defining the number of days for an application to expire or for more information on the Reinstate action to comply with your organization’s contracting standards.

To Decline, Approve, or Re-instate Applicants and Close Out Applications

1. From the Contracting Management dashboard, perform a search and apply filters as necessary to locate the applicant for which you want to schedule contracting actions.
2. Click the corresponding Schedule hyperlink for the applicant from the Actions column. The Schedule Actions for Applicant pop-up displays.
3. Click the Schedule hyperlink for the corresponding scheduled action to decline, approve, or re-instate the application for the applicant. If an e-mail notification is associated with the scheduled action, the Schedule Actions for Applicant pop-up refreshes to display a section that includes the e-mail notification template associated with the action. If an e-mail notification is not associated with the scheduled action, continue to Step 6.
4. Review the e-mail notification template. If you need to make changes to the notification, click the Edit icon to access the Edit/Confirm E-mail Notifications Update page. If you do not need to make changes to the notification, continue to Step 6.
5. From the Edit/Confirm E-mail Notifications Update page, modify the address, subject, and body of the e-mail message as necessary and then click Save Email. If you need to cancel your changes at any time, you can click Cancel to return to the Edit/Confirm E-mail Notifications page.
6. Click Complete.

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