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Approvers will first receive an email letting them know they have something to approve in SuccessFactors. If you have any questions about the approval process, please contact your Business Center or unit HR staff for assistance.

1. In Firefly, select the Recruitment & Position Management SAP SuccessFactors tile 

2. Select the SuccessFactors tile 

3. On your SuccessFactors home screen, your approvals will display in a stack. 
   • Click anywhere on the card to open the item that is currently on top. 
   • Or click View All to see all actions awaiting your approval. 

4. Click on the three dots and Remind Me Tomorrow to remove an item from your Approvals for today.  It will reappear tomorrow, and you will receive an email notification. 

5. Review the requisition information. 
6. Select the action you wish to take: 
   • Send to Next Step: A screen will appear that shows that you are about to approve this requisition.  This will not post the requisition (only HR staff can post requisitions). 
   • Send Back to Previous Approver: Sends back to the immediately preceding step (usually HR/Compliance).   
   • Add Adhoc Approver: If the requisition needs to go to an additional approver, you can add them as an Adhoc Approver.   
7. The Route Map screen will open where you can see the routing path. 

8. Send to Next Step will display a notice that “You are about to approve this requisition.” 
   • This action does not post the requisition.  Notification is sent to HR who will post the requisition. 

9. Send Back to Previous Approver: A comment box will appear where you should note the changes that are required. 
   • NOTE: The system will not allow a Hiring Official to send something back to the Initiator. Hiring Officials can only send back to HR. When HR receives items sent back, they will send back to the original Initiator. 

10. Add Adhoc Approver: You can route to anyone in SAP.   
    • Enter First Name and Last Name and click Search Users 

11. Select the radio button next to the correct person and click Add Selected 

A. Access SuccessFactors   |   B. Find Requisition   |   C. Download Applicant Documents   |   D. Short List Approval Process   |   E. Reference Checks  |  F. Offer Approval Process

A. Access SuccessFactors

1. On the Firefly home page, select the Recruitment & Position Management SAP SuccessFactors tile. 

2. Select the SuccessFactors tile. 

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B. Find Requisition

1. From SuccessFactors home page, select the Home drop-down and Recruiting.  Here you will be able to view any requisitions in which you are assigned a role (i.e.: Approver).
   • Optional: Use Display Options to add the Application Review Date, or other columns to your display. 

2. Click the number hyperlink displayed in the Candidates column.
   • Note: Business Center or Unit HR staff is responsible for releasing applicants on the application review date. Until that action is taken, Hiring Officials and Search Committee Members will not be able to view applicants. 

3. On the Applicant Workbench, click each Name to review.

4. Scroll down to view Applicant Information.

5. Select Resume and Documents to view resume, cover letter, and other attachments.

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C. Download Applicant Documents

1. From the Applicant Workbench, select the check box next to the applications you wish to download. Click on the three dots and select Download Documents.

2. In the Download Documents window, select the information to be included in the download by checking the appropriate Check Boxes or Select All. Then select how you would like to download the file and click Download.

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D. Short List Approval Process

1. Complete an Applicant Log documenting the screening process. Applicant logs are required for all searches and can be found here: https://equity.unl.edu/search-procedures/.
2. Facilitator or Hiring Official emails applicant log to appropriate reviewer, including Req ID and job title in email . 
   1. O/S positions: UNL HR Marcy Studsdhal  mneeman2@unl.edu   
   2. M/P positions: IEC at oiec@unl.edu   
   3. Faculty or Administrator positions: IEC at oiec@unl.edu   
3. HR/Compliance (UNL HR or IEC) reviews the Applicant Log and moves candidates to the Short List Approved and then immediately to Interview 1 status. HR/Compliance attaches Applicant Log to the requisition in Interview Assessment Information section.  
4. You may now contact applicants to schedule interviews.  
5. If a second round of interviews are needed, Facilitator or Hiring Official emails the revised applicant log to:  
   • O/S positions: UNL HR Marcy Studsdahl  mneeman2@unl.edu   
   • M/P positions: IEC at oiec@unl.edu   
   • Faculty or Administrator positions: IEC at oiec@unl.edu   
6. HR/Compliance will review, attach the new log to the requisition, and move applicants to Interview 2 status.

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E. Reference Checks

A reference check that includes a prior employer must be performed, when possible, on the final applicant prior to written offer. Reference checks may be performed on more than one top candidate if desired.   

1. Facilitator or Hiring Official moves the candidate(s) to the Reference Checks status.  
   • The candidate(s) will receive an email letting them know they have moved to the next step in the hiring process and will be instructed to add or update their references on their application.   

2. The Facilitator/Hiring Official conducts the reference checks and documents each on a reference check form https://sapphire.bravais.com/adminportal/document/24024 and attaches to the applicant(s) in Success Factors.  If reference checks are performed on more than one applicant, attach each applicant’s check to their application.

Attach Reference Check to Applicant

1. Click on Applicant Name to open Applicant Details

2. Select Resume and Documents from the menu bar, then select Other Documents 

3. Select Upload in the Reference Attachments section  

4. Select the document from your computer and click Open.  Reference document is now attached.  

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F. Offer Approval Process

Work with your Business Center or unit HR staff to coordinate the Offer Approval Process, which is required on all searches. 

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