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Office and Department Dependent Workflows

The purpose of this guide is to help your team understand the role of Offices and Departments within your Organization configuration. Office and Department values have many dependencies in Greenhouse, so we recommend evaluating how these entities should be organized to fit your recruiting team’s operational needs. Your Organization configuration can impact the following areas:

  • User Permissions
  • Job and Offer Approvals
  • Job Board Configuration
  • Dashboard and Reporting Filters
  • Custom Field Configurations
  • Email Template and Offer Template Configurations

If you still have any questions about the right Office and Department structure for your organization after reviewing this guide, please reach out to your Customer Success representative!

Note: If you are building an integration to import jobs to Greenhouse from a third-party system and are interested in syncing Office and Department values through this integration as well, please click here for more information.

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*Sample organization structure in Greenhouse

 

How Offices and Departments are Used in Greenhouse

User Permissions

Users can be assigned access to future jobs by Office and/or Department.

Note: If a job’s Office or Department is assigned or updated after the job is created, users with future permission to jobs in the requisite Office or Department will be applied accordingly.

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Approval Flows

Organizations with an Advanced or Expert subscription can configure default approval flows to open new jobs and to extend offers by Office and/or Department.

Note: Office and Department specific approval chains will only be applied if the job is assigned to the requisite Office or Department at the time the job is created. If the Office or Department is changed or added to the job after it is created, the requisite approval flow will need to be applied manually on the job’s Approval page.

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Job Posts on Job Board 

If your organization is using a job board hosted by Greenhouse (option 1) or have your Greenhouse job board embedded on your careers page (option 2), the jobs will be organized by your Offices and Departments.

Your web team can only implement an alternative organization of job posts on your site if implementing an API driven job board (option 3, option 4, or option 5)

Please reach out to your internal web development team or third-party website developer if you are unsure of which option your team is currently using or plans to use.

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Report and Dashboard Filters 

Jobs can be sorted by Office and/or Department in reports and on the Job and Candidate search dashboards.

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Offer Templates

Organizations with an Advanced or Expert subscription can make Offer Templates available only to candidates on jobs assigned to certain Offices and/or Departments.

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Custom Job and Offer Fields 

Organizations with an Advanced or Expert subscription can configure custom job fields to appear only on jobs assigned to selected Offices and/or Departments. Similarly, custom offer fields can be configured to only appear on Offer forms for candidates on jobs assigned to selected Offices and/or Departments

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Email Templates

Organizations with an Advanced or Expert subscription can configure email templates so they are only available to be sent to candidates on jobs assigned to selected Offices. 

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