ApproveThis manages your SmartSearch Integration approvals.

Why Combine ApproveThis and SmartSearch?

When talent acquisition meets streamlined approvals, businesses unlock a new level of operational efficiency. SmartSearch specializes in identifying and managing talent data, while ApproveThis brings structure to decision-making workflows. Together, they create an automated bridge between discovery and action – reducing delays, minimizing errors, and keeping teams aligned.

For HR teams, this integration means faster onboarding approvals. For finance departments, it ensures budget compliance when hiring. Operations leaders gain visibility into talent-related decisions without manual follow-ups. By connecting these platforms through Zapier, companies eliminate silos between recruitment processes and approval chains.

Key Integration Benefits

Automated Compliance Checks

SmartSearch detects new hires, job postings, or terminations, triggering instant approval requests in ApproveThis. HR managers can configure multi-step reviews with finance and legal stakeholders before finalizing any action. A manufacturing company, for example, could automatically route contractor onboarding requests through safety compliance checks.

Cross-Team Visibility

ApproveThis provides a centralized dashboard showing real-time approval status for every SmartSearch event. Department heads can track hiring budgets against open roles, while recruiters see exactly where delays occur in the approval chain. No more digging through emails or spreadsheets.

External Collaboration

ApproveThis approvers don’t need SmartSearch licenses – ideal for involving clients or external partners. A staffing agency could let clients approve candidate shortlists directly via email, while keeping all records synced back to SmartSearch.

Real-World Use Cases

High-Velocity Hiring

When SmartSearch identifies a qualified candidate, ApproveThis can trigger a 3-step approval: 1. Hiring manager confirms technical fit 2. Finance verifies salary band 3. Legal reviews contract terms

A tech startup used this flow to reduce offer letter delays from 5 days to 12 hours, securing top candidates before competitors.

Budget-Guarded Recruitment

Configure ApproveThis to auto-approve roles under $80k, but require executive sign-off above that threshold. SmartSearch job postings only go live after passing this check, preventing overspending.

Termination Compliance

When SmartSearch logs a termination, ApproveThis ensures IT revokes access, finance processes final pay, and legal confirms documentation. A healthcare provider eliminated compliance fines by automating this cross-departmental handoff.

Setup in Three Steps

1. Connect via Zapier: Create a Zapier account (if you don’t have one) and connect both ApproveThis and SmartSearch.

2. Choose Your Trigger: Select a SmartSearch event (new hire, job posting, etc.) as the Zap trigger. For high-volume scenarios like contract roles, add filters to route requests appropriately.

3. Build Approval Logic: Map SmartSearch data to ApproveThis fields, set approvers, and define escalation rules. Use calculated fields to auto-flag exceptions – like a candidate’s requested salary exceeding the role’s budget.

Pro Tip: Start with one workflow (e.g., new hire approvals), test it, then replicate success to other processes.

Team-Specific Advantages

HR Teams: Reduce Onboarding Friction

ApproveThis’ vacation delegation prevents hiring freezes when approvers are out. If a department head is unavailable, requests automatically reroute to their deputy. Combined with SmartSearch’s candidate tracking, this keeps recruitment pipelines moving.

Finance Teams: Enforce Budget Controls

Use ApproveThis’ approval thresholds to auto-approve routine expenses (e.g., background checks) while flagging exceptions. SmartSearch data populates approval requests with real-time budget utilization metrics, so approvers have context to make faster decisions.

IT Teams: Automate Access Management

When SmartSearch triggers a termination approval, integrate ApproveThis with your IT service desk. Once HR approves, systems automatically revoke access – no manual tickets required.

Advanced Configuration Options

Dynamic Approval Paths

Use SmartSearch data to customize approval logic. Example: - Entry-level roles: 1 HR approver - Director+: HR + CFO + CEO - Contract roles: HR + hiring manager

Auto-Archiving Completed Requests

Once a SmartSearch event is approved, Zapier can move the request to an archive folder or update candidate statuses. This keeps dashboards focused on active items.

Audit Trail Generation

ApproveThis timestamps every decision, while SmartSearch retains candidate data. During audits, cross-reference approval records with talent files in two clicks.

Scaling Across Departments

While initial integrations often focus on HR, the same connection can streamline other workflows:

Vendor Onboarding

When SmartSearch identifies a new supplier contact, trigger ApproveThis workflows for legal (contract review), finance (payment terms), and department heads (needs assessment).

Conference Attendance

Employees submitting training requests via SmartSearch can route through ApproveThis for budget and manager approvals, with automatic calendar blocking upon approval.

Common Pitfalls to Avoid

Over-Engineering Workflows: Start with sequential approvals before implementing parallel paths. Complexity increases maintenance.

Ignoring Mobile Users: 67% of approvers use mobile devices. Test email-based approvals thoroughly.

Data Mapping Errors: Ensure SmartSearch fields like "Candidate Salary" correctly map to ApproveThis’ calculated fields to prevent approval logic errors.

Getting Started

ApproveThis offers a 14-day free trial with full Zapier integration capabilities. For SmartSearch users, we recommend:

1. Audit Existing Processes: Identify 2-3 approval bottlenecks in your current SmartSearch workflows.

2. Book a Demo: Our team will showcase tailored scenarios for your industry.

3. Leverage Support: Use ApproveThis’ workflow design service to build your first Zapier integration at no extra cost.

Start your free trial or request a personalized demo to see how approval automation can transform your talent operations.