The request management process in HR refers to the structured workflow and procedures followed to handle various types of requests made by employees within an organization. This process ensures that requests are received, reviewed, processed, and resolved in an organized and efficient manner. Here is a typical request management process in HR: To configure requests, Go to Request Desk -> More -> Configure Request Types
- Request Submission: Employees submit their requests through a designated channel, such as an online portal, email, or a specific HR software system.
- Request Recording: HR personnel or the automated system records the details of the request, including the type of request, requester's information, and any accompanying documents or information.
- Validation and Verification: HR reviews the request to ensure it meets all necessary criteria and is accompanied by any required supporting documents or information.
- Communication with Employee: HR may need to communicate with the employee to gather additional information, clarify details, or provide updates on the status of the request.
- Approval or Denial: Based on the evaluation, HR makes a decision to either approve or deny the request. If approved, the necessary action is taken.
- Documentation and Record-keeping: The details of the request, decision, and any related communication are documented and stored for future reference.
- Notification to Employee: HR communicates the decision to the employee, providing any relevant information or next steps.
- Closure and Reporting: The request is marked as completed, and HR generates reports for tracking, analysis, and compliance purposes.
Regional admins can access the requests relating to locations assigned to their region. This feature will help regional admins to have an organized set of requests in the system.
If admins wish to create a new request form using a previously created request form template, click the 'Copy' icon as shown in the screenshot below. After adding the duplicate template system will capture all the information of the existing template except the Request Type Name, Primary Request Owner, and Secondary Request Owner.
Step 1: To configure the Request click the "+" button. If you need to edit an already created template click the settings icon.
When you click the add request type button, a quick pop-up window will appear to capture essential information about the request type.
Step 2: Type the relevant Request Type Name and Click Approver(s) Required if necessary.
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Field Name |
Purpose |
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Template |
Select the template Ex: General Request, Hiring Requisition, Employee Management. |
|
Request Type Name |
The name of the request type you want to create. |
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Locations |
Specifying the locations where the request type is applicable. |
|
Who can submit |
Indicating the individuals or roles eligible to submit this particular request type. Ex: Default Ess, Default Supervisor.. etc. |
|
Approver Required |
If the request type needs to be approved by a supervisor or any other employee before the request passes to the final receiver. |
|
Primary Request Owner |
The intended receiver of the request. |
Step 3: Filling out the above information and clicking on "save" will bring you to a more detailed window in which you will have most of the configurations for the request type.
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Field Name |
Purpose |
|
Request Type Name |
Enter the name of the request type. |
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Template |
The template name is automatically captured when selecting the template from the pop-up window. |
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Approver Required |
This option is also enabled when selecting the "Approver's Required" from the pop-up window. |
|
Level of Approval |
Select the level of approvers Ex: 1 Level 2 Levels, .... 5 Levels. |
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Primary Request Owner |
The intended receiver of the request. |
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Secondary Request Owner |
The secondary request owner if the primary owner is not available. |
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Status |
This feature will help to organize the system by inactivating unused request forms and keeping only the used request forms active. |
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Default Approver Type
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Based on the levels we need to select the system will show the default approvers we have to select.
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Instructions |
Provide the necessary instructions with full details. |
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Who can Submit |
select the user role |
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Locations |
Select the locations |
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Allow Submit for employees |
Allow the selected user roles to submit forms on behalf of employees by selecting their names. When this option is enabled, a new field for entering the employee's name will appear when the user selects the form to proceed with submission.
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How To Customize The Request Forms By Adding The Custom Field
If it becomes necessary to gather extra information for a comprehensive request form during the configuration process, the system allows the HR admin to add custom fields to the forms. On the top navigation bar select "Custom Fields".
Step 1: Click the "+" button, enter the Field Name, Type Name and you can make this one required and click Save.
Step 2: If you want to arrange the fields within the forms you can use these arrow keys. you can add the Custom Fields based on the request form that the user is configuring in the system.
The request type is saved admins can enable the Job field in the custom field section to show in the request form and add or edit custom fields to the form.
The Request Type is added, Supervisors or employees can use the request type and submit their request.
How To Customize Instructions to a Request Form by Adding Custom Field Sections
Users can enhance request forms by adding instructions to various sections. This helps request owners or admins provide important information or include helpful links, thus improving clarity and efficiency. On the top navigation bar select "Custom Field Sections".
Step 1: Start by accessing the Request Type configuration screen. Click on the Custom Field Sections tab.
Step 2: To Add the Custom Field Sections click the "+" button.
Step 2: Enter the Custom Field Section, instructions and you can make this one required and click Save.
Step 3: To Edit the Custom Field Sections click the "Edit" button. Fill out the above information and click on the "save" button.
Step 4: Go to the custom field tab and then click the + button to add the fields. Upon creating the new field names select the section from the dropdown.
Once the form is configured with the required custom fields and the custom section upon submitting the requests the users will the form below.