Accessing the general request feature in the Orange HRM system facilitates the submission, tracking, and management of various employee requests within an organization. Here are some key purposes for accessing the general request feature;
1. Request Submission: Employees can use the general request feature to submit various requests, streamlining the process by eliminating manual paperwork and centralized submission.
2. Tracking Request Status: Employees can easily track request status and progress using the general request feature, enabling them to plan accordingly.
3. Communication and Collaboration: General request features offer communication and collaboration tools for employees to communicate with HR, provide information, ask questions, and receive updates, promoting efficient information exchange.
4. Documentation and Audit Trail: The general request feature records submitted requests and actions, providing an audit trail for compliance, internal audits, and dispute resolution.
Accessing the general request feature in the OrangeHRM system streamlines the request submission process, enhances visibility into request statuses, and fosters effective communication and collaboration. It ensures comprehensive documentation and maintains audit trails, empowering employees with self-service capabilities while supporting data analysis and reporting for more efficient and informed HR management.
Go to Request Desk > Employee Requests > Employee General Requests
The requests can also be accessed through the "Quick Access" widget.
Employee General Requests
The Employee General Requests feature provides a user-friendly interface for employees to submit various types of requests, such as Leave Requests, Travel Requests, and Training Requests. It simplifies the process by offering predefined request forms that capture all the necessary information, ensuring consistent and complete submissions.
The system allows employees to track the status of their requests in real-time. They can easily monitor the progress of their requests, view any updates or comments from approvers or administrators, and receive notifications at each stage of the request lifecycle. This increased visibility reduces uncertainty and improves communication between employees and HR.
Step 1 - To view the Employee General Requests based on a template, the Employee can easily search the template name through "Quick Search".
Employees can easily filter requests by typing inside the Quick search bar, which displays all available request type names for selection. Once employees choose the relevant request type name, the system filters and displays requests under the selected type in the main list, mirroring the employee quick filter's behavior.
'Configure' icon in the Employee General Requests feature
By clicking the Configuration icon Employees can customize the columns that they want to appear in the Request List view.
Download the Employee General Requests
By clicking the "CSV" button the administrator can download the employee general requests to CSV format.
Search Requests Filter option in the Employee General Requests feature
The Search Requests Filter option allows employees to quickly search and retrieve specific requests based on various criteria such as request type, status, date range, or keywords. This saves time and effort compared to manually scrolling through a long list of requests, especially when searching for specific or past requests.
Step 2 - To filter your search for the Employee General Requests, you can Enter or Select the data using the Search Requests filter.
Field Name | Description |
Request ID | Enter the Request ID |
Request Type |
Select the type of Request from the Dropdown menu. |
Request Template |
Choose the appropriate request template from the Dropdown menu. These are the options available:
|
Request Status |
Search requests by their current status.
|
Priority | You can specify the priority of your task by selecting an option from the dropdown menu. |
Request Pending With | Search requests based on the name of the individual the request is currently pending with. |
Primary Request Owner | To select the Primary Request owner, search by the Employee's name or Employee's ID |
Secondary Request Owner | To select the Secondary Request owner, search by the Employee's name or Employee's ID |
Include Employees |
You can choose from the Dropdown menu, the following options are available
|
Employee Name | You can Search by Employee's Name or ID |
Job Title | Select the Job Title from the Dropdown menu |
Sub Unit | Select the Sub Unit from the Dropdown menu |
Locations | Select the Locations from the Dropdown menu |
Submitted Date From | Select a Date from the Calendar to designate as the Submitted date. |
Submitted Date To | Select a Date from the Calendar to designate as the Submitted date. |
Due Date From | Search requests based on the name of the individual the request is currently pending with. |
Due Date To | Specify an end date from the calendar to filter requests by their due date. |
Include Active Requests | You can enable this option to Include Active Requests |
Include Archived Requests | You can enable this option to Include Archived Requests |
Step 3 - In the list view the Admin can see the requests that need to be actioned and click the request to see the details.
Ex: The below request no "000067" is pending with 'Odis Adalwin' who is an approver in this request.
Perform actions for Requests
When performing actions on a request, the granted access for executing these actions are determined by the user's role and the specific role the employee holds in relation to that request.
An approver can approve, reject, or export a request. The primary owner, however, has additional privileges, including the ability to edit, resolve, request more information, export, create vacancies, and withdraw requests.
Delegate the Request Approval
Identify the request status along with whom the request is pending and the approver’s level. This will improve user experience and provide an easy view of the request status from the list view.
The primary request owner can re-route approvers of an individual request if the approver is not present/available.
By clicking "View Progress" you will be able to see the progress of the Request you have submitted.
Once you click the "View Progress" icon this window will pop up. Here you can see the Action owner, Action, Status, and Completed Date.
View Request History
When there is a Request recorded in the Request Desk, you can view the history of the Request in the section under Request History. To view the Request History of a record you have to select the Request record by simply selecting the Request you want.
Update Information/ Withdraw
A user who submits a request can Update Information or Withdraw it. Once the primary owner successfully completes the task, the request can be designated as Resolved.
You have the option to Update Information in approved requests. Click on the Update Information button.
In the event of an invalid request submission, the primary owner can cancel the request by selecting Withdraw.
Once you click the Withdraw button a pop-up window will appear like this. Click Confirm to withdraw your request.
Request Information
Should additional information be required from the requester, the primary owner and approvers can select Request Info. Granting approvers the ability to request additional information from the requester enhances the request resolution process by fostering better communication and ensuring that all relevant details are available on time.
Approvers can request additional information regarding the Request by simply clicking the "Request Info" button. This action triggers an email notification to the requester, prompting them to resubmit with the requested information.
Start Conversation
One of the most critical aspects of request management is to track down conversations that happened for the request. OrangeHRM request desk module encourages the user to have a conversation about the request and keep a record of that for future use.
This allows the employees to be more focused and efficient in getting the request fulfilled easily. If the user needs to start a real-time conversation with the request owner, admin, requester, and approvers.
The Conversation feature can be utilized to start a conversation with the request workflow owners.
When you click the Comment button, A new window will pop up, allowing you to add comments and set their visibility as either "Public" or "Private". You can also choose to make the comments visible to specific roles, such as Admin, Requester, Owner, or Approver, by marking the appropriate checkboxes.
Send Emails
This feature ensures that all Employees are kept informed and that communication is timely and accurate, ultimately improving the overall management and resolution of requests.
By clicking the "Send Email" button the Employees can send emails to Request details.
You can fill in the relevant fields and Send the email
Also, you can view the Email History by clicking the "Email History" button.
Once you click the "View Email" button you can view the emails that you have sent before.