Effective management of employee disciplinary cases is crucial for maintaining a productive, fair, and compliant workplace. OrangeHRM’s Discipline Module simplifies this process by providing HR teams with structured workflows, customizable case forms, and real-time tracking tools. For HR teams, it reduces administrative workload, ensures consistency in handling cases, and minimizes the risk of compliance issues. For employees, it provides a clear, transparent, and professional approach to managing workplace incidents, fostering trust, accountability, and a culture of fairness across the organization.

Step 1 - To access, go to Discipline > Case Forms. By default, you will have the Basic case form and the Advanced case form.

Form Design

How to Add a Disciplinary Case Form

Step 2–  Click the "Add Case Form" button and enter a name for the case form. For example: Workplace Harassment and Discrimination. Then click on the 'Save" button.

Step 3 - Upon clicking, the following screen will appear. The user will have access to the following Basic Widgets, Advanced Widgets, and Structural Components to design a disciplinary case form. 

How to Create the Case Form Fields

Step 4 - Users can add field types to the case form. The system guides the user to add fields to the case form. You can select the following field types for the case form:

• Single Choice Answer – For predefined options like “Yes/No” or “Warning Level.”

• Multiple Choice Answer – For selecting multiple policy violations or behaviors.

• Short Answer – For concise employee comments or supervisor notes.

• Paragraph Answer – For detailed descriptions of the incident.

To add a field, drag the field type from the left menu and drop it into the form builder area.

Configure Each Field

Step 5 - For each field you add to the disciplinary case form, there is a Properties section where you can configure how the field behaves.

• Label Name: This is the name displayed for the field on the form.

• Placeholder: Hint text that appears inside the field to guide the employee on what to enter.

• Options: If the field type requires multiple choices (like dropdowns or radio buttons), you can add, edit, or delete options as needed.

• Validations: You can enforce rules for the field by making it a Required Field.

Note: Please note that the Properties section will differ for each field, depending on the type of input selected.

Save and Preview the Case Form

Step 6 - After adding all fields and configuring them, click the Save button. Once you save the form, you will be able to preview it.

Step 7 - Click the Preview button to see how the form will appear to users. You can toggle between desktop and mobile views to ensure usability on all devices.

• Desktop View – Preview the form layout for desktop users.

• Mobile View – Preview the form layout for employees submitting cases via mobile.

Workflow

Step 8 - This is the default Advanced workflow for the form design you’ve created. You can customize it further by adding new steps to suit your organization’s disciplinary process.

Step 9 - To add a new step to the workflow, click the “Add Step” button located in the top-right corner of the screen. For every step you add using the "Add Step" button, a corresponding action will also be created automatically.

For each action you add, you can configure Action Properties and set up Notifications to ensure the right people are informed at every stage.

Step 10 - This is a sample notification configured for the “Close” action. It serves as an automated notification to relevant stakeholders to complete the case closure process within the defined timeframe.

Step 11 - Additionally, for each step, you can define Step Properties and assign Permissions—giving you complete control over who can view, edit, or approve information within the disciplinary case workflow.

Step 12 - Click on the Manage Permissions button to configure user access. 

Step 13 - To add a new role, type the user role name in the "Select User Roles" field. For each role, define the permissions to specify what actions users with that role can perform. To add a new role, type the user role name in the "Select User Roles" field.

For the Employees from Form Field, users can map employees added as inputs in the form records to the employee fields, assign them as action owners, or include them in a step and grant the necessary user permissions. For each role, define the permissions to specify what actions users with that role can perform.

Save your changes to apply the permissions settings.