Effective management of employee disciplinary cases is crucial for maintaining a productive, fair, and compliant workplace. Orange HRM’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.

Accessing Employee Discipline Cases

Step 01 - Navigate to Discipline → Employee Cases. You will see a list of all disciplinary cases that have been created within the system.

Each record displays key information such as:

• Case Title

• Employee Name

• Case Type

• Severity

• Status (e.g., Open, Under Investigation, Closed)

• Assigned Investigator

Tip: Use the filter options to quickly locate a specific case by employee name, case type, or status.

How to add a discipline case

Step 02  - Click on the "Add Case" button to add a case to the system. Upon clicking, the following window will appear. Enter all the necessary details for the case. Depending on the type you select, it will either be an advanced case form or a basic case form.

Step 03 - Fill in all the required Case Details. 

• Case Type: Select the type of case (e.g., Misconduct, Policy Violation).

• Employee Name: Select the employee against whom the case is being filed.

• Case Title/Brief: Enter a short title summarizing the issue.

• Date of Incident: Specify when the incident occurred.

• Location of Incident: Enter the location, if applicable.

• Case Severity: Choose the severity level (e.g., Low, Medium, High).

• Assigned Investigator: Select the HR personnel or manager responsible for the investigation.

• Initial Comments: Provide any initial notes about the incident.

   

Note: Depending on your role and permission level, some fields may be read-only.

Step 05 - Once you assign the investigator, they will receive an email notification informing them that they have been assigned as the investigator, along with a summary of the case details. 

Note: Once the investigator is assigned, the subsequent actions are handled by the investigator, who will review the case details, conduct the investigation, record findings, recommend actions, and add relevant comments or attachments.

Refer to this article - How to Perform Actions as an Investigator in the Discipline Module

Reminder: Each action triggers automated notifications to the relevant stakeholders as defined in the workflow.

Step 10 - Once the investigator logs all findings, the status of the case will automatically change to “Investigation Completed.” At this stage, the HR Admin can review the investigator’s inputs and proceed to take the remaining actions required to close or resolve the case.

Step 11 - The HR Admin can view the investigator’s comments and download any files attached by the investigator. However, the HR Admin cannot edit or delete any content that the investigator has added.

Step 12 - The HR Admin can Add Final Comments and leave any HR comments that will only be visible to other HR Admins.

Step 13 - Once the HR Admin issues the action, the case status will automatically update to “Action Issued.”

Note: After this step, the remaining actions will be handled by the employee, allowing them to review the case, provide comments, and take appropriate action, such as acknowledging or appealing the decision.

Refer to this article - How to Perform Actions as an Employee in the Discipline Module

Step 14 - Once the employee has either acknowledged or appealed the case, the case status will automatically update to Acknowledged or Appealed.

Step 15 - At this point, the HR admin can review all the information, comments, and attachments submitted by the employee to determine the next steps in the disciplinary process.  They also have the option to download any documents submitted by the employee for further review or record-keeping.

Step 16 - After reviewing the information provided by the employee, the HR admin can assign a revised action if needed. The available options for revised actions include,

• Verbal Warning

• Written Warning

• Counseling

• Final Written Warning

• Probation

• Administrative Leave

• Suspension

• Demotion

• Termination

Step 17 - In addition to assigning a revised action, the HR admin can also add final HR comments to document their decision and provide clarity on the outcome. These comments will only be visible to other HR Admins

Step 18 - They can further add comments for the employee, offering guidance, clarification, or any additional instructions related to the disciplinary case. 

Action History

Step 19 - By providing a detailed and chronological log of all activities within a disciplinary case, the Action History ensures that all stakeholders have access to accurate, transparent, and tamper-proof information, supporting fair and efficient case management.

User Roles

The following users can access the action history:

• Global Administrators

• Custom/Regional Administrators who are part of the workflow

• Investigators assigned to the case

• Employees involved in the case

• Other users added as Action Owners in the workflow

1. Action

   • Displays the workflow action that was performed.

   • If a document was generated as part of the action, the document name is displayed with the document link for easy regeneration.

   • System-generated entries are clearly indicated.

2. Performed By

   • Shows the first and last name of the user who performed the action.

   • This information is automatically derived from the user account of the action owner.

3. Performed On

   • Shows the date the action was performed in the standard date format set in the system.

   • This is automatically generated by the system to ensure accuracy.

Note: In addition to the Action History within individual cases, HR administrators can use the Audit Trail to track, view, and generate reports for all discipline-related actions performed in the system. 

Step 20 - The final step in the disciplinary process is closing the case, which ensures that all actions have been completed, documented, and reviewed. Closing a case marks it as resolved and finalizes the workflow for record-keeping and reporting purposes.

Report Generation

Step 21 - HR admins can generate detailed and summary reports that provide insights into disciplinary cases, trends, and actions.

Types of Reports

1. Detailed Reports:

   • Include full information for each disciplinary case, such as:

     • Case type and description

     • Employee involved

     • Date and location of the incident

     • Investigator findings and recommended actions

     • HR comments and final actions

     • Employee responses and attachments

        

2. Summary Reports:

   • Provide a high-level overview of disciplinary cases across the organization.

   • Include information like:

     • Cases by type (misconduct, policy violation, etc.)

     • Status distribution (Open, Investigation Completed, Action Issued, Closed)

        

Note - Refer to this article to learn how to generate reports related to the discipline module.

How to Generate Detailed and Summary Reports in the Discipline Module