Request Form

1. Definition of Request Form

A request form is a document used by employees to submit formal requests such as leave of absence, late arrival, early departure, etc., within the permitted limits set by company policies and in compliance with the Labor Code.

Form creator: The employee

Form approvers: Line manager, department manager, HR department

2. Request Workflow

2.1 General Settings

Configure annual leave entitlements and carry-over policies. Navigation: Settings → System Configuration → HRM Settings → Leave → General Settings

2.2 Employee Leave Records

Navigation: Settings → System Configuration → HRM Settings → Leave → Employee Leave Records

View current leave balances across the system

Update leave start dates for employees (manually or via Excel file)

Recalculate leave balances for all employees

2.3 Leave Types

The system supports 8 types of leave, each with its own description.

2.4 Setting Annual Leave, Late Arrivals, and Early Departures

To configure the number of leave days per year, or set limits on late arrivals/early departures, the user must have HRM configuration permission.

Navigation: Settings → System Configuration → HRM Settings → Leave → Leave Days and Late/Early Limits

3. Request Workflow Configuration

3.1 Permissions

To configure request workflows, the user must have the "Workflow" permission.

Access: View list of existing workflows

Edit: Modify workflows

Delete: Remove workflows

View All: See all workflows in the system

3.2 Creating a New Request Workflow

Navigation: Request Forms → Workflow List → Add New

Workflow Name (required)

Description: Shown to users when submitting a request

Applicable Departments: Departments allowed to use this workflow

Workflow Type: 8 types available:

Annual Leave – Deducts from total leave balance and logs working days

Special Leave – Does not deduct leave but still logs working days

Business Trip – Does not deduct leave and logs working days

Work Outside Office – Does not deduct leave and logs working days

Unpaid Leave – No leave deducted and no working days logged

Late Arrival – Logs time-in based on standard shift schedule

Early Departure – Logs time-out based on standard shift schedule

Forgotten Check-in/out – Logs both time-in and time-out as on time

Approval Method:

Sequential Approval – Steps must be approved in order

Parallel Approval – Steps can be approved in any order but all must be approved

Single Approver – Only one approval is required at any step

Approval Steps:

Step Name

Approver: by department or individual

Department: Any member in the department can approve

Individual(s): Assign specific people, direct managers, or top-level managers

Manager: Highest-ranking person in the department, parent department, or grandparent department

Direct Manager: Direct manager in the current department; if none, the highest-ranking person in the parent department

Permissions:

View: Creator and users with “view all” permission

Edit: Users with "edit" permission can edit workflows they have view access to

Delete: Users with "delete" permission can delete workflows they have view access to

Restore: Requires "edit" permission to restore deleted requests

4. Creating a Request Form

4.1 Permissions

Users need the "Request" permission to access and use the request form feature.

Access: View the “Request List” screen

Add New: Create new request forms

Edit: Modify request forms

Delete: Remove request forms

4.2 Submitting a Request

Navigation: Request Forms → Requests → Add New

Fill in the following fields:

Request Title

Workflow Type

Content / Reason

Leave Time Range

Permissions by Role:

View: Creator, users with “view all,” top manager of parent department, manager in the same department, and approvers

Edit: If the user has view and edit permission, they can edit the request

Only requests in Pending status can be edited

Editing a request that was already approved will revert it to Pending, and the attendance log will be updated

Delete: Allowed if the user has both view and delete permissions

Can delete requests in Pending or Approved status

Creators can always delete their own Pending requests

Deleted requests will be marked as Canceled, and the attendance log will be updated

4.3 Approving a Request

To approve a request:

Open the request detail (by clicking on the request title) → Click Approve → Choose Accept → Fill in required info: working days, leave type, work shift → Click Update

Notes:

Once approved, the system will update the attendance and timekeeping records

Click the Attendance section to view monthly attendance records

Employees can still submit requests even if they have exhausted their leave balance

Multiple requests can be submitted for the same time range; the latest request will override previous ones