> For the complete documentation index, see [llms.txt](https://helpdesk.getfly.vn/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://helpdesk.getfly.vn/web-version/images-and-media/human-resource-management-hrm/request-form.md).

# 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

<figure><img src="/files/Y7YP2BKcbIvmpIVFSTla" alt=""><figcaption></figcaption></figure>

### 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

<figure><img src="/files/X5ZDFGX6toGvJWqLAdUD" alt=""><figcaption></figcaption></figure>

### 2.3 Leave Types

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

<figure><img src="/files/EXT9dJ22P1zjTlQOfDsS" alt=""><figcaption></figcaption></figure>

### 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

<figure><img src="/files/DT5LpBGuKKhHUtBuOhOj" alt=""><figcaption></figcaption></figure>

## 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

<figure><img src="/files/P8wofW63GHO9gnNOuJqq" alt=""><figcaption></figcaption></figure>

### 3.2 Creating a New Request Workflow

Navigation: Request Forms → Workflow List → Add New

<figure><img src="/files/jGcY13yscTfaliTy9Wtr" alt=""><figcaption></figcaption></figure>

* Workflow Name (required)
* Description: Shown to users when submitting a request
* Applicable Departments: Departments allowed to use this workflow
* Workflow Type: 8 types available:

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

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

(3) Business Trip – Does not deduct leave and logs working days

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

(5) Unpaid Leave – No leave deducted and no working days logged

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

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

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

* Approval Method:

(1) Sequential Approval – Steps must be approved in order

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

(3) Single Approver – Only one approval is required at any step

* Approval Steps:

(1) Step Name

(2) Approver: by department or individual

(3) Department: Any member in the department can approve

(4) 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

<figure><img src="/files/dsNTyUHvof0YUaHBqa6y" alt=""><figcaption></figcaption></figure>

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

<figure><img src="/files/KeaBWq8UP5lRiBy9rcRT" alt=""><figcaption></figcaption></figure>

### 4.2 Submitting a Request

Navigation: Request Forms → Requests → Add New

<figure><img src="/files/VQciYBminR0G99xZfDno" alt=""><figcaption></figcaption></figure>

Fill in the following fields:

Request Title

Workflow Type

Content / Reason

Leave Time Range

<figure><img src="/files/HCPmzaw3Ob0FwC30IU3v" alt=""><figcaption></figcaption></figure>

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

<figure><img src="/files/L4BdasB0Eh3dqziQvASJ" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/VFHdzkJy2W7rdzdGd5Ov" alt=""><figcaption></figcaption></figure>

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


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