How to Request Documents from Employees in Horilla HRMS
Managing employee documents efficiently is crucial for HR departments, and Horilla simplifies this process with its Documents Request feature. Employee documentation plays a vital role in ensuring compliance, maintaining accurate records, and streamlining HR operations. Traditionally, requesting and managing employee documents has been a manual and time-consuming process. However, with Horilla, HR managers can now automate and centralize document requests, making it easier to track submissions, follow up on pending documents, and ensure that all necessary files are securely stored.
In this blog, we’ll go through the step-by-step process of how to request a document from an employee and how employees can respond to such requests using Horilla’s Documents Request feature.
This guide will help HR teams enhance their efficiency and create a seamless document management workflow.
How to Request a Document from an Employee
Step 1: Navigate to Document Requests
Log in to your Horilla HRMS account.
Under the Employee module, locate and click on Documents Request.
This section displays all previously created document requests.
Step 2: Create a New Document Request
Press the CREATE button located in the upper right corner. A popup form will appear
Provide a suitable title for the request (e.g., Graduation Certificate).
Select the employee from whom you need the document.
Specify the document format (e.g., PDF, DOCX, etc.).
Define the maximum file size for the document upload.
Add a description to provide clear instructions to the employee (e.g., Please upload a scanned copy of your graduation certificate).
Click Save to create the request. Once the request is created, it will be visible in the Documents Request section, and inside the employee dashboard, the employee will receive a notification.
Employee’s Response to a Document Request
Step 1: Accessing the Document Request
Now, let’s log in as Avery Hills with his username and password. He will receive a notification about the document request.
They can navigate to their profile and open the Documents section in their profile, or directly click the notification highlighted.
The plus icon is in the request to upload an image in the request. Click the request line, a modal will appear to attach files. Click the attachment option in the modal.
A pop-up form will appear with request submission requirement details such as file format, maximum size, and any additional instructions.
If applicable, set an expiry date (e.g., for passport or certification documents).
Click Save to upload the document successfully. Now you will notice the icon of the request has changed.
How to Review and Manage Employee Documents
Step 1: HR Manager Review
HR managers can navigate to Documents Request under the Employee module.
Locate the uploaded document under the specific request and click on it.
From here, HR can view the uploaded documents and verify it. There is an option for the HR person to attach the additional document (Marked 1). Approve(Marked 2), Reject (Marked 3), or Either download to their local device.
Step 2: Managing Uploaded Documents
If the document is verified and approved by HR, the document is stored under the employee’s profile and will be indicated as approved similarly in the document section.
If rejected, the HR manager can provide feedback, and the employee can re-upload the document.
A pop-up will appear to provide the rejected reason.
The HR manager can also delete the document if needed. Using the trash icon button.
Then a confirmation popup will appear, click confirm to delete the request.
Once you confirm, the request will be deleted.
Conclusion
The Documents Request feature in Horilla HRMS provides a structured approach to managing employee documents. It streamlines communication between HR managers and employees, ensuring that necessary files are collected and stored efficiently. By following these steps, both HR personnel and employees can handle document requests effortlessly, maintaining compliance and organization within the system.
