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Employees can access letter requests via Fox HR→ Requests→ Letter Request.

All Employees shall have access to create Letter Requests. The employee can create a Letter Request and view the created request at any time. The employee who created the request can cancel it until it is approved completely.

Creating Letter Request in FOX HR

When the employee clicks on the ‘Letter Request’ card on the Employee Requests page, the system shall navigate to a new screen for creating the Letter Request. On top of the page, the page’s path shall be displayed as ‘Employee Requests / Letter Request.’

The screen shall have the following fields for the employee to enter the details:

• Letter Type – The letter types shall be defined, and a template shall be already defined in the Letter Management masters under configuration. The Letter Type field shall be a dropdown field and a mandatory one, with values from the letter management masters. When defining the Letters and their templates, there shall be an option to define whether the letter is for internal usage or external usage. Next to the field, with respect to the selection of the letter type, the system shall display whether the letter is for internal (‘I’) or external (‘E’) purposes.

• Issue Date – The date on which the letter is issued shall be selected in this field. This field shall be a date field with a date picker, and the user shall be able to select the issue date with respect to the need. The issue date shall be displayed in the letter in place of the date of the document.

• Letter Addressed To – The letter addressed to the concerned person shall be specified in the letter. There shall be a text field for the user to enter the ‘Letter Addressed To’ comment. This field shall be a non-mandatory field.

• Comments – The employee shall be able to enter any comments regarding the Letter Request in the ‘Comments’ field. This shall be a text field and a non-mandatory field.

• Attachment – There shall be an option for the employee to attach files related to the Letter request. The employee shall be able to attach more than one file. The attachment option shall have the standard options, like the employee shall be able to select a specific file and attach it. Once attached, the employee should be able to view it. Attachment is not a mandatory option.

• Submit – There shall be an option to submit the Letter Request. Once all the mandatory fields are entered, the user shall be able to Submit the request. Once submitted, the Request will be saved and moved for approval. The submitted Letter Request shall be available in the ‘My Request’ tab in the Dashboard for the employee to view or cancel it. Once submitted, the system shall navigate back to the Dashboard screen.

• Cancel – If the user does not want to submit the request, then the user can click on cancel, which will cancel the request without submitting/processing further. Once canceled, the system shall navigate back to the Dashboard screen.

Viewing a Letter Request

The employee who has created the Letter Request shall be able to view the Letter Request at any time by going to the ‘My Requests’ tab under the Dashboard. The employee who has created the Letter Request can cancel until the request is approved completely.

The Approvers can also view the Letter Requests from the ‘Action’ tab under the Dashboard. The Approvers are the users available in the Workflow levels for the Letter Requests.

Each Letter Request shall be shown under the ‘Actions’ tab and ‘My Requests’ tab in the dashboard. On clicking on the option, the system shall navigate to a new page with complete details of the Letter Request.

The page shall be divided into four areas, namely Header, Request Details, Workflow Status, and Workflow Comments.

In the Header area of the page, the following details shall be available:

• Request Type – The title of the Request shall be displayed. In this case, the title shall be ‘Letter Request.’
• Date of creation of the Request 
• Cancel Request 
• Employee Profile Photo
• Employee ID
• Employee Name
• Job Title
• Request Status 
• Approve – There shall be an option to approve the request. Only the users in the workflow levels of the request shall have this button visible. Once approved or rejected by the workflow level user, the button will not be displayed for that user. If the user cancels the request, the approve/reject button shall not be visible.

• Reject – There shall be an option to reject the request. Only the users in the workflow levels of the request shall have this button visible. Once approved or rejected by the workflow level user, the button will not be displayed for that user. If the user cancels the request, the approve/reject button shall not be visible.

• Download – Once the request is approved completely, a button for downloading the Letter shall appear for the user to download the letter. If the Letter is an internal letter (‘I’), then the user shall be able to download the letter directly. The download button shall be visible after the request is completely approved. If the Letter is an external letter (‘E’), then there shall be a task created, and the executor of the task shall download the letter and perform some additional tasks outside the system and physically share the letter with the employee. The Task executor can upload a softcopy of the file to the task for records and future reference.

In the Request Details area of the page, the following details shall be available:

• Letter Type – The letter type selected in the request shall be displayed.
• Issue Date – The Issue date entered in the request shall be displayed.
• Letter Addressed To – The Letter Addressed To entered in the request shall be displayed.
• Comments – Any comments entered in the Letter Request shall be displayed.
• Attachment – Any attachment added in the Letter Request shall be displayed, and approvers can view it.

In the Workflow Status area of the page, the following details shall be available:

The workflow levels for the Letter Request shall be displayed in card views. Each workflow level shall have a card. There shall be an option to scroll left or right to view the cards if the number of cards is more than the page width. Each card shall have the following details:

• The sequence of the Workflow level – The sequence of the workflow level shall be displayed at the top of the card. This will be in a numeric sequence starting from ‘1’ till the end of the workflow level. The sequence number background shall be in colors with respect to the status of the workflow level.

• The status of the Workflow level – The status of each workflow level shall be displayed. If the status is pending, it will show ‘Pending.’ If it’s approved, it will show status ‘Approved’ with the date/time of approval. If the status is rejected, then it will show status as ‘Rejected’ with the date/time of rejection. If delegation is provided by any of the approvers in the workflow level, then that also should be notified. If the user cancels the request, that status also needs to be displayed between the levels.

• Profile Photo of the Approver
• Name of the Approver
• Job Title of the Approver
• Received Date/Time – The date and time the approver receives the request in the workflow level shall be displayed. If the workflow level did not receive the request for action, then the Received date/time will be blank.

In the Workflow Comments area of the page, the following details shall be available:

There shall be an option for the users who have access to view the details of the request to put comments at any point in time. The comments entered will be tagged against the user with the timestamp.

• Name of the person – The name of the person who put the comment shall be displayed
• Date/time of Comment – The date and time the comment is added shall be displayed.
• Comment – The comment shall be displayed.
• Add new Comment – There shall be an option for the user to add new comments by clicking on the Add button.

There shall be a ‘Back’ button to close the detailed request view page. On clicking on the ‘Back’ button at the end of the page, the system shall navigate back to the Dashboard page.

If the Letter is an external letter (‘E’), then there shall be a task created, and the executor of the task shall download the letter and perform some additional tasks outside the system and physically share the letter with the employee. The Task executor can upload a softcopy of the file to the task for records and future reference.

Notification

When the employee submits the Letter Request, a notification will be triggered to the first approver. For Letter Request, there shall be a push notification appearing for the first approver near the right top of the web page. Also, there will be an Email notification for Letter Request to the approver, requesting to view and approve the request. The approver can either go to the dashboard and approve the request from his ‘Action’ tab or the mail notification; there shall be an option to approve the request directly.

To sum up

In FOX HR, employees can manage letter request easily. Employees can easily track the letter request accurately in FOX HR.