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Fox HR→ Requests→ Resignation Request

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

Creating Resignation Request for Employees in FOX HR

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

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

• Reason for Resignation – The reason for the employee’s resignation shall be captured in this field. There shall be a dropdown with values available below. These values shall be kept in the DB and shall be listed in the dropdown. This field shall be mandatory. The values in the dropdown are:
  • Found a better Job
  • Career Change
  • Feel Underappreciated
  • Lack of Proper Compensation
  • Insufficient Time Off
  • Change in Management
  • Lack of Management Support
  • Lack of a Joyful Environment
  • Lack of a Clear Career path
  • Others
• Last Working Day – There shall be a date field with a date picker to select the last working day for the employee. This field shall be mandatory.
• Notice Period (Days) – The notice period agreed for the employee shall be displayed. The notice period for all employees should be defined at the DB at the department level, and the default value shall be ’60 Days’ for all departments. This field shall be a non-updatable display field.
• Last Day (Notice Period) – The last working day for the employee with respect to the Notice period shall be displayed here. The calculation is the current date (requested date) + ‘Notice Period (Days)’. This field shall be a non-updatable display field.
• Comments – The employee shall be able to enter any comments regarding the Resignation 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 Resignation 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 can view it. Attachment is not a mandatory option.
• Submit – There shall be an option to submit the Resignation Request. Once all the mandatory fields are entered, the user shall submit the request. Once submitted, the request will be saved and moved for approval. The submitted Resignation Request shall be available in the ‘My Request’ tab in the Dashboard for the employee to view or cancel. Once submitted, the system shall navigate back to the Dashboard screen.
• Cancel – If the user does not want to submit the request, the user can click on the cancel button to cancel the submission without further submitting/processing. Once cancelled, the system shall navigate back to the Dashboard screen.

Viewing a Resignation Request in FOX HR

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

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

Each Resignation 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 Resignation Request.

The page shall be divided into four areas, namely

• Header
• Request Details
• Workflow Status
• 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 ‘Resignation Request.’
• Date of creation of the Request – The date of creation of the Resignation request shall be displayed. The date format should include the date & time.
• Cancel Request – There shall be an option for the employee who has created the request to cancel until the request is approved completely. The person who has created the request can only cancel the request, so the ‘Cancel Request’ button shall be visible only for the employee who has created the request.
• Employee Profile Photo – The profile photo of the employee shall be displayed. The photo shall be visible only to the approvers, not to the employee who has created the request.
• Employee ID – The ID of the employee shall be displayed. The Employee ID shall be visible only to the approvers, not to the employee who has created the request.
• Employee Name – The Name of the employee, shall be displayed. The Employee Name shall be visible only to the approvers, not to the employee who has created the request.
• Job Title – The Job Title of the employee shall be displayed. The Job title shall be visible only to the approvers, not to the employee who has created the request.
• Request Status – The status of the Requests shall be displayed. The various statuses of the Requests are ‘Pending,’ ‘Cancelled,’ ‘Approved,’ and ‘Rejected.’ There shall be a specific color code for each status as the background color of the Requests Status text.
• 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.

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

• Reason for Resignation – The reason for resignation selected in the request shall be displayed.
• Last Working Day – The Last Working Day selected in the request shall be displayed.
• Notice Period (Days) – The default notice period for the employee shall be displayed.
• Last Day (Notice Period) – The last working day for the employee with respect to the Notice Period days shall be displayed.
• Comments – Any comments entered in the Resignation Request shall be displayed.
• Attachment – Any attachment added in the Resignation 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 Resignation 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, then it will show ‘Pending.’ If it’s approved, it will show status ‘Approved’ with the date/time of approval. If the status is rejected, 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 – The profile photo of the approver shall be displayed.
• Name of the Approver – The name of the approver shall be displayed.
• Job Title of the Approver – The Job Title of the Approver shall be displayed.
• 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 person’s name 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 Comments – There shall be an option for the user to add new comments by clicking on the Add button.
  • The Comments shall be sorted in the descending order of the creation date of the comments. The view of the comment shall be dynamic. i.e., the viewing employee’s comments shall be right-aligned, and other comments shall be displayed in the left-aligned.

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.

After the request is approved completely, a task will be created to the task executor defined in the Workflow management of resignation Request, putting the details of the Resignation Request as a task so that the executor can make offboarding for the employee and complete related processes.

Notification

When the employee submits the Resignation Request, a notification will be triggered to the first approver. For Resignation Request, a push notification shall appear for the first approver near the right top of the web page. Also, there will be an Email notification for the Resignation 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 apply for resignation requests and add the details along with the request. Employees have the provision to check the request’s status and cancel the request anytime until it is fully approved.