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Employees can access delegation requests in FOX HR via:

Fox HR →Requests→ Delegation Request

All active employees who have access to Fox HR and part of any Workflow level shall be able to create Delegation Requests. The employee can create a Delegation Request view the created request at any point in time. The employee who created the request can cancel the request until the ‘To Date’ in the delegation request.

The steps to create a delegation request in FOX HR

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

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

• Delegate responsibility To – The responsibility to take any action on Requests regarding the Workflow level shall be transferred to another person. There shall be a dropdown field for the user to select the delegated employee. The dropdown shall show all the employees with an option to search for the employee to shorten the list. This field shall be mandatory.
• Reason Type – The reason for delegating the responsibility shall be selected from a dropdown. The dropdown shall show three values (1) Vacation, (2) Business Trip (3) Others. This field shall be mandatory.
• From Date – The date from which the delegation is applicable shall be defined in this field. The field shall be a date field with a date picker; the user shall be able to select a date from which the delegation is applicable. This field shall be mandatory.
• To Date – The end date of the transfer of responsibility is applicable shall be defined in this field. The field shall be a date field with a date picker; the user shall be able to select a date to which the delegation will end. This field shall be mandatory.
• The delegation shall start from the From Date and finish by the ‘To Date’ automatically if the request is approved.
• Comments – The employee shall be able to enter any comments regarding the Delegation 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 Delegation 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 Delegation Request. Once all the mandatory fields are entered, the user shall submit the request. Once submitted, the Requested will be saved and moved for approval. The submitted Delegation Request shall be available in the ‘My Request’ tab in the Dashboard for the employee to view it or can it. Once submitted, the system shall navigate back to the Dashboard screen.
• Cancel – If the user does not want to submit the leave request, then the user can click on cancel, which will cancel the request without submitting/processing further. Once cancelled, the system shall navigate back to the Dashboard screen.

Viewing a Delegation Request

The employee who has created the Delegation Request shall view the Delegation Request at any time by going to the ‘My Requests’ tab under the Dashboard. The employee who has created the Delegation Request can cancel until the ‘To Date’ of the Delegation.

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

Each Delegation 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 Delegation 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 ‘Delegation Request.’
• Date of creation of the Request – The date of creation of the Delegation 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 ‘To Date’ of the Delegation. 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 Employee 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 Employee 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:

• Delegate responsibility To – The employee’s name who is delegated to in the requests shall be displayed.
• Reason Type – The reason type specified in the request shall be displayed.
• From Date – The ‘From Date’ specified in the request shall be displayed.
• To Date – The ‘To Date’ specified in the request shall be displayed
• Comments – Any comments entered in the Delegation Request shall be displayed.
• Attachment – Any attachment added in the Delegation 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 Delegation 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, 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 – 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 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.

After the request is approved completely, the system shall replace the delegator with the delegated employee in all pending requests and requests newly created from the ‘From Date’ mentioned in the request. After the ‘To Date’ in the request, the system should update the delegated employee with the delegator in all pending requests and newly created requests.

Notification

When the employee submits the Delegation Request, a notification will be triggered to the first approver. For Delegation 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 Delegation 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 there shall be an option to approve the request directly in the mail notification.

To sum up

FOX HR enables the employee to create delegation requests easily. It lets employees create, edit and track the request as required. They can also cancel the request until the ‘To date in the request.