Workflows in greytHR help manage employee requests through defined approval processes, ensuring consistency, accountability, and timely actions across HR operations. These workflows cover multiple processes and guide requests from submission to completion.

The Workflow module in greytHR allows admins to review, monitor, and track employee workflow applications from a single place. Based on the selected workflow module (such as Leave, Claims, Resignation, etc.), admins can view application requests, take action where required, and track their status.
To view or access the workflow pages, from the greytHR Admin portal, hover over the 9 dots, and, go to Workflow > Modules. Based on the selected module, the following tabs may be available:

Review
Monitor
Track

Review employee workflow applications

The Review tab allows HR admins and reviewers to view and act on workflow application requests assigned to the logged-in admin that are pending approval. This tab is visible when the admin is configured as a reviewer in the Workflow Levels setup.

You can view key application details such as submission timeline, application type, reviewer name, and current status. If a designated reviewer is unavailable, the admin can take action on their behalf.

Depending on the module, you can review applications for:

Attendance Regularization
Permission
Overtime
Leave Encashment
Reimbursement Claim
Claims
Letter Requests
Leave
Leave Comp Off
Leave Cancel
Help Desk
Restricted Holiday Leave
Resignation
Confirmation
DeviceDetect
Events
Request Hub
Employee Creation

Note: The review process of employee onboarding continues to follow the existing flow and is not affected by this page or its features.

Review workflow applications

To review employee applications:

From the greytHR Admin portal, hover over the 9 dots and go to Workflow > Modules.
Select the required workflow module.
Open the Review tab.
By default, the Pending sub-tab displays applications awaiting action. Switch to Completed to view closed requests.
Use the Search field to find requests by employee name or employee number.
Apply filters as required to narrow down the list.
Click View Details against a request to view complete employee and application details.
Click the Export Excel icon to download the application list.

Bulk approve, reject, and forward Attendance requests

Admins can approve, reject, or forward multiple attendance requests in bulk from the Review page with all validations and audit logging maintained at the individual request level.

The Review page lists all pending requests across three request types: Attendance Regularization, Permission, and Overtime (OT).

Filter and select requests

From the greytHR Admin portal, hover over the 9 dots and go to Workflow > Modules.
Select the required attendance workflow module.
Use the Submitted On and Category filters to narrow down requests.
Select individual requests using the row-level checkbox, or use the header checkbox to select all requests on the current page.

Note: When multiple requests are selected, only actions applicable to all selected requests are shown. Actions not applicable to some requests are hidden or disabled.

Bulk approve: Select requests and click Approve Selected. Each request is validated individually using standard approval rules. Approved requests move to approved status and are removed from the pending list in real time.

Bulk reject: Select requests and click Reject Selected. If a rejection reason is mandatory in the standard flow, the same applies here.

Bulk forward: Select requests and click Forward. This option appears only when forwarding is permitted for all selected requests. The system automatically routes each request to the next reviewer as defined in the workflow hierarchy — no manual selection required.

Note: If some requests fail validation, those remain unchanged while valid requests are processed. The system displays a summary of total selected, successfully processed, and failed requests with reasons.

Monitor employee workflow requests

The Monitor tab helps admins oversee all expense requests submitted by employees and track their progress, including applications that are pending action with reviewers. This view is useful for managing workloads, identifying delays, and intervening when a reviewer is unavailable.

Each application card shows the number of days involved and the reviewer with whom the request is pending. Admins can also download workflow reports for reference.

You can monitor requests for:

Attendance Regularization
Permission
Overtime
Leave Encashment
Reimbursement Claim
Claims
Letter Requests
Leave
Leave Comp Off
Leave Cancel
Help Desk
Restricted Holiday Leave
Resignation
Confirmation
Loan
Employee Creation

Monitor Workflow Requests

To monitor workflow requests:

From the greytHR Admin portal, go to Workflow > Modules.
Select the required workflow module.
Open the Monitor tab.
Use the Pending sub-tab to view requests awaiting action and Completed to view closed requests.
Use the Search field to locate requests by employee name or employee number.
Review the Status and Currently With columns to identify pending ownership.
Click View Details to view employee details, request information, and workflow history.
Click the Export Excel icon to download the required workflow page.

Track employees’ workflow applications

The Track tab allows admins to track the status of workflow applications submitted by logged in admin. This view provides visibility into both active and completed requests when the admin is part of the workflow as a reviewer.

You can view detailed application information such as leave type, dates, reason, remarks, and workflow history. Admins can also accept or revoke applications where applicable.

You can track applications for:

Attendance Regularization
Permission
Overtime
Leave Encashment
Reimbursement Claim
Claims
Letter Requests
Leave
Leave Comp Off
Leave Cancel
Help Desk
Restricted Holiday Leave
Confirmation
Employee Creation

Track Workflow Applications

To track employee workflow applications:

From the greytHR Admin portal, go to Workflow > Modules.
Select the required workflow module.
Open the Track tab.
Use the Pending sub-tab to view active requests and Completed to view closed requests.
Use the Search field to find requests by employee name or employee number.
Click View Details to expand and view information such as category, submitted date, reason, remarks, and workflow history.
Click the Export Excel icon to download the required application list.

Note: The availability of Review, Monitor, and Track tabs depends on the selected workflow module.

Frequently Asked Questions:

What is the difference between Review, Monitor, and Track?

Review is used by admins and reviewers to take action on workflow requests assigned to the logged-in admin that are pending approval.

Monitor helps admins oversee all workflow requests submitted by employees, including those that are pending action with reviewers.

Track allows admins to track the status of workflow applications submitted by logged in admin, including active and completed requests.

What do Pending and Completed mean?

Pending shows active requests that are awaiting action. Completed shows requests where the workflow process is already closed.

Can I search for a specific employee’s request?

Yes. You can search workflow requests using the employee’s name or employee number.

Can I filter workflow requests by date?

Yes. You can filter requests using the Submitted Date option.

What details are available in the workflow listing view?

The listing view shows employee details, request type, current reviewer, submission date, and status. Click View Details to see complete request information.

Can admins take action if the assigned reviewer is unavailable?

Yes. If the admin is configured as a reviewer, they can take action on requests on behalf of the assigned reviewer.

Which request types support bulk actions?

Bulk approve, reject, and forward are available for Attendance Regularization, Permission, and Overtime (OT) requests.

Can admins select requests from multiple employees at the same time?

Yes. As an admin you can select requests from the same or different employees together in a single bulk action.

What happens if some requests fail validation during a bulk action?

The system processes valid requests successfully and leaves invalid requests unchanged. A summary is shown with the count of successful and failed requests, along with the reasons for failures.

Are the same validation rules applied in bulk as in individual approvals?

Yes. Each request in a bulk action undergoes individual validation using the workflow rules applied in standard approval flows.

What happens if some requests fail validation during a bulk action?

Valid requests are processed successfully. Requests that fail validation remain unchanged. The system displays a summary showing the total selected, successfully processed, and failed count with reasons.

Can I forward requests to a specific reviewer of my choice?

No. The system automatically determines the next reviewer based on the configured workflow hierarchy. Manual selection of the next approver is not required or available.

Who can access the bulk review page?

Only admins with the appropriate module permissions can access the Workflow > Modules > Review page and perform bulk actions.

Why is the Approve Selected / Reject Selected / Forward option not visible?

These actions appear only when they are applicable to all selected requests. If any selected request does not support a particular action, that option is hidden or disabled.

Can I export workflow requests?

Yes. Workflow requests can be exported to Excel from the listing page.

Why are some columns not included in the Excel export?

Currently, only default columns are included in the Excel export. Additional columns added to the listing view are not exported.

Does this page change how approvals or workflows work?

No. This page only helps you review, monitor, and track requests. The workflow logic and approval process remain unchanged.

Workflow approval logic and detailed workflow pages remain unchanged.
Excel export behaviour remains the same.

Does this page impact the Employee Onboarding process?

No. Employee Onboarding continues to follow the existing flow and is not affected by this page or its features.

Related articles:

Set up a smooth Loan Workflow

Review employee’s onboarding details

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