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greytHR Admin portal

Configure resignation workflow

Updated on May-2023

The system automatically sends the application to the reviewers whenever an employee submits a resignation request using the ESS portal. This helps the reviewers to take timely action. The reviewer must accept the application for the resignation to be in effect. 

As an admin, you must define the reviewers who can approve the employee's application. You can add up to 3 reviewers for resignation applications. You can set up a workflow policy to customize the employees' resignation options such as withdrawing their application, apply a resignation for a future date, apply a resignation for a back date, and defining the last working day.  

To view the Workflow Levels of the resignation policy, click Workflow > Setup > Workflow Levels.

Customize workflow levels of resignation policy

To customize workflow levels of the resignation policy, perform the following actions:

  1. On the Workflow Levels page, click Add Workflow Level →. A form appears.

  2. In the General Settings section, from the Select Workflow Type dropdown list, select Resignation.

  3. In the Policy Name text box, enter the policy name.

  4. In the Policy Description text box, enter a short description of the policy.

  5. From the Select Employee Filter dropdown list, select the required option.
    Note: You can also click the + Add New Filter icon to add a new employee filter as per your requirements.

  6. Click Save Policy to save the General Settings.   

  7. Click Next to move to the Workflow Levels settings.

  8. Under Reviewer Levels, select any one of the 1 Level/2 Levels/3 Levels/4 Levels/5 Levels options as per your requirements.
    Example: If you select the 1 Level option, under Reviewer Level 1, from the Reviewer Level 1 dropdown list, select a job role as the first reviewer. When an employee resigns, the application goes to the selected job role for approval first. Simultaneously, you can customize the option to assign reviewers for 2 levels, 3 levels, 4 levels, and 5 levels as per your requirements.

  9. Under Application Actions, select the options as per your requirements. The reviewers can view and perform the actions on the application based on your selection. The actions available for a reviewer are:

    1. Accept & Forward
      This option is available only if there is a next-level reviewer. The Accept & Forward option allows the reviewer to forward the application to the next-level reviewer. Forwarding the resignation application will not confirm the last working day of the employee.

    2. Accept
      This option is available for all levels of reviewers. After a reviewer accepts the application, the employee's last working day is confirmed. If the reviewer is not the last-level reviewer and still accepts the resignation application, the application is then forwarded to the next-level reviewer for acceptance.
      Note: The difference between Accept & Forward and Accept actions:

      1. Accept & Forward: The employee's last working day is not defined till the final reviewer accepts (Accept) the application. The application is forwarded to the next-level reviewer.

      2. Accept: The employee's last working day is defined as per the employee’s request. The application is still forwarded to the next-level reviewer for further approval if any.

    3. Revoke
      This option allows the reviewer to cancel the resignation of the employee. The application is still forwarded to the next-level reviewer for further action.

    4. Action Due
      This option allows you to add the number of days in which a reviewer must take action on the resignation application. If an action is not taken, the application is automatically accepted and forwarded to the next level of review. This option is not available for the last level of the reviewer.

  10. Click Save Policy to save the resignation workflow levels settings.

  11. Click Next to move to Workflow Policy settings.

  12. Under A. Workflow Settings, select Allow employees to withdraw resignation check box to customize the option for employees to withdraw their resignation application.

  13. From the Select Reviewer Level dropdown list, you can customize the option to decide if the employees can withdraw their resignation before the selected reviewer takes an action.

  14. Under the Select Date Criteria section, select Allow submission for future date check box to customize the option for employees to submit their application for a future date.

  15. From the Select total day(s) spin box, select the days until which the employee can submit their resignation.

  16. Select Allow submission for backdate check box to customize the option for employees to apply for resignation for a previous date.

  17. From the Select total day(s) spin box, select the days until which the employee can apply for their resignation.
    Note: As an admin, you can also choose to not select any of the date criteria options, the customer can then apply for resignation for the current date.  

  18. Under B. Last Working Day (LWD) Settings, select Allow employees to update the Last Working Day (LWD) check box to customize the option if employees can choose their LWD or not. 

  19. From the Notice period starts from dropdown list, select the required Day of resignation submission/Next day of resignation submission option to customize the calculation of the notice period. 

  20. From Select Last Working Day (LWD) if actual falls on a week off or holiday dropdown list, select the required Previous Working Day/Next Working Day option to avoid the LWD being a week off or holiday.
    If you customize the option Select, the application considers the set LWD as the actual LWD even if it falls on a week off or holiday.
    Note:
    The Select Last Working Day (LWD) if actual falls on a week off or holiday option is available only for clients who subscribe to the Leave and Attendance module. 

  21. Click Review and Submit to complete the process. The new policy appears on the Workflow Levels page. 

Note

  • To view the details of the policy, click Summary available on the left side of the settings page. 

  • Once you create a policy, you must activate the policy for it to be in effect. Click the Activate button available on each policy card and select the required date from the dropdown calendar. 

  • To edit/delete the policy, you must first disable the policy by clicking the Disable button available on the policy card.

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