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Request Hub Use Cases

Create sexual harassment reporting workflow with greytHR Request Hub

Updated in February - 2025 | Subscribe to watch greytHR how-to video

Reporting incidents of sexual harassment is a crucial process to ensure a safe and respectful work environment. Unstructured sexual harassment reporting processes can lead to delayed responses, lack of accountability, and erode employee trust and safety.

The greytHR Request Hub streamlines the sexual harassment reporting process by providing a dedicated feature for employees to report incidents and enabling organizations to automate the investigation and resolution workflows while ensuring confidentiality.

Scenario

Managing sexual harassment reports requires careful attention to detail, confidentiality, and a structured approach. Manual processes can increase the risk of delays and breaches of confidentiality.

Parties Involved

Set Up a Sexual Harassment Reporting Workflow Policy

As an admin, you can configure a customized sexual harassment reporting workflow within the Request Hub.

To set up the workflow:

From the greytHR Admin portal, go to Workflow > Setup > Workflow Levels.

1. General Settings

  • Click Add Workflow Levels.

  • Under General Settings:

    1. Select the Workflow Type as Request Hub.

    2. Add the Policy Name as Sexual Harassment Reporting Policy and provide a Policy Description.

    3. Select the Request Type as Report Sexual Harassment.
      Note: You can click the Edit icon to add or modify request types according to your company’s requirements.

    4. Choose the desired Employee Filter.

  • Click Save Policy and Next to proceed to the Workflow Levels settings.

2. Configure Workflow Levels

  • Select the Workflow Initiator as Employee.

    • Click Add Task to create a task list for the initiator. Tasks may include:

      1. Describe the incident(s), including date(s), time(s), and location(s).

      2. Provide the names of individuals involved (if applicable).

      3. Provide supporting evidence (such as emails, messages, or witness accounts), if available.

    • Click Add Form to create a customized form for the reviewer.

    • Click Save.

    • Select the Make Attachments Mandatory for Reviewer checkbox if applicable.

    • Click Save to finalize the task creation.

  • Similarly, you can create a task list for the selected reviewer.

    • Click Add Task. Tasks may include:

      1. Acknowledge/Verify the report.

      2. Conduct interviews.

      3. Gather additional evidence.
        Note: Repeat these steps to add more tasks for reviewers.

    • Select the required number of Levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).

    • Select Application Actions based on your requirements. Available actions for reviewers include:

      • Approve & Forward: Approve the request and forward it to the next reviewer (available when multiple reviewers exist).

      • Reject: Reject the request (available for all reviewer levels).

      • Auto-forward Due Days: Specify the number of days after which, if no action is taken by the reviewer, the task automatically moves to the next-level reviewer.

    • Click Next to proceed to Workflow Policy settings.

3. Workflow Policy Settings

  • Select the Escalation Duration and Escalation Point. If the final reviewer does not take action within the specified duration, the request escalates to the designated escalation point.

  • Enable Initiator Actions, such as:

    • Initiator can reopen the workflow.

    • Enable auto-close based on your requirements.

      • Info: If you enable auto-close, define the auto-close duration. The system calculates the duration from the request initiation date.

4. Review and Submit

  • Click Review and Submit to finalize and create the workflow policy for sexual harassment reporting activities.

5. Activate the policy

  • After creating a Request Hub policy, you need to activate it to reflect in the greytHR ESS portal. Click the Activate button on the policy card and choose the required date.

  • You cannot edit the policy after activation, but you can delete it by clicking Delete. The request also gets deleted from the greytHR ESS portal.

After creating a workflow for reporting sexual harassment, employees can initiate reports using the Request Hub.

How employees report sexual harassment

As an employee, you can initiate a request to Report Sexual Harassment from the greytHR ESS portal by navigating to Request Hub.

  1. Select the Request Type as Report Sexual Harassment.

  2. Add Remarks, and set the Priority Level.

  3. Add a CC if you want to notify another employee or manager.

  4. Complete the task, Mark as Completed, and save the changes

  5. Click Submit.

The report is routed confidentially to the Internal Complaints Committee (ICC) for review.

How reviewers take action on suggestions

To review and take action on an employee’s sexual harassment report, members of the ICC can log in to the greytHR ESS portal and go to To Do > Review.

  1. Click Request Hub.

  2. Select the required report and click View Details.

  3. On the Review Request page, complete the assigned task if any.
    Note: You can view the previous actions under the Event Timeline section.

  4. Click Accept/Reject.

The ICC concludes the investigation and communicates the outcome to the employee, ensuring confidentiality.

HR implements the resolution, which may include:

  • Disciplinary action against the accused.

  • Mediation between parties.

  • Providing support services to the affected employee.

The employee receives a notification confirming the resolution (if appropriate) and the steps taken to address the issue.