In many organizations, employees submit requests related to changes in bank details, ID card replacement, addition of family members, or travel approvals through emails or paper forms. Managers review these manually, causing delays, errors, and a lack of visibility. As the organization grows, tracking and managing these scattered requests becomes increasingly difficult.

Introduction to greytHR's Request Hub

greytHR's Request Hub provides a centralized and automated solution to streamline workflows, eliminate manual processes, and improve collaboration. Request Hub simplifies complex approval workflows by integrating forms, tasks, and approvals into seamless processes. This saves time, enhances accuracy, boosts productivity, and ensures seamless decision-making across the organization.

Key features of Request Hub

Customizable workflows:
1. Admin users can set up workflows for diverse requests (for example, cab requests, travel requests, and training approvals).
2. Define initiators (employees, managers) and relevant reviewers for each workflow.
Task configuration:
1. Create clear, actionable tasks for reviewers.
2. Configure required forms for initiators and reviewers as per organizational needs.
Automated workflow execution:
1. Workflows are triggered when an initiator submits a request.
2. All tasks, including form submissions, are assigned automatically to stakeholders.
Real-time monitoring:
1. Admin users can track the progress and status of requests in real-time without manual follow-ups.
2. Comprehensive task lists and reminders keep stakeholders informed and accountable.
Enhanced reporting:
1. Generate live reports for instant insights.
2. Maintain records efficiently for compliance and decision-making.

Why is Request Hub important?

Request Hub is essential for organizations looking to:

Minimize manual effort and tracking through automation.
Streamline and centralize approval workflows.
Improve collaboration and reduce dependencies among stakeholders.
Enhance visibility with real-time progress monitoring.
Standardize processes to improve data consistency and reporting accuracy.
Scale workflows seamlessly as the organization grows.

Steps to add Request Hub workflow levels

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 and Policy Description.
3. Select the required Request Type.
  Note: Click the Edit icon to add/edit the request types as per your company’s requirements.
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.
1. Click Add Task to create a task list for the selected reviewer.
2. In the Create Task pop-up, enter the task name and description.
3. Click Add Attachment(s) to upload up to 5 files related to the task.
Click Add Form to create a customized form for the reviewer.
1. Add a Form Title and drag and drop the required fields from the Search Field List to customize the form.
2. Click Save.
Select the Make Attachments Mandatory for Reviewer checkbox if required.
Click Save to finalize the task creation.
Note: Repeat the steps to add tasks for reviewers.
Select the required number of levels (1 Level/2 Levels/3 Levels/4 Levels/5 Levels).
1. From the Reviewer Level 1 dropdown list, select the reviewer type.
2. Select Application Actions based on your requirements.
  Available actions for reviewers include:
  1. Approve & Forward: Approve the action and forward it to the next reviewer.
    Available only when multiple reviewers exist.
  2. Reject: Rejects the workflow action.
    Available for all reviewer levels.
  3. Auto-forward Due Days: Select the number of days after which, if the reviewer does not take action, 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 takes no action within the specified duration, the request escalates to the designated escalation point or person.
Enable the Initiator Actions such as Initiator can reopen the workflow and Enable auto-close as per your requirements.

ℹ️ If you enable auto-close, you must define the auto-close duration. The system calculates the duration from the request initiation date.

Example:
If an employee initiates a request on 10th Dec 2024 and the auto-close duration is 30 days, the system will automatically close the request on 09th Jan 2025 if no action is taken.

💡 Auto-close automatically rejects the request.

4. Review and submit

Click Review and Submit to finalize and create the workflow policy for request hub activities.

5. Activate the policy

After creating a Request Hub policy, you need to activate it to reflect in the 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 ESS portal.

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