Updated in February - 2025 | Subscribe to watch greytHR how-to video
Admin assets, such as office supplies, furniture, or equipment, are essential for supporting employees in their day-to-day tasks. Manually handling admin asset requests can lead to delays, miscommunication, and inefficiencies in asset allocation, impacting employee productivity and increasing administrative workload.
The greytHR Request Hub feature allows employees to request admin assets through a structured and transparent process.
Managing admin asset requests involves collecting details about the required asset, validating the necessity of the request, and coordinating the allocation or delivery of the asset. Automating this process enhances efficiency and reduces administrative burdens.
Employee: Submits the admin asset request.
Manager (Optional): Approves the request, if required, based on organizational policy.
Admin Team: Reviews, approves and coordinates the issuance or delivery of the admin asset.
As an admin, you can configure a customized workflow for admin asset requests within the Request Hub.
From the greytHR Admin portal, go to Workflow > Setup > Workflow Levels.
Click Add Workflow Levels.
Under General Settings:
Select the Workflow Type as Request Hub.
Add the Policy Name as Admin Asset Request Policy and provide Policy Description.
Select the Request Type as Admin Asset Request.
Note: You can click the Edit icon to add or modify request types according to your company’s requirements.
Choose the desired Employee Filter.
Click Save Policy and Next to proceed to the Workflow Levels settings.
Select the Workflow Initiator as Employee.
Click Add Task to create a task list for the initiator. Tasks may include:
Submit Asset Request.
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:
Verify the request's necessity.
Check asset availability.
Coordinate with the delivery team.
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.
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.
Click Review and Submit to finalize and create the workflow policy for admin asset requests.
After creating a 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 admin asset requests, employees can initiate requests using the Request Hub.
As an employee, you can initiate an admin asset request from the greytHR ESS portal by navigating to Request Hub.
Select the Request Type as Admin Asset Request.
Add Remarks and set the Priority Level.
Add a CC to notify the manager, if necessary.
Complete the task, Mark as Completed, and save the changes.
Click Submit.
The request is routed to the Admin team or, if required, to the Manager for approval.
To review and take action on admin asset requests, the reviewers can log in to the greytHR ESS portal and go to To Do > Review.
Click Request Hub.
Select the required request and click View Details.
On the Review Request page, complete the assigned task if any.
Note: You can view the previous actions under the Event Timeline section.
Click Accept/Reject.
This structured process ensures that admin asset requests are handled efficiently, reducing delays and ensuring employees have the resources needed to perform their tasks effectively.