Manage employee request for business card with greytHR Request Hub workflow

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

Business cards are a simple yet powerful way to share your contact details and make a great impression. They represent your company’s identity and professionalism. Employees often need business cards for events, client meetings, or building new connections, as these cards help them represent the company effectively.

The Request Hub in greytHR makes it easy for employees to request business cards. With clear tasks and reviewer roles, it simplifies the workflow, saves time, and ensures that every request follows the company’s branding guidelines.

Scenario

The process involves collecting the necessary details from employees, such as their name, designation, contact information, and additional preferences for the business card. HR and designated managers are involved in the approval process to maintain branding consistency.

Parties involved

• HR Admin: Configures the workflow.

• Employee: Initiates the request.

• Reporting Manager: Approves the request.

Set up business card request workflow 

Admins can configure a customized workflow policy for business card requests using the greytHR Request Hub.

To set up the workflow:

From the 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. Enter the Policy Name as Business Card Request Workflow Policy and provide Policy Description.

3. Select the Request Type as Business Card Request.
   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. Submit business card details.

2. Submit a sample.

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

   2. Click Save.

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

   4. 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. Verifying request details.

2. Verifying employee details.

3. Issuing the card.
   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.

1. Available actions for reviewers include:

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

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

   3. Auto-forward Due Days: Specify 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 does not take action within the specified duration, the request escalates to the designated escalation point. 

• Enable Initiator Actions, such as:

1. Initiator can reopen the workflow.

2. Enable auto-close based on your requirements.

4. Review and Submit

• Click Review and Submit to finalize the workflow policy for business card requests.

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.

How employees can request for business card

As an employee, you can initiate business card requests from the greytHR ESS portal by navigating to Request Hub.

1. Select the Request Type as Business Card Request.

2. Add Remarks and set the Priority Level.

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

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

5. Click Submit.

Once the employee submits the Business Card Request, it is sent to the designated reviewers (such as managers, or HR admins) for approval.

How reviewers take action on suggestions

To review and take action on employees’ Business Card Request, log in to the greytHR ESS portal and go to To Do > Review.

1. Click Request Hub.

2. Select the required request and click View Details.

3. On the Review Request page, complete the assigned task if any.

4. Note: You can view the previous actions under the Event Timeline section.

5. Click Accept/Reject.