Updated in February - 2025 | Subscribe to watch greytHR how-to video
Employee suggestions contribute to organizational improvement. A structured workflow ensures all suggestions are captured, evaluated, and implemented effectively, fostering a culture of continuous improvement.
The greytHR Request Hub simplifies the suggestion submission process by providing a dedicated feature for employees to submit their ideas and enabling organizations to automate the review and feedback workflows.
Managing employee suggestions involves collecting detailed information about the suggestion, routing it to the appropriate reviewers, evaluating its feasibility, and providing feedback to the employee. Handling this process manually can result in delays and missed opportunities for improvement.
Employee: Submits the suggestion for review.
Manager/Committee: Reviews and evaluates the suggestion’s feasibility and relevance.
Implementation Team (Optional): Executes approved suggestions.
As an admin, you can configure a customized suggestion submission workflow 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 Employee Suggestion Submission Policy and provide Policy Description.
Select the Request Type as Suggestion Submission.
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:
Describe the suggestion.
Mention the objective or problem the suggestion addresses.
Propose benefits or outcomes (such as cost savings, efficiency improvements).
Provide supporting documentation or examples (if applicable).
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:
Evaluating the suggestion.
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 employee suggestion submission activities.
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 suggestion submissions, employees can initiate suggestions using the Request Hub.
Employees can initiate a suggestion submission from the greytHR ESS portal by navigating to Request Hub.
Select the Request Type as Suggestion Submission.
Add Remarks and set the Priority Level.
Add a CC if you want to notify another employee or manager.
Complete the task, Mark as Completed, and save the changes.
Click Submit.
The suggestion is routed to the relevant manager or committee for review.
To review and take action on an employee’s Suggestion Submission request, log in to the greytHR ESS portal and go to To Do > Review.
Click Request Hub.
Select the required suggestion 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 and provide feedback.
If the suggestion is approved:
The reviewer forwards it to the Implementation Team or appropriate stakeholders for execution.
The implementation team takes the necessary steps to implement the suggestion and provides updates on the progress.
The employee receives feedback on their suggestion, including its status (approved, requires more info, or rejected with reasons) and implementation details (if applicable). This encourages employee participation and ensures the efficient implementation of valuable ideas.