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Request Hub Use Cases

Efficient management of ID card replacement requests using Request Hub

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

An ID card is a critical part of employee identification and security within an organization. Employees may need a replacement ID card due to loss, damage, or personal information updates. The greytHR Request Hub simplifies the process by offering a structured workflow to handle such requests efficiently.

The system automates request submissions, document collection, approvals, and ID issuance, reducing manual effort for HR teams.

Scenario

Managing ID card replacement requests involves collecting employee details, verifying the replacement reason, approving the new card issuance, and ensuring compliance with company security policies.

Parties involved

  • Employee (Request Initiator)

  • Admin (Approver/Processor): Reviews, approves, and coordinates the printing and issuance of the replacement ID card.

Set up an ID card replacement workflow policy

Admins can configure a customized workflow policy for ID card replacement requests using the greytHR 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. Enter the Policy Name as ID Card Request Workflow Policy and provide Policy Description.

  3. Select the Request Type as ID 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. Reason for request

  2. Providing previous card details.

  3. Attach documents if any.

    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 the related documents.

  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:

    • Initiator can reopen the workflow.

    • Enable auto-close based on your requirements.

ℹ️ 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 ID card replacement request 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.

How employees can request for ID card replacement

Once the workflow is set up, employees can initiate ID card replacement requests from the greytHR ESS portal by navigating to Request Hub.

Steps for employees:

  1. Select the Request Type as ID Card Replacement 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.

How reviewers take action on suggestions

To review and take action on employee’s ID card replacement requests login 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.