Employee workstation request via Request Hub

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

A workstation request process enables employees to request hardware or workstation setups, including laptops, desktops, and additional peripherals required for their role. The greytHR Request Hub streamlines the request process by automating approvals and tracking to ensure that employees receive their equipment promptly.

The greytHR Request Hub feature automates submission, approval, and coordination with IT/admin teams, reducing manual intervention and delays.

Scenario

Handling workstation requests involves understanding employee requirements, validating eligibility based on role and department, and coordinating with IT or admin teams. This ensures employees have the necessary tools to perform their tasks effectively.

Parties involved

• Employee (Request Initiator)

• HR/Admin Team (Request Reviewer)

• IT Team (Hardware Provider and Coordinator)

Set up a workstation request workflow 

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

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 as Employee Workstation Request Policy and provide Policy Description.

3. Select the Request Type as Employee Workstation 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. Specifying the type of workstation request (e.g., new workstation, upgrade, relocation).

2. Mentioning required equipment (e.g., monitor, keyboard, ergonomic chair).

3. Adding a justification for the request.

   1. Uploading any relevant supporting documents if applicable.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. Reviewing the request details.

2. Checking equipment availability.

3. Coordinating with relevant departments.
   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 with reasons (available for all reviewer levels).

   3. 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.

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.
   Info: 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 employee workstation request activities.

5. Activate the policy

• 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 employee workstation requests, employees can initiate requests using the Request Hub.

How employees can submit a request for workstation

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

1. Select the Request Type as Workstation 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 workstation request, it is sent to the designated reviewers (such as the manager or HR admin) for approval.

How reviewers take action on suggestions

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

1. Click Request Hub.

2. Select the required employee workstation 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.