Submitting and tracking an HR request

This article is for employees: it explains how to submit a request to the HR team, attach documents, follow its progress and answer HR’s questions.

Before you start #

• To open the HR requests menu, your role must hold the permission “HR requests module access (employee space)” at the Access level.
• To submit a request, your role must also hold “Submit an HR request” at the Access level. Both permissions are granted to all employees by default.
• The request types on offer are chosen by your organisation. If the window shows “No request type is available yet”, contact your HR team.

Finding your requests #

Open HR requests › My requests. The page lists your requests, newest first:

• Request: the request type; a click opens its details.
• Submitted: the submission date. If the type announces deadlines, they are shown underneath (“First response by…”, “Resolution by…”); a missed deadline is shown in red.
• Status: New, In progress, Waiting for your reply, Resolved or Closed.

The All and In progress buttons filter the list: In progress hides resolved and closed requests. Clicking the Submitted or Status header sorts the list; a second click reverses the order. The list is split into pages of 25 requests.

You only see your own requests: your colleagues’ requests are never accessible to you.

Submitting a request #

1. In HR requests › My requests, click New request. The New HR request window opens.
2. Under Request type, click the card that matches your need. Each card says what the type is for. The type’s form appears below.
3. Fill in the fields. Required fields are marked with an asterisk; a missing one is flagged with “This field is required.” Some fields only appear depending on a previous answer.
4. If needed, add files under Attachments (optional): drop them in the area or click to browse your computer. A rejected file is listed with the reason (format not accepted, too large, too many files).
5. If you wish, write a note for HR under Message (optional).
6. Click Submit.

The request appears straight away under My requests with the “New” status, and the receiving HR team is notified.

Attachment limits #

Files are uploaded just after the request is created. If the upload fails, the request is still submitted and the message “Request submitted, but the attachments did not go through” asks you to add them from the request.

Following a request and talking with HR #

Under My requests, click a request’s name to open its details:

• at the top, the request type, the submission date, any deadlines and, on the right, the status;
• Your answers: what you entered in the form;
• Attachments: the files already attached, with their size, and an area to add more;
• Conversation: the messages between you and the HR team.

Replying to HR #

1. Under Conversation, type your message in the “Write a message…” field.
2. Click Send.

If the request was “Waiting for your reply”, it automatically goes back to “In progress”: the HR team knows it is their turn.

Adding a document after submission #

1. Under Attachments, drop the file in the area or click to choose it.
2. Click Attach.

The My requests link at the top of the details takes you back to the list.

Being notified #

You receive a notification in the Illizeo bell and an e-mail, in your language, when:

• your request is taken in hand;
• a member of the HR team writes to you;
• the status of your request changes;
• your request is resolved.

The link in the e-mail or notification opens the request directly. You can turn these notices off under Personal Settings › Notifications, on the HR requests line of the “Approvals and workflow” family.

Good to know #

• A resolved or closed request no longer accepts messages or attachments: the details show “This request is closed. Submit a new one if you need something else.”
• Attached files are stored in the documents of your employee file, in the “HR requests” category. Whether you can open them follows your organisation’s permissions on that document category.
• Some HR team notes are internal: they are never shown to you and do not notify you. Every message you see in the conversation is meant for you.
• You cannot edit or delete a submitted request. To correct something, say so in the conversation.
• You are not notified when an announced deadline is missed: the people who can act on it are.

FAQ #

I cannot see the “HR requests” menu #

The module is not enabled for your workspace, or your role does not hold the module access permission. Contact your HR team.

The “Submit” button stays greyed out #

First choose a request type by clicking one of the cards.

My request could not be submitted #

Check the fields flagged as required. If the message “The request could not be submitted” persists, your role may not hold the “Submit an HR request” permission: contact your HR team.