---
title: "Administering the HR requests module: traceability, personal data, languages and FAQ"
description: What the HR requests module records in the user logs, how it handles personal data export and erasure, backups, languages, and answers to frequent questions.
url: "https://illizeo.com/en/centre-aide/hr-requests-administer/"
updated: "2026-11-01"
category: HR requests
---

# Administering the HR requests module: traceability, personal data, languages and FAQ

This article is for administrators and data protection officers: it describes what the HR requests module records, how it handles personal data, what the backup covers, how it deals with languages, and answers the most frequent questions.

## Before you start

- The screens mentioned here (user logs, personal data, backups) belong to workspace administration and have their own permissions in the role matrix.
- The "HR requests" category only appears on these screens when the module is enabled.

## Traceability: the user logs

**Settings › Manage Illizeo › User Logs** records the module's actions under the "HR requests" module:

- the submission of a request;
- taking a request, changing its status or its handler;
- adding a message, stating whether it is an internal note;
- creating, editing, deactivating or deleting a request type, including its announced deadlines.

Each line shows who acted, when, and what changed.

The log never copies form answers or message text: they may contain personal information (health, address, reason). The log says what happened; the content stays in the request, behind the desk's permissions.

## Personal data (GDPR)

An employee's access, portability and erasure requests are handled under **Settings › Manage Organization**, **Data & Privacy** tile. The "HR requests" category appears there as soon as the module is enabled.

![Data & Privacy window, Portability tab: data categories including HR requests](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/hr-requests-administer-02.en_.png?resize=800%2C500&quality=80&ssl=1)
The "HR requests" category in the Data & Privacy window.

![Data & Privacy window, Deletion tab: full deletion or anonymisation of an employee](https://i0.wp.com/illizeo.com/wp-content/uploads/2026/11/hr-requests-administer-03.en_.png?resize=800%2C500&quality=80&ssl=1)
The Deletion tab: erase or anonymise an employee.

| Right exercised | What the module does |
| --- | --- |
| Access and portability (export) | The employee's requests, their answers, the messages that were visible to them and, for each request, the number of internal notes (their text stays internal). Attachments are in the "Documents" category. |
| Anonymisation | The requests remain, for the desk's volumes and deadlines, but lose their answers and the text of their conversation, internal notes included. |
| Full erasure | The employee's requests and their conversations are deleted; their attachments go with their documents. |
| Erasure or anonymisation of an HR team member | An open request they had taken goes back to the queue, with the "New" status, for a colleague to pick up. Their messages on other people's requests stay in those conversations. |

## Backup

Requests, their messages and the request types are included in the workspace backup (**Settings › Manage Illizeo › Backup Manager**). Request attachments are archived with it and return to their place when a backup is restored.

## Demo data

When a workspace is filled with demo data, the module receives a dozen fictitious requests at every stage, with their conversations and a few internal notes. These requests trigger no notification or e-mail. The **Clear demo data** button (**Settings › Manage Organization**) removes them with the rest of the demo; the request types stay.

## Languages

- The desk screens (**My requests**, **Team queue**, request details), the statuses, the supplied types and their forms, the e-mails and the supplied approval workflow exist in French, English, German and Italian. Each user sees them in their profile language.
- Types created by your organisation are translated in the editor, language by language, with the **Translations** button. If a language is missing, Illizeo shows the workspace's default language, then the first available translation.
- The request type settings page is shown in English for users whose profile is in English, and in French otherwise.
- Drop-down list options and e-mail template names are not translated: they appear as entered in every language.

## FAQ

### An employee cannot see the "HR requests" menu

Check that the module is enabled for your workspace, then that one of the employee's roles holds the "HR requests module access (employee space)" permission at the Access level.

### A request does not appear in the team queue

The **Team queue** tab only shows requests addressed to the **General queue (all HR staff)**. If the request's type is addressed to a group, team, department or office (the "Handled by" setting), the request is notified to its recipients by bell and e-mail, whose link opens it directly. For a type's requests to land in the tab, choose the general queue; this only applies to requests submitted afterwards.

### The manager cannot approve a request

To approve an HR request in a Workflows approval workflow, the approver must hold the "Handle the HR request queue" permission at the Execute level, which the Manager role does not hold by default.

### Can I edit a type supplied by Illizeo?

Yes, entirely, form included. It is then marked "Illizeo · customised". Types already present in your workspace are not rewritten by Illizeo.

### Does changing a deadline affect open requests?

No. The due date is set at submission; the new deadline only applies to requests submitted afterwards.

### Are internal notes really invisible to the employee?

Yes: they are never shown to them, do not notify them and are not included in the export of their data, where only their number appears.

### Why is there no "Leave" or "Bank details" type?

Because those requests already have their own process in Illizeo, with its rules and approvals. The desk does not create a second path to the same data.

### *Similaire*