How to Request Employee Information Using the Data Request Feature?

With our latest HRMS update, HR professionals can now easily request specific data from employees. This streamlined feature allows you to customize your data requests, ensuring you gather the necessary information efficiently. Here's a step-by-step guide to help you navigate this process.

Step 1: Access the Employee Transactions Module

1. Login to your HRMS account.
2. Navigate to the Employees module on the dashboard.
3. Click on Employee Transactions.

Step 2: Initiate a Data Request

1. In the Employee Transactions section, select Actions.
2. Click on Request Employee Information.

Step 3: Select Employees

1. Choose the employees from whom you want to request information:
   • All Employees: This option will send the request to all employees.
   • Filtered Selection: You can filter employees based on criteria such as branch location, gender, department, etc.
   • Specific Employees: Manually select individual employees from the list.

Step 4: Choose the Information to Request

1. Select the Section: Choose the section from which you want to gather data. Available sections include:
   • Basic Information
   • Family Information
   • Job Information
   • And more...
2. Select the Specific Field: For example, if you need to update marital status, ensure this field is selected. Note that the field must be pre-created in the system for it to be available.

Step 5: Customize Your Request

1. Hide If Value Exists: If you don't want to request data from employees who have already provided it, set this option to Yes. This ensures only employees with missing information receive the request.
2. Mandatory: Set this option to Yes if you want to make the data entry mandatory for the selected employees.
3. Show Pop-Up on Web: Enable this option if you want employees to receive a pop-up request upon logging into the web portal.
4. Send Email Request: Set this to Yes to send an email request to the employees. This email will contain a link that allows them to directly update their information without needing to log in to the HRMS.

Step 6: Finalize and Send Request

1. Review your selections to ensure all details are correct.
2. Click Submit to send the request to the selected employees.

Important Notes

• Pre-created Fields: The field you wish to gather data for (e.g., marital status) must be pre-created in the system. Only pre-existing fields will appear in the selection menu when customizing your request. To Know more about the custom fields click here
• Employee Experience: Employees will receive a clear and concise request, whether through a pop-up or email, guiding them to update their information directly.

This new feature is designed to enhance the efficiency of your HR processes, allowing you to gather accurate and up-to-date employee data with minimal effort. If you encounter any issues or need further assistance, please contact the HRMS support team.