Human resources and internal processes
Requests
A universal module for internal requests based on configurable forms — purchase, expense, training, benefit. Each request type has its own fields, approval flow and an optional annual limit per user, so one entry point covers dozens of company forms.
Context
The Requests module is part of the internal company portal that we designed, developed and deployed for a client in the area of human resources and internal processes. The portal consolidates dozens of company agendas into one environment with single sign-on, roles and an auditable history — and the Requests module is part of it.
Challenge
The company had a different procedure for every kind of request: purchases were requested by e-mail, training through an Excel form, benefits through HR. Nobody knew how much of the annual limit an employee had used, and approvers looked for requests in three inboxes. Every new agenda meant another form and another process.
How we delivered
We designed Requests as one module with configurable forms, so a new agenda does not require development.
Request types: the administrator defines the form in settings — fields, mandatory items, attachments, approvers and a limit. A new type is available immediately.
Submission: the employee picks the type, fills in the fields, attaches documents and submits. The request gets the state waiting for approval and the approvers receive a task.
Approval: the approver sees the request in tasks or in request management and approves or rejects it with a reason. The applicant sees the state change immediately.
Limits: for a type with an annual limit per user the module shows used, remaining and total, so both the employee and the approver know whether the spend is within budget.
Export: the list of managed requests exports to a file for accounting or HR.
Client benefits
One entry point for all internal requests replaced e-mails, spreadsheets and paper forms.
A new request type is set up by the administrator without development, so the module grows with the company.
Annual limits per user are visible on every request and cannot be exceeded by mistake.
The approver has requests in one task queue together with invoices and orders.
Every decision has a name, time and reason in the request history.
Step-by-step workflow
The administrator sets up a request type: fields, attachments, approvers and limit
The employee picks the type, fills in the form and submits the request
The approver receives a task and approves or rejects the request with a reason
The system recalculates the limit usage and informs the applicant of the result
Approved requests are exported for accounting or HR
Module capabilities
- configurable request types and forms
- custom fields and mandatory attachments
- approval through tasks
- annual limit per user with usage overview
- my requests by year and state
- request management for approvers
- export of the request list
- decision history
Integrations
- employees and organisational structure
- task workflow
- notifications
- file manager (attachments)
- export for accounting and HR
Process statuses
- Waiting for approval
- Approved
- Rejected
Operations and further development
We designed the module with future development in mind — the modular architecture allows adding new fields, reports or integrations without touching the existing core. Clean code, documentation and separate configuration files ensure that another team can develop the system — without depending on one person who knows "how it works".
For this type of solution, datatek, spol. s r. o. also provides long-term operational support, monitoring and SLA — so the client can be sure the system keeps working for years.
Module functions in detail
- Request types
- The administrator defines a form for each type: fields (text, number, date, selection), mandatory items, attachments, approvers and a limit. For example purchase, expense, training, benefit or work equipment.
- My requests
- A list of submitted requests of a type with date, state and form data, filtered by year. The detail shows attachments and the approval history.
- New request
- The employee fills in the form fields, attaches documents and submits. The request gets the state waiting for approval and the approvers receive a task.
- Limit per user
- For a type with a limit (e.g. an annual training budget) the module shows used, remaining and total for the selected year. An overrun is visible before approval.
- Request management
- The approver sees requests waiting for their decision with filters by type, year and state. They approve or reject with a reason; the applicant sees it immediately.
- Export
- The list of managed requests downloads to a file for accounting, HR or management.
FAQ
Unlimited. Each type has its own form and approvers, so the module covers purchases, expenses, training, benefits and internal permissions.
Directly in the list of their requests of that type: used, remaining and total for the year.
In the Tasks module among other approvals, or in request management with filters by type and state.
Do you need a similar module?
We will design and develop an internal application according to your processes — from analysis to deployment and long-term support.