Form Submission

The Form Submission module allows HR and Management to monitor, review, and manage all employee-submitted forms in one centralized location. This feature ensures that submissions are properly tracked, reviewed, and processed in accordance with the company’s approval workflow.

Through this module, authorized users can preview submitted forms, manage approval statuses, and perform actions such as assigning, downloading, or deleting submissions. The availability of these actions depends on whether the form requires approval and its current approval status.

Before a form can be used, a form template must first be created in the Configuration menu.

List

All employee form submissions are displayed in this menu. Users who has access to management page can preview and delete submissions, regardless of whether approval is required.

In this list, you can view which form has been submitted, the employee who submitted the request, and the current submission status. If the submitted form requires approval or a signature, the approval stage will be shown, indicating whether the form is Pending or Approved.

You can also filter submissions by Form Type and Submission Period and to view detailed information for a specific submission, click the Detail button in the Action column.

The Form Detail page displays information based on the submitted form. Several actions are available to users:

Action	Description
Download	Available for forms that do not require approval, or after the form has been approved by the HOD or any additional approver, if applicable.
Preview	Allows you to preview the submitted form.
Action	Deletes the form submission.

The form submission details are divided into several information cards:

• First Card
  Displays the form type, submission date, requester name, current status, and the opening text of the form.

• Second Card
  If the form requires approval, this card displays the approver’s name and the current approval status.

• Third Card
  Displays the grouped form items based on the employee’s input. These items appear between the opening and closing text.

• Fourth Card
  If the form requires a signature, the employee’s signature is displayed in this section.

• Last Card
  Displays the closing text of the form.

Form Preview

You can view the structure and content of the submitted form by clicking the Preview button.

Section	Area Name	Description
Section One	Form Name	Displays the name of the form as defined in the form template, allowing users to easily identify the type of request being submitted.
Section Two	Logo and Property Details	Displays the company logo and property information configured in Property Configuration, such as company name, address, phone number, and email.
Section Three	Employee Data	Shows the employee’s personal and employment information, including full name, gender, ID card number, position, department, and contact details.
Section Four	Opening Text	Displays the opening statement of the form, providing context and explaining the purpose of the submission.
Section Five	Group Item 1	Displays the first group of form items based on employee input, such as loan application details or other related information.
Section Six	Group Item 2	Displays the second group of form items, such as repayment configuration or additional form-specific details, depending on the form setup.
Section Seven	Closing Text	Displays the closing statement of the form, usually containing confirmations or acknowledgements from the employee.
Section Eight	Requester and Approver Name & Signature	Displays the requester’s and approver’s names along with their signatures, if required by the form approval and signature configuration.

Assign Form

Forms can be assigned directly from the Management Page, allowing Custom Forms to be assigned to specific employees through the management interface. User can also view and track form submissions for each employee.

Navigate to Employee Menu → Form Submission → List → Submit New Form.

1. Select the employee to whom the form will be assigned by typing and selecting the employee’s name.
2. Select a form template.

Based on the selected form template, Management or HR can fill in the required information and add notes or instructions for the assigned employee.

Once the form is assigned:

• The employee will receive a notification informing them of the assigned form.
• The employee can access and complete the form through the Form Submission menu.
• Any notes or instructions provided by Management or HR will be visible to the employee and can be used as guidance when completing the form.