Change Request Wizard

Change Request Wizard

Note: The Change Requests Wizard allows Users to quickly and easily submit a Change Requests - For Employees. Manager. People & Culture Users.
Employees submit this for themselves and select an Authorisor. Managers can do this for Team Members and Select an Authorisor. People & Culture users can do this and select another People & Culture User as Authorisor.
Change Requests can be based on: Creating a Brand New Record, or selecting an existing record and changing this record to a new record. Please note. Some Objects of the Subscribe-HR system are single records only - E.g. Salary.
Other Objects allow for Employee to hold multiple Active records at once e.g. Bank Accounts, Next of Kin. Self-Service options are also available from the START Menu.
My Info Self Service and Manager Self-Service are available for people to create new records, without having to use the Change Requests option. The Change Requests option only allows for a new record to be created once the Change Request is Authorised.
If there are no records in an Employees Object e.g. No Salary has been created for the Employee, if you use the Change Request Wizard and Widget to Create the First Salary Record, Create New will be the only option available in the Change Request Wizard.
If there are No Active Record, this will also be the case.
If there are Single or Multiple Active Records in the Object, then the Change Request options available will be "Create New", "Replace and Create" and Add Additional. You can create Multiple new Records at once, if the Object allows. E.g. Multi Jobs is Multi Job Functionality is active. Salary - Only one Salary Record is available. So a Change Request will always end the current Active Record and replace it with the new one.

If you don't want Employees and Managers to be able to use Self-Service for doing this, please deactivate My Info and My Teams Info from the START option. The Change Request Widgets need to be Active and Inserted into Users Dashboards to allow for Change Requests to be managed. Particularly for Managers and People & Culture Users.

Change Request Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Change Request Wizard. These navigation options are outlined below.

1. START - the "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
2. View - to View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
3. Select - select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
4. Create New - allows you to create a New Record within a particular Wizard (where relevant).
5. Create - allows you to 'save' a New Record you've created.
6. Edit - allows you to Edit a Record.
7. Save - allows you to Save a Record.
8. Previous - allows you to go back one step.
9. Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
10. Submit - allows you to Submit the data or Record/s you've added into a Wizard.
11. Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
12. Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
13. Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
14. Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

How to Trigger the Change Request Wizard

How to trigger the Change Request Wizard.

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "Change Request" option from the menu, then click "Select."

Change Wizard Steps

1. Change Request for – If Employee is doing the Change Request for themselves, this will not show. This step is for Managers and People & Culture Users. Select the Team Member or People the Change Request is for.
2. Select Change Request – Select the Object that the Change Request is for. E.g. Next of Kin, or Salary, Or Job, Or Bank Details. Note that there are settings in the Development Tool On the Object which allow you to enable Objects which can be used in a Change Request.
3. Select the What would you like to do?

Select Create New Record/s This option: Allows you to Create New Records. New Records can be created, if there are NO current Records in an Object. E.g. There has been no Onboarding done and there are no Bank Account Records, or Superannuation Records. Create New can be used to Create these. E.g. If there is no Job and a no Salary, you will create new Records. For Job and Salary, if they have Active Records, you will need to Create and Replace the Existing Job and Salary. If Multi Job is used, you can add additional and or Create and Replace. If you select Create New Record/s you will go to the next step where you can Create New Record/s. You can add Single or Multiple Records.
Once you have Created the Record/s you can select the Authoriser to send the Change Request to.
The Final Step is the Summary, showing the new Record/s that are being Requested for Change. Create New you can do a Max of 4 Records at a time (this option will be available if there are no existing records in that Object".

If you Select Create and Replace – This option: Allows you to Create New Records and Deactivate / Active records. You will be only able to select Active Records to replace. If you select Two Records to Replace you need to Create Two New Records also.
Once you have selected the Active Records you want to Replace, the next screen will allow you to Change To. Click Change To to Create the New Record you want to replace the current Active Record/s with.
Once you have done this you can select the Authoriser who you want to Authorise the Change Request.
The Final Screen is the Summary Screen, show the Change information. Create and Replace you can do this with a Max of 4 Records.

If you Select Add Additional – This option: Allows you to Add Additional Records to already existing Active Record/s.
Once you have selected Add Additional - you will see a screen which shows the current Active Records that that Object/area of the system.
The next screen, allow you to Create, single or Multiple Additional Records.
The next screen, allows you to select an Authoriser to send the "Change Request" for Additional Records, to.
The Final screen is the Summary screen showing the Additional Records to be added, if the Change Request is Authorised. Add Additional you can do this with a Max of 4 records at a time.