A reject reasons form is a form that contains a list of reasons an authorised user can select when declining employee requests.
In the following example, we see a view of annual leave requests that are awaiting authorisation:
If we select a request and click on the reject button, we are presented with a reject reason form, where we can provide a reason for why we decided to decline the request:
The form that appears is defined in the form builder, and the reasons shown on the form in the drop down list are specified on the form definition.
To create a “reject reason” form, go to the Form Builder in System Setup > HR Portal > Form Builder.
Click on the New button to create a new form:
Module: Personnel
Function: Portal Audits
Description: Type the name of the form as it should appear in the list of forms in the form builder
Reference Code: The unique reference code of the form (max 10 characters). Make a note of this as you will need this later.
Once you have entered the details, click Finish to create the new form. You can now type your form reference into the search box and expect your form to appear. Select the form in the list and click the Edit button.
We can now change the form definition. Ensure the Type is ‘Update – 0 Authorisation’ and that the User Role is ‘Authorised User’. Then select the Reject Reasons field in the Available list and click the Include button to add the field to your reject reasons form. If you then edit the reject reasons field you will be presented with the Field Properties. Set Editable to ‘Yes (Mandatory)’ and use the Filter Values box to highlight the reasons you would like to appear on the form, as shown in the screenshot below:
If a reason you are looking for is not available in the Filter Values box, then you can add new reasons by going to System Setup > HR Portal > Reject Reasons.
When finished, ensure you click the Save button on the Field Properties screen, and then Save again to save the form definition.