Employment Letter Request

Service portal users can submit an employment letter request, for example, to get a proof of employment. The request will be processed by the company's HR department. In their portal cabinet, the users can monitor the processing of their request and communicate with the employee assigned to it.

The information about all submitted employment letter requests is available in the agent interface and stored in the HRM Request (hrm_request) table.

tip

Roles required:

• Create – all service portal users with access to the HR category in the Service Catalog. It is recommended to create requests via your service portal.
• Read:
  • users with access to the agent interface can view the request records they created,
  • users specified in the Assigned to field on the subtask form can view the related request record,
  • users specified in the Approvers field on the subtask form can view the related request record,
  • hrm_agent.
• Update:
  • hrm_agent can edit the requests assigned to them or their groups except the requests in the Closed or Canceled state,
  • hrm_manager can edit all requests except the requests in the Closed or Canceled state.
• Delete – hrm_admin.

Create an employment letter request

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Employment letter requests are created by service portal users with access to the HR category of the Service Catalog. Read more in the Service Portal – Employment Letter Request article.

View a request

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The list of employment letter requests is available to agent interface users with the required roles. They can view the requests in one of the following ways:

Path	Steps
Via HR Task Management	In the agent interface, navigate to Human Resource Management (HRM) → HR Task Management → All Requests Open the required record
Via HR Documents	In the agent interface, navigate to Human Resource Management (HRM) → HR Documents → Certificate Requests Open the required record

Form fields of the Get an employment letter HRM request model

Field	Mandatory	Description
Urgency	N	The field shows the urgency level specified by the caller in the request. Possible values: Low Medium High Very high
Assignment group	Y	The field shows the group responsible for processing employment letter requests.
Assigned user	N	The field shows the user assigned to the request. You can specify another user or assign the request to yourself if you have the required role.
Company	Y	The field shows the company where the employee works.
Caller	Y	The field shows the user who initiated the request.
Certificate type	Y	The field shows the type of employment letter specified by the caller in the request. Possible values: 2-NDFL Proof of employment For the Visa For Benefit Other
Year	Y	The field shows the year to be covered by the 2-NDFL form. The field is visible if the selected Certificate type is 2-NDFL.
For the whole period	N	If the checkbox is selected, the requested document includes data for a period of time that starts on caller's first day at work and lasts until today's date.
Start date	Y	The field shows the start date of the time period that needs to be specified in the requested document.
End date	Y	The field shows the end date of the time period that needs to be specified in the requested document.
Description	N	The field shows additional information specified by the caller in the request.
Document format	N	The field shows the document format requested by the caller. Possible values: Electronic copy Hard copy
Followers list	N	The field shows the list of users who are subscribed to receiving notifications about this request.

Related lists

The section is available to users with the hrm_admin or admin role.

HRM Subtasks – a list of subtasks included in the request.

Control a request

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Agent interface users can process an employment letter request using the UI actions described in the table below:

UI action	Description	Roles required
Assign to me	Click to assign the request to yourself. The request enters the Assigned state, and the Assigned user field is completed with the name of the current user. The button appears on the forms of Approved requests assigned to a group.	members of the assigned group hrm_manager
Reassign	Click to reassign the request to another group or user. Fill in all the required fields in the modal window that opens and click Reassign. The button appears on the request forms in all states except Closed.	assigned user hrm_manager
Postpone	Click to start working on the request later. The button appears on the forms of Assigned requests or those In progress.	assigned user hrm_manager
Start work	Click to start working on the request. The request enters the In progress state. The button appears on the forms of Assigned and Postponed requests.	assigned user hrm_manager who is a member of the assigned group
Request more info	Click to request additional information. The button appears on the forms of requests in the In progress state.	assigned user hrm_manager
Complete	Click to complete your work. The button appears on the forms of requests in the Information needed or In progress state. Fill in all the required fields in the modal window that opens. Available options for the Result field: Solved Not solved (Refused) Not solved (Dropped) If Result = Solved, upload the document by dragging your files or clicking Upload from your device.	assigned user hrm_manager
Document ready	Click to close the request The button is available on request forms in the Completed state.	assigned user hrm_manager
Delete	Click to delete the request. The button appears in the burger menu on the forms of requests in any state.	hrm_admin