Processing pending requests for name change, address addition, or address change

Note:

This topic is applicable only if any of these features are configured on your organization's Configurable Features tab: Approval For Change Name, Approval For Add Address, and Approval For Change Address .

If your organization requires approval for any or all of these actions, requests entered by managers and employees (and Change Name requests submitted by an administrator or generalist) appear on a list of Pending Requests in Administrator Space and Generalist Space to be processed. Users with Administrator or Generalist security can process the requests.

If your organization enables the Approval For Change Name feature, approval is also required for the Marriage, Divorce, and Legal Separation life event actions submitted by employees.

Email notifications can be used to notify all parties involved. You can configure email notifications to be sent when a request is submitted, when a request is returned, when a request is resubmitted, when a request is canceled, when a request is rejected, and when a request is approved.

See Enabling email action authentication.

Select Administrator > To Do > Pending Requests

or

Generalist > To Do > Pending Requests.

Pending requests are displayed on the Pending Requests tab with the resource name, resource employment ID, the action type (Change Name, Add Address, Change Address, Marriage Event, Divorce Event, or Legal Separation Event), and the status. On the Pending Requests tab, the status is either Requested or Returned.
To view a request, on the Pending Requests tab, open the request to review.

Note:
Managers and employees can attach a supporting document to a request. You can view the attachment. If email notifications are used, the document is attached to email notifications sent as a result of the action taken. Managers, employees, administrators, and generalists can view the attachment until the request is approved. When the request is approved, rejected, or cancelled, the attachment is discarded.
To make changes to the request, specify your changes, and click Save.

Note:
If the request remains pending, the resource, resource's manager, the administrator, and the generalist can make changes to it, no matter who initiated the request. The changes made to the request while it is pending can be seen by all. The resource, resource's manager, the administrator, and the generalist can also cancel a pending request, no matter who initiated it.
Process the pending request with one of these actions.
Note:
You can also perform these actions directly on the list of pending requests.
- To return the request to the initiator for corrections, specify the corrections required in the Comments field, click Save, then click Actions > Return.
  
  The request remains on the Pending Requests tab. The request's status on both tabs is changed to Returned.
  
  The request remains in Pending status on the resource's profile on Manager Space and Employee Space. No change is made. If the employee or manager opens the pending request, they see a flag indicating that the request has been returned. They can make changes and resubmit the request, which are displayed in Requested status on the Pending Requests tab and All Requests tab.
- To reject the request, select it, and select Actions > Reject.
  
  The request is removed from the Pending Requests tab. The request's status on the All Requests tab is changed to Rejected.
  
  The request is also removed from the resource's profile on Manager Space and Employee Space. No change is made.
- To cancel the request, select the request, and select Actions > Cancel.
  
  The request is removed from the Pending Requests tab. The request's status on the All Requests tab is changed to Cancelled.
  
  The request is also removed from the resource's profile on Manager Space and Employee Space. No change is made.
  
  Note:
  The All Requests tab also includes any requests cancelled by employees or managers.
- To approve the request, select the request, and select Actions > Approve.
  
  Note:
  You can specify changes and save them before approving the request.
  
  The request is removed from the Pending Requests tab. The request's status on the All Requests tab is changed to Approved.
  
  The request is also removed from the resource's profile as viewed by the manager and the employee. The resource's profile reflects the changes.