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Requesting Leave Attachments

Learn how to ask employees for documentation related to their vacation and sick leave requests

Marie Claire Saliba avatar
Written by Marie Claire Saliba
Updated over a week ago

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Table of Contents

Introduction

We know gathering supporting paperwork for all sorts of leave entries can be nothing short of a headache, for administrators, managers and employees alike. In the interest of simplifying this(and reducing your paracetamol budget 😋), we've made it possible for you to both request and upload files to vacation and sick leave requests.

This article tackles the requesting side of Leave Attachments. For details about uploading leave attachments, check out this article.

Who can request leave attachments?

Leave authorisers and approvers, along with administrators, can send requests to employees for leave attachments, like sick certificates, clinic attendance notes, travel tickets, and similar.

Where can I request leave attachments?

  • From the Employee Portal:

    • The Leave widget

    • The Out of Office widget

  • Via Payroll & Leave > Leave, in both the Leave Request Audit and the Leave History tabs.

  • Via an employee's Leave History tab in HR > Employees.

Requesting Leave Attachments

From the Out of Office and Leave Widgets

  1. Go to the Employee Portal,

    1. For the Out of Office widget: click the Sick button.

    2. For the Leave widget: click Leave awaiting your direct approval.

  2. Find the entry you need to request a file for, then click the Add Files button.
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  3. The window view will change, showing the file uploader on the left and the file details on the right. Click the Request Files button in the details part of the screen. (Note: this is the same for both widgets, the only thing that changes is the window's title.)
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  4. A pop-up will ask you to enter a note for the employee explaining what files are needed from them. When you finish typing up your request, click Send.
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From the Leave Request Audit and Leave History

  1. Go to Payroll & Leave > Leave. This opens in the Leave Request Audit; for Leave History, make sure to change tab.

  2. Find the required entry in the grid and click the file 📄 icon in the Files column.

  3. The Leave Files window will open. Click the Request Files button in the right side of the screen.
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  4. A pop-up will ask you to enter a note for the employee explaining what files are needed from them. When you finish typing up your request, click Send.
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From the Employee's Leave History

  1. Go to HR > Employees, select an employee from the grid and click the Leave History tab.
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  2. Find the required leave entry in the grid and click the file 📄 icon.
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  3. The Leave Files window will open. Click the Request Files button in the right side of the screen.
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  4. A pop-up will ask you to enter a note for the employee explaining what files are needed from them. When you finish typing up your request, click Send.
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How Employees Receive Requests

The employee will receive an email informing them of the request, including the Date From, Date To and any Remarks.
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They will also receive a notification in their Indigo portal.

FAQs

Where can I see uploaded leave files?

You can view leave attachments in the following places:

  • From Document Manager > All Employees, find the respective employee and then go to Personal > Sick.

  • In the Leave Request Audit and Leave History screens, find the specific leave entry and click the file 📄 button.

  • Via the Out of Office and Leave Approval widgets, find the required leave entry and click the View Files button.
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Can I delete attachments from a leave entry?

There are two scenarios in which you can delete attachments from a leave entry: first, if you were the person to upload the attachment; and second, if you have the permission HR_DeleteLeaveAttachment.

No other users can delete attachments from a leave entry.

🧠 Remember: all file deletions are recorded in the Audit Log.

What happens to attachments in resubmitted leave entries?

  • Resubmitted entries with files change the file ownership. This means that resubmitter becomes the new file owner and will be able to delete any files in the resubmitted entry, while the previous file owner will no longer be able to delete the files.

  • Resubmitting leave creates a copy of the existing entry, so any attached files will be available in both the original and the copied leave entries.

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