unifiedess 701 General Help

unifiedess 701 General Help Prepared by, Orisoft Technology Sdn. Bhd. Documentation Team Document Version: 2.0 Date Created: 24 March 2014 Last Updated: 01 April 2014 Page 1 of 57

Table of Contents Section A Introduction... 3 Section B Account Management... 4 I. First Time Login... 4 II. Changing Password... 5 III. Changing Hints... 6 IV. Password List... 8 Section C General... 10 I. Add To Favourites Button... 10 II. Printer Button... 12 III. Acrobat Button... 13 IV. Excel Button... 15 V. Search Button... 16 VI. Reset Button... 16 VII. Collapse/Expand Button... 17 VIII. Sort Button... 18 IX. Show Button... 19 Section D Document Manager... 21 I. Searching/Viewing Documents... 21 II. Creating/Editing Documents... 23 III. Deleting Documents... 26 Section E Leave... 29 I. Viewing Leave Entitlement... 29 II. Viewing Leave List... 31 III. Viewing My Workflow... 33 IV. Applying Leave Application... 35 V. Withdrawing Leave Application... 41 VI. Approving/Rejecting Leave Application... 45 VII. Cancelling Leave Application... 50 Section F Contact Us... 57 I. Malaysia (Kuala Lumpur) Office... 57 II. Thailand (Bangkok) Office... 57 Page 2 of 57

Section A Introduction Welcome to the new and improved unifiedess, a web-based self-service system that is commonly known as Unified Employee Self Service. Compared to the previous unifiedess version, the current version has improved userfriendliness and displayed simple interfaces to conform to the needs of most businesses or organizations. The new and improved features will be listed in the following, which are: Provides slick yet professional feel to cater for your business needs. Rearranges/resizes page contents according to browser window size. Intuitive search engine that searches specific pages according to key words entered. Expandable favourites list to store frequently visited pages. Exportable listings to business document formats, such as PDF and Excel. Collapsible search criteria panels that aids in better view of records in a single page. Customizable page size that displays any number of records per page. And many more This general help is intended to provide end-users with a better understanding of the inner structure and functionality of this system. If you have further enquiries, please do not hesitate to contact our Customer Care via Contact Us. Back to Table of Contents Page 3 of 57

Section B Account Management I. First Time Login Figure B1.1: Home Page 1. After successfully logging into ESS, you will be redirected to your Home page, where you will be able to view your workflow summary, workflow highlights, leave balance, staff birthday list, and leave calendar as shown in Figure B1.1 above. 2. Besides that, you will also be displayed with a Menu bar with various functions located at the top of the browser as shown in Figure B1.1 above. The functions will be further described below: Item <Company Logo Here> Home button Modules button Favourites button Employee No. & Name Search field Function(s) Displays your company or organization logo. Redirects to your Home page. Displays a list of modules available for your access. Displays a list of your favourite pages. To add a page to your favourites, click here to view the instructions. Displays your employee number and name. Allows you to search for any records with key phrases or words. Page 4 of 57

User Settings button Logout button Allows you to change password/hints, and displays your photo and last login date & time. Logs out your account from the system. Back to Table of Contents II. Changing Password *Note: This is NOT applicable for ADI (Active Directory Integration) accounts. For ADI account users, please consult your HR or IT representative for further instructions. Figure B2.1: Change Password Link 1. To change your password, at the Menu bar, click on the User Settings button and click on the Change Password link (as shown in Figure B2.1 above). Page 5 of 57

Figure B2.2: Change Password Page 2. You will be redirected to the Change Password page, where you will be able to change your current password into a new password according to the Password Policy as shown in Figure B2.2 above. *Note: Asterisked field name indicates that the field is compulsory for user input. 3. After filling all password fields, click on the Submit button to change your password. Once your password is successfully changed, you will be prompted with the message Process completed successfully. Click on the OK button and you will be redirected back to your Home page. Back to Table of Contents III. Changing Hints *Note: This is NOT applicable for ADI (Active Directory Integration) accounts. For ADI account users, please consult your HR or IT representative for further instructions. Page 6 of 57

Figure B3.1: Change Hints Link 1. To change your hint(s), at the Menu bar, click on the User Settings button and click on the Change Hints link (as shown in Figure B3.1 above). Figure B3.2: Change Hints Page 2. You will be redirected to the Change Hints page, where you will be able to change your current hint(s) into new hint(s) as shown in Figure B3.2 above. *Note: Asterisked field name indicates that the field is compulsory for user input. 3. After updating all or some question and answer fields, click on the Submit button to update your hint(s). Once your hint(s) is successfully changed, you will be prompted with the message Process completed successfully. Click on the OK button and you will be redirected back to your Home page. Page 7 of 57

Figure B3.3: Change Hints No Hints Policy Prompt 4. However, if there is no Hints Policy implemented by your HR, clicking on the Change Hints link will prompt the message You are not required to set any Hint Questions & Answers to indicate that no hints should be set. Click on the OK button and you will be redirected back to your Home page. Back to Table of Contents IV. Password List *Note: This is NOT applicable for ADI (Active Directory Integration) accounts. For ADI account users, please consult your HR or IT representative for further instructions. 1. The purpose of this list is intended for the superiors to retrieve and provide the new/reset passwords directly to their subordinates who do not have any e-mails. Figure B4.1: Password List Link Page 8 of 57

2. To retrieve your subordinate new/reset passwords, at the Menu bar, click on the Modules button and click on the Password List link (as shown in Figure B4.1 above). Figure B4.2: Password List Page 3. You will be redirected to the Password List page, where you will be able to retrieve and view your subordinate new/reset passwords as shown in Figure B4.2 above. 4. If you wish to search for a specific or group of subordinates, fill up the User ID and/or User Name fields, and click on the Search button (as shown in Figure B4.2 above). The search result(s) or record(s) will be returned based on your search criteria. Back to Table of Contents Page 9 of 57

Section C General I. Add To Favourites Button 1. Instead of viewing the Modules list to redirect to your most frequently visited pages, you may bookmark these pages, given that they have the Add To Favourites button, and only view and redirect to your favourite pages from your Favourites list. Figure C1.1: Add To Favourites Button Default ( Off Mode) 2. To add a page to your Favourites list, you must first locate the Add To Favourites button (white star icon), which is typically located at the top-right of the page as shown in Figure C1.1 (e.g. Password List). If you could not locate it, it indicates that the page cannot be added to your Favourites list (e.g. Change Password). Figure C1.2: Add To Favourites Button Added Favourites ( On Mode) 3. Once you have located the Add To Favourites button (white star icon), click on it and the star icon colour will be changed to yellow (as shown in Figure C1.2 above). This is to indicate that the current page has been successfully added to your Favourites list. For example, Password List has been added into your Favourites list. Also, the message Successfully added into favourite list. will be prompted to reconfirm on the current page addition. Click on the OK button and you will be returned to your current page. Page 10 of 57

Figure C1.3: Favourites List Added Favourites 4. At the Menu bar, click on the Favourites button as shown in Figure C1.3 above. You will be able to view all of your favourite pages and clicking on any one of them will redirect you to their respective pages. For example, Password List that was added previously is now viewable as a shortcut in your Favourites list. By utilizing the Favourites list, you will be able to redirect to the frequently visited pages much quicker as compared to utilizing the Modules list. Figure C1.4: Favourites List Deleting Favourites 5. If you wish to remove any one of your favourite pages, you may mouse-over that favourite page and click on its X button as shown in Figure C1.4 above. Figure C1.5: Add To Favourites Button Removed Favourites ( Off Mode) Page 11 of 57

6. At the removed favourite page, you will notice that the star icon colour will be changed back to white (as shown in Figure C1.5 above). This is to indicate that the favourite page has been successfully removed from your Favourites list. For example, Password List has been removed from your Favourites list. Also, the message Successfully removed from favourite list. will be prompted to reconfirm on the favourite page removal. Click on the OK button and you will be returned to your current page. 7. You will no longer view the removed favourite page at your Favourites list unless you add it to your favourites again. Back to Table of Contents II. Printer Button 1. The Printer button functions to prepare the printing of the entire current page in hard copy. To print/export to soft copy, refer to Acrobat or Excel Buttons. Figure C2.1: Printer Button 2. To print the current page, you must first locate the Printer button, which is typically located at the top-right of the page as shown in Figure C2.1 above. If you could not locate it, it indicates that the page cannot be printed in hard copy (e.g. Change Password). Page 12 of 57

Figure C2.2: Print Preview and Choose Printer Pop-Up 3. The Print Preview window and Choose Printer pop-up will appear at the same time to allow you to view the print area and select the printer of your choice to print the current page (as shown in Figure C2.2 above). After selecting the printer, click on Print button and the current page will be printer in hard copy. Back to Table of Contents III. Acrobat Button 1. The Acrobat button functions to export the entire current page to soft copy (PDF format). To print in hard copy, refer to Printer Button. Page 13 of 57

Figure C3.1: Acrobat Button 2. To export the current page to PDF format, you must first locate the Acrobat button, which is typically located at the top-right of the page as shown in Figure C3.1 above. If you could not locate it, it indicates that the page cannot be exported to soft copy (e.g. Change Password). Figure C3.2: View or Download PDF Pop-Up 3. The View or Download PDF pop-up will appear to allow you to view the PDF file immediately without saving it to your PC or save it to your PC and view it at a later time (as shown in Figure C3.2 above). For Internet Explorer users, to view the PDF file immediately, click on the Open button. Otherwise, click on the Save button to save it to your PC for subsequent viewing. Back to Table of Contents Page 14 of 57

IV. Excel Button 1. The Excel button functions to export the entire current page to soft copy (XLS format). To print in hard copy, refer to Printer Button. Figure C4.1: Excel Button 2. To export the current page to XLS format, you must first locate the Excel button, which is typically located at the top-right of the page as shown in Figure C4.1 above. If you could not locate it, it indicates that the page cannot be exported to soft copy (e.g. Change Password). Figure C4.2: View or Download XLS Pop-Up 3. The View or Download XLS pop-up will appear to allow you to view the XLS file immediately without saving it to your PC or save it to your PC and view it at a later time (as shown in Figure C4.2 above). For Internet Explorer users, to view the XLS file immediately, click on the Open button. Otherwise, click on the Save button to save it to your PC for subsequent viewing. Page 15 of 57

Back to Table of Contents V. Search Button 1. The Search Criteria panel is typically accompanied by the Search button. To narrow down or extend on the records/results that are being displayed by default, you may specify the conditions/criteria at the Search Criteria panel to filter out unnecessary records/results. Figure C5.1: Search Button 2. To search for records based on the criteria entered in the Search Criteria panel, you must first locate the Search button, which is typically located at the top-right of the page as shown in Figure C5.1 above. If you could not locate it, it indicates that the page cannot be searched for records (e.g. Change Password). 3. Click on the Search button and you will be returned with the specified records/results at your current page. Back to Table of Contents VI. Reset Button 1. If you have filled in or selected any input fields and wish to reset them back to their original state, you may use the Reset button. Page 16 of 57

Figure C6.1: Reset Button 2. To reset any filled/selected input fields, you must first locate the Reset button, which is typically located at the top-right of the page as shown in Figure C6.1 above. If you could not locate it, it indicates that the page input fields are not resettable (e.g. Change Password). 3. Click on the Reset button and you will be returned with the default values for all input fields at your current page. Back to Table of Contents VII. Collapse/Expand Button 1. The Collapse/Expand button has been introduced to ease users by hiding/showing the panel when viewing any records/results at the same page. Generally, you may encounter this button with the Search Criteria panel. Figure C7.1: Collapse/Expand Button Default (Expanded) Page 17 of 57

2. To collapse the Search Criteria panel, you must first locate the Collapse/Expand button, which is typically located at the top-right of the Search Criteria panel as shown in Figure C7.1 above. If you could not locate it, it indicates that there is no collapsible/expandable panel available at that page (e.g. Change Password). Figure C7.2: Collapse/Expand Button - Collapsed 3. Click on the Collapse/Expand button and the panel will be collapsed/hidden (as shown in Figure C7.2 above). Clicking on this button again will expand/show the panel in its original form. Back to Table of Contents VIII. Sort Button 1. The Sort button has been introduced to enable users to sort the search records/results based on their preferences. Generally, you may encounter this button when there is a table of records/results present in that page. Figure C8.1: Sort Button Default (System Sorting) 2. To sort the search records/results, you must first locate the Sort button, which is typically located at the right of each table column header as shown in Figure C8.1 above. If you could not locate it, it indicates that the table column could not be sorted (e.g. Row #). Page 18 of 57

Figure C8.2: Sort Button Ascending 3. Click on the Sort button at any table column header (e.g. User ID) and the search records/results will be sorted according to that table column in the ascending order (as shown in Figure C8.2 above). Figure C8.3: Sort Button Descending 4. Clicking on this button again will sort the search records/results according to that table column in the descending order (as shown in Figure C8.3 above). Back to Table of Contents IX. Show Button 1. The Page Size field is typically accompanied by the Show button. To increase/decrease the number of displayed search results/records per page, you may specify the value at the Page Size field and view the number of results/records of your choice in each page. Figure C9.1: Show Button Default Page Size 2. To increase/decrease the number of displayed search results/records per page, you must first locate the Show button, which is typically located at the right of the Page Size field as shown in Figure C9.1 above. If you could not locate it, it indicates that you may not change the number of displayed search results/records per page at that page (e.g. Change Password). Page 19 of 57

Figure C9.2: Show Button Decreased Page Size 3. Enter the value of your choice in the Page Size field and click on the Show button. The number of displayed search results/records per page will be updated according to the value that you have previously entered (as shown in Figure C9.2 above). 4. Do note that this value will also be the new default page size for every page with a Page Size field and Show button. Back to Table of Contents Page 20 of 57

Section D Document Manager The Document Manager page is a place where you could upload/store and view uploaded documents, such as payslip, EA form and many more. Figure D: Document Manager Link To access your document manager, at the Menu bar, click on the Modules button and click on the Document Manager link (as shown in Figure D above). I. Searching/Viewing Documents 1. To narrow down on the uploaded document results/records that are being displayed by default, you may specify the conditions/criteria at the Search Criteria panel to filter out unnecessary results/records. Figure D1.1: Document Manager Search Criteria Panel 2. To search for particular document records, fill in or select the necessary fields at the Search Criteria panel located at the top section of the page (as shown in Figure D1.1 above). 3. Click on the Search button and you will be returned with the specified document records/results at the bottom section of the same page. Page 21 of 57

Figure D1.2: Document Manager Search Results/Records Table 4. To view/download the uploaded documents, mouse-over the document file of your choice at the File Name column and click on the file name (as shown in Figure D1.2 above). Figure D1.3: Document Manager View or Download Document Pop-Up 5. The View or Download Document pop-up will appear to allow you to view the document file immediately without saving it to your PC or save it to your PC and view it at a later time (as shown in Figure D1.3 above). For Internet Explorer users, to view the document file immediately, click on the Open button. Otherwise, click on the Save button to save it to your PC for subsequent viewing. Back to Table of Contents Page 22 of 57

II. Creating/Editing Documents 1. To upload any documents with supported size and format into your account, you must first create a document record. Figure D2.1: Document Manager Create Button 2. To create any document record, click on the Create button, which is typically located at the top-right of the page as shown in Figure D2.1 above. Figure D2.2: Document Manager Creating Document Record 3. You will be redirected to the document record creation page, where you will be able to upload your document file and specify the details of your document record as shown in Figure D2.2 above. *Note: Asterisked field name indicates that the field is compulsory for user input. 4. After selecting/filling in the necessary fields, click on the Submit button to save the document record into your account. Once your document record is successfully saved, you will be prompted with the message Process completed successfully. Page 23 of 57

Click on the OK button and you will be redirected back to your Document Manager page, where you will be able to view your uploaded document record. 5. Do note that you may upload multiple documents at one time depending on the setting that has been implemented by your administrator. Otherwise, you may only upload one document at one time. Figure D2.3: Document Manager Unsupported Document File Size 6. If you have unintentionally tried to upload any documents exceeding the supported size, you will be prompted with the message as shown in Figure D2.3 above. For example, the file size has exceeded the maximum size of 0.95 MB, which has been implemented by the administrator. Click on the OK button and you will be redirected back to your current page, where you may choose another document with supported size and submit your document record once again. Figure D2.4: Document Manager Unsupported Document File Format 7. In the event that you may also have unintentionally tried to upload any documents with unsupported format, you will be prompted with the message as shown in Figure D2.4 above. For example, the file format ico is not a supported format, which has been implemented by the administrator. Click on the OK button and you will be redirected back to your current page, where you may choose another document with supported format and submit your document record once again. Page 24 of 57

Figure D2.5: Document Manager Description Link 8. To edit any document record, mouse-over the document record of your choice at the Description column and click on the document description (as shown in Figure D2.5 above). Figure D2.6: Document Manager Editing Document Record 9. You will be redirected to the document record editing page, where you will be able to change your document file and/or edit the details of your document record as shown in Figure D2.6 above. *Note: Asterisked field name indicates that the field is compulsory for user input. 10. After changing/editing the necessary fields, click on the Submit button to save the changes performed on the document record into your account. Once the changes on your document record are successfully saved, you will be prompted with the Page 25 of 57

message Process completed successfully. Click on the OK button and you will be redirected back to your Document Manager page, where you will be able to view your edited document record. Back to Table of Contents III. Deleting Documents 1. The created document records may be deleted/removed individually or in bulk from your account, given that they are removable. Figure D3.1: Document Manager Delete Checkbox 2. To delete/remove any document record, tick/select the document record of your choice at the Checkbox column (as shown in Figure D3.1 above). You may also select multiple checkboxes to delete/remove multiple document records at one time. If you have encountered any disabled checkbox, it indicates that you are not allowed to delete/remove that document record. Page 26 of 57

Figure D3.2: Document Manager Confirm Record Deletion/Removal Prompt 3. After ticking/selecting the necessary document record(s), click on the Delete button to delete the record(s) from your account. You will be prompted with the message Are you sure you want to perform this action on the selected record(s)? to confirm the deletion/removal of your document record(s) as shown in Figure D3.2 above. Click on the OK button and if the deletion/removal is successful, you will be prompted with another message Process completed successfully. Click on the OK button and you will be redirected back to your current page. Figure D3.3: Document Manager Deleting Document Record 4. You may also delete/remove the document record while editing it at the document record editing page as there is a Delete button located at the top-right of this page (as shown in Figure D3.3). Refer to Creating/Editing Documents for further information. Page 27 of 57

Back to Table of Contents Page 28 of 57

Section E Leave I. Viewing Leave Entitlement 1. The Leave Entitlement page is a place where you could view your past and current/present year leave entitlements. Besides, the total applied and taken leave durations for the past and current/present years are also being displayed at this page. Figure E1.1: Leave Entitlement Link 2. To view your leave entitlement, at the Menu bar, click on the Modules button and click on the Leave Entitlement link (as shown in Figure E1.1 above). Figure E1.2: Leave Entitlement Summary Page Page 29 of 57

3. By default, this page will display all of your leave entitlements for the current/present year. To search for past year leave entitlements, fill in the Year field at the Search Criteria panel located at the top section of the page (as shown in Figure E1.2 above). 4. Click on the Search button and you will be returned with the specified leave entitlement records/results at the bottom section of the same page. Figure E1.3: Leave Entitlement Taken Pop-Up 5. The Taken column displays the total leave duration taken for the respective leave type in a particular year. If you have taken leave for any leave type, you will be able to click on the Taken value and view all approved leave information for that leave type in that year (as shown in Figure E1.3 above). Otherwise, the Taken value will be 0.00 and the link will be disabled from being clicked. Figure E1.4: Leave Entitlement Applied Pop-Up 6. The Applied column displays the total leave duration applied for the respective leave type in a particular year. If you have applied leave for any leave type, you will be able to click on the Applied value and view all pending approval leave information for that leave type in that year (as shown in Figure E1.4 above). Otherwise, the Applied value will be 0.00 and the link will be disabled from being clicked. Page 30 of 57

Figure E1.5: Leave Entitlement Details Page 7. The Balance column displays the total leave duration balance for the respective leave type in a particular year. You will be able to click on the Balance value and view detailed leave entitlement and information for that leave type in that year (as shown in Figure E1.5 above). 8. At this leave entitlement details page, you will be able to view your monthly allotted, taken, applied, rejected, cancelled, replaced, paid back and forfeited, brought- and carried-forward, and YTD and/or yearly balance leave duration for that leave type in that leave period. Similar to the Taken and Applied values as mentioned previously, you will be able to click on their values and view all pending approval or approved leave information filtered by month. Back to Table of Contents II. Viewing Leave List 1. The Leave List page is a place where you could view your past and current/present year leave applications that are pending for approval or approved in a summarised version. Page 31 of 57

Figure E2.1: Leave List Link 2. To view your leave list, at the Menu bar, click on the Modules button and click on the Leave List link (as shown in Figure E2.1 above). Figure E2.2: Leave List Page 3. By default, this page will display all of your pending approval and approved leave applications ranging from a month before till the current date. To search for past and/or future pending approval and/or approved leave applications, fill in the necessary fields at the Search Criteria panel located at the top section of the page (as shown in Figure E2.2 above). 4. Click on the Search button and you will be returned with the specified pending approval and/or approved leave application records/results at the bottom section of the same page. Back to Table of Contents Page 32 of 57

III. Viewing My Workflow 1. The My Workflow page is a place where you could view your own and subordinate(s) past and current/present year leave applications and cancellations that are pending for approval, withdrawn, approved and rejected in a detailed version. However, this page is not limited to only leave related workflows but they will be the main focus here since they are relevant to the Leave module. Figure E3.1: My Workflow Link 2. To view your own and subordinate(s) leave workflow, at the Menu bar, click on the Modules button and click on the My Workflow link (as shown in Figure E3.1 above). Figure E3.2: My Workflow Summary Page 3. By default, this page will display all of your own and subordinate(s) pending approval leave applications and cancellations ranging from the latest till the earliest requests. To search for your own and/or subordinate(s) pending approval, Page 33 of 57

withdrawn, approved and/or rejected leave applications and/or cancellations, fill in the necessary fields at the Search Criteria panel located at the top section of the page (as shown in Figure E3.2 above). 4. Click on the Search button and you will be returned with the specified leave application and/or cancellation records/results at the bottom section of the same page. 5. To view any leave application or cancellation in detail, mouse-over the request record of your choice at the Request ID column and click on the request ID. Figure E3.3: My Workflow Details Page 6. You will be redirected to your workflow details page, where you will be able to view the leave application or cancellation in detail and/or take action on the leave application or cancellation depending on whether you are the approver or applicant for this request (as shown in Figure E3.3 above). 7. Do note that you may observe different sets of buttons at the top-right of this page depending on the leave request status and whether you are the approver or applicant for that leave request. Page 34 of 57

Figure E3.4: My Workflow Available Balance Pop-Up 9. The Available Balance column displays the total leave duration balance of the requestor for the selected leave type in the current/present year. You will be able to click on the Available Balance column and view summarised leave entitlement information of the requestor for that leave type in that year (as shown in Figure E3.4 above). Back to Table of Contents IV. Applying Leave Application 1. The Leave Form page is a place where you could apply entitled leave for a certain period by selecting/filling in the required details and submitting them for approval. Figure E4.1: Leave Form Link 2. To apply for leave application, at the Menu bar, click on the Modules button and click on the Leave Form link (as shown in Figure E4.1 above). Page 35 of 57

Figure E4.2: Leave Form Page 3. By default, this page will select/fill in your annual leave in the Leave Type field, Full Day in the Leave Period field, and next day date in the Start Date and End Date fields. Besides, the Available Balance value will be updated according to your Leave Type value while the Day(s) or Hour(s) value will be updated/calculated according to your Start Date and End Date values (as shown in Figure E4.2 above). 4. You may change the default values in the previously mentioned fields and/or select/fill in the remaining necessary fields. 5. Do note that the Illness, If Others, please specify, Panel Clinic/Hospital, and If Others, please specify fields are only available for medical or hospitalization leaves. If other leave types were selected, these four fields will be disabled from user input. Figure E4.3: Leave Form Attach File Pop-Up 6. To attach any file to your leave application, click on the Attach button, which is located at the top-right of the page as shown in Figure E4.2 above. Page 36 of 57

7. You will be shown with the Attach File pop-up, where you will be able to attach your file and name it as shown in Figure E4.3 above. Figure E4.4: Leave Form Supported File Size and Format 8. After selecting/filling in the necessary fields, click on the Submit button to attach the file into your leave application. Once the file is successfully attached, you will be prompted with the message <your file name and extension> has been successfully attached (as shown in Figure E4.4 above). Click on the OK button and you will be redirected back to the Attach File pop-up, where you will be able to attach another file into your leave application. If you do not have further file(s) to attach, click on the X button at the Attach File pop-up to close the pop-up and you will be redirected back to your leave application, where you will be able to view your attached file(s) at the bottom section of the same page. Figure E4.5: Leave Form Unsupported File Size 9. As mentioned in Creating/Editing Documents, you will be prompted with the message as shown in Figure E4.5 above if you have unintentionally tried to upload any documents exceeding the supported size. Click on the OK button and you will be redirected back to the Attach File pop-up, where you may choose another file with supported size and attach it once again. Page 37 of 57

Figure E4.6: Leave Form Unsupported File Format 10. As mentioned in Creating/Editing Documents as well, you will be prompted with the message as shown in Figure E4.6 above in the event that you may also have unintentionally tried to upload any documents with unsupported format. Click on the OK button and you will be redirected back to the Attach File pop-up, where you may choose another file with supported format and attach it once again. Figure E4.7: Leave Form Remove Attachment(s) 11. At your leave application page, you will be able to view back the attached file(s) by clicking on the file name of your choice at the File Name column (as shown in Figure E4.7 above). As mentioned in Searching/Viewing Documents, the View or Download Document pop-up will appear to allow you to view the document file immediately or save it to your PC and view it at a later time. For Internet Explorer users, to view the document file immediately, click on the Open button. Otherwise, click on the Save button to save it to your PC for subsequent viewing. 12. To remove any attached file from your leave application, mouse-over the attachment record of your choice at the Remove column and click on the Remove icon as shown in Figure E4.7 above. You will no longer be able to view that attachment record once removed from your leave application. Figure E4.8: Leave Form Save Draft Prompt Page 38 of 57

13. To save your leave application as draft, click on the Save Draft button, which is located at the top-right of the page as shown in Figure E4.2 above. 14. Once the draft is successfully saved, you will be prompted with the message Your draft has been saved successfully (as shown in Figure E4.8 above). Click on the OK button and you will be redirected back to the Leave Form page, where you will be able to apply for another leave application. Figure E4.9: Leave Form Draft: # Button 15. You will also observe some changes to the Draft: 0 button, which was disabled from clicking when there are no saved drafts and located at the top-right of the page (as shown in Figure E4.9 above). For example, once your first draft has been successfully saved, the Draft: 0 button will be changed to Draft: 1 button to indicate that you have one draft saved in your draft list. Therefore, the amount of drafts being stored is reflected on the Draft: # button. Figure E4.10: Leave Form Draft: # Pop-Up 16. If you have one or more saved drafts, the Draft: # button will be enabled for clicking. To view your draft list, click on the Draft: # button and you will be shown with the Drafts pop-up, where you will be able to view your saved drafts as shown in Figure E4.10 above. 17. To view your draft in detail, mouse-over the request record of your choice at the Request ID column and click on the request ID. Page 39 of 57

Figure E4.11: Leave Form Opened Draft 18. You will be redirected to the Leave Form page, where you will be able to view the draft in detail and submit it for approval. If necessary, you may still add/change the leave application details before submission is carried out. *Note: In comparison with the new leave form, the draft leave form has Draft as the request status, a request ID, and a creation date and time. 19. If you wish to delete/remove this draft instead, click on the Delete Draft button located at the top-right of this page (as shown in Figure E4.11). Figure E4.12: Leave Form Confirm Draft Deletion/Removal Prompt 20. You will be prompted with the message Are you sure you want to delete this draft? to confirm the deletion/removal of your draft as shown in Figure E4.12 above. Click Page 40 of 57

on the OK button and if the deletion/removal is successful, you will be prompted with another message Process completed successfully. Click on the OK button and you will be redirected back to your Leave Form page. 21. To submit your newly filled or draft leave form, click on the Submit button, which is located at the top-right of the page as shown in Figure E4.2 above. Figure E4.13: My Workflow Summary Page (Pending Approval For Application) 22. Once your leave application is successfully submitted, you will be prompted with the message Process completed successfully. Click on the OK button and you will be redirected to the My Workflow page, where you will be able to view your submitted leave application under Pending status. Back to Table of Contents V. Withdrawing Leave Application 1. As mentioned in Viewing My Workflow, the My Workflow page is a place where you could view your past and current/present year leave applications that are pending for approval and withdrawn in a detailed version. However, this page is not limited to only leave related workflows but they will be the main focus here since they are relevant to the Leave module. Page 41 of 57

Figure E5.1: My Workflow Link 2. To withdraw your pending approval leave applications, at the Menu bar, click on the Modules button and click on the My Workflow link (as shown in Figure E5.1 above). Figure E5.2: My Workflow Summary Page (Pending Approval For Application) 3. To search for all of your pending approval leave applications, fill in the Action Type, Request Type and Status fields accordingly at the Search Criteria panel located at the top section of the page (as shown in Figure E5.2 above). 4. Click on the Search button and you will be returned with the specified leave application records/results at the bottom section of the same page. 5. To view any leave application in detail, mouse-over the request record of your choice at the Request ID column and click on the request ID. Page 42 of 57

Figure E5.3: My Workflow Details Page (Withdraw Button) 6. You will be redirected to your workflow details page, where you will be able to view the leave application in detail and withdraw from it since you are the applicant for this request (as shown in Figure E5.3 above). Page 43 of 57

Figure E5.4: My Workflow Summary Page (Withdrawn For Application) 7. Click on the Withdraw button to withdraw from your leave application. Once the withdrawal is successful, you will be prompted with the message Process completed successfully. Click on the OK button and you will be redirected back to the My Workflow summary page, where you will be able to view your leave application with changed request status from Pending to Withdrawn (as shown in Figure E5.4). Page 44 of 57

Figure E5.5: My Workflow Details Page (Withdrawn) 8. Do note that you may only withdraw from leave applications but not cancellations before they are being approved/rejected. Back to Table of Contents VI. Approving/Rejecting Leave Application 1. As mentioned in Viewing My Workflow, the My Workflow page is a place where you could view your subordinate(s) past and current/present year leave applications that are pending for approval in a detailed version. However, this page is not limited to only leave related workflows but they will be the main focus here since they are relevant to the Leave module. Page 45 of 57

Figure E6.1: My Workflow Link 2. To approve/reject your subordinate(s) leave applications, at the Menu bar, click on the Modules button and click on the My Workflow link (as shown in Figure E6.1 above). Figure E6.2: My Workflow (Approver View) Summary Page (Pending Approval For Application) 3. To search for all of your subordinate(s) pending approval leave applications, fill in the Action Type, Request Type and Status fields accordingly at the Search Criteria panel located at the top section of the page (as shown in Figure E6.2 above). 4. Click on the Search button and you will be returned with the specified leave application records/results at the bottom section of the same page. 5. To view any leave application in detail, mouse-over the request record of your choice at the Request ID column and click on the request ID. Page 46 of 57

Figure E6.3: My Workflow (Approver View) Details Page (Approve & Reject Buttons) 6. You will be redirected to your workflow details page, where you will be able to view the leave application in detail and approve/reject it since you are the approver for this request (as shown in Figure E6.3 above). 7. You may also fill in the Workflow Remarks field with any notes regarding this request and save it by clicking on the Save button, which is located at the top-right of this page, prior to approval. Otherwise, you may immediately submit your notes together with approving/rejecting this request. Page 47 of 57

Figure E6.4: My Workflow (Approver View) Summary Page (Approved/Rejected For Application) 8. Click on the Approve or Reject button to approve/reject your subordinate leave application. Once the approval or rejection is successful, you will be prompted with the message Process completed successfully. Click on the OK button and you will be redirected back to the My Workflow summary page, where you will no longer be able to view your subordinate leave application (as shown in Figure E6.4). Figure E6.5: My Workflow (Applicant View) Summary Page (Approved/Rejected For Application) 9. At your subordinate(s) My Workflow page, he/she will be able to view his/her leave application with changed request status from Pending to Approved or Rejected (as shown in Figure E6.5). Page 48 of 57

Figure E6.6: My Workflow (Applicant View) Details Page (Approved) 10. Do note that you will also approve/reject leave cancellations as they are required to undergo approval before the cancelled leave is to be credited back to the applicant leave entitlement. Back to Table of Contents Page 49 of 57

VII. Cancelling Leave Application 1. The Leave Cancellation page is a place where you could apply to partially/fully cancel your approved leave by selecting/filling in the required details and submitting them for approval. Figure E7.1: Leave Cancellation Link 2. To apply for leave cancellation, at the Menu bar, click on the Modules button and click on the Leave Cancellation link (as shown in Figure E7.1 above). Figure E7.2: Leave Cancellation (Applicant View) Summary Page (Before Cancellation) 3. By default, this page will display all of your approved leave applications ranging from the latest till the earliest requests. To search for a particular approved leave application, fill in the Request ID field accordingly at the Search Criteria panel located at the top section of the page (as shown in Figure E7.2 above). 4. Click on the Search button and you will be returned with the specified leave application record/result at the bottom section of the same page. 5. To view any leave application in detail, mouse-over the request record of your choice at the Request ID column and click on the request ID. Page 50 of 57

Figure E7.3: Leave Cancellation (Applicant View) Details Page 6. You will be redirected to your leave cancellation details page, where you will be able to view the leave application in detail and partially/fully cancel it since you are the applicant for this request (as shown in Figure E7.3 above). 7. To cancel any leave date, tick/select the leave date of your choice at the Checkbox column. You may also select multiple checkboxes to cancel multiple leave dates at one time. If you have encountered any disabled checkbox, it indicates that you are not allowed to cancel that leave date. *Note: You are not allowed to cancel any backdated leave date. To cancel backdated leave date(s), please consult your HR for more information. 8. For the ticked/selected leave date(s), select/fill in the remaining necessary fields. *Note: Asterisked field name indicates that the field is compulsory for user input. 9. To submit your leave cancellation date(s), click on the Submit button, which is located at the top-right of the page. Page 51 of 57

Figure E7.4: Leave Cancellation (Applicant View) Confirm Leave Cancellation Prompt 10. You will be prompted with the message Are you sure you want to perform this action on the selected record(s)? to confirm your leave cancellation as shown in Figure E7.4 above. Click on the OK button and if the submission is successful, you will be prompted with another message Process completed successfully. Click on the OK button and you will be redirected back to the My Workflow summary page, where you will no longer be able to view that leave application. Figure E7.5: Leave Cancellation (Applicant View) Summary Page (After Cancellation) 11. Do note that if partial leave cancellation has been applied, you may only view back that application at your Leave Cancellation page after the approval process has been completed (as shown in Figure E7.5 above). Page 52 of 57

Figure E7.6: My Workflow (Applicant View) Summary Page (Pending Approval For Cancellation) 12. To view your leave cancellation workflow, at the Menu bar, click on the Modules button and click on the My Workflow link. You will be redirected to the My Workflow page, where you will be able to view your submitted leave cancellation under Pending status with a new request ID (as shown in Figure E7.6 above). Figure E7.7: My Workflow (Approver View) Summary Page (Pending Approval For Cancellation) Page 53 of 57

13. Similar to Approving/Rejecting Leave Application for the approvers, to approve/reject your subordinate(s) leave cancellations, at the Menu bar, click on the Modules button and click on the My Workflow link. 14. To search for all of your subordinate(s) pending approval leave cancellations, fill in the Action Type, Request Type and Status fields accordingly at the Search Criteria panel located at the top section of the page (as shown in Figure E7.7 above). 15. Click on the Search button and you will be returned with the specified leave cancellation records/results at the bottom section of the same page. 16. To view any leave cancellation in detail, mouse-over the request record of your choice at the Request ID column and click on the request ID. Figure E7.8: My Workflow (Approver View) Details Page (Approve & Reject Buttons) 17. You will be redirected to your workflow details page, where you will be able to view the leave cancellation in detail and approve/reject it since you are the approver for this request (as shown in Figure E7.8 above). 18. You may also fill in the Workflow Remarks field with any notes regarding this request and save it by clicking on the Save button, which is located at the top-right of this page, prior to approval. Otherwise, you may immediately submit your notes together with approving/rejecting this request. Page 54 of 57

Figure E7.9: My Workflow (Approver View) Summary Page (Approved/Rejected For Cancellation) 19. Click on the Approve or Reject button to approve/reject your subordinate leave cancellation. Once the approval or rejection is successful, you will be prompted with the message Process completed successfully. Click on the OK button and you will be redirected back to the My Workflow summary page, where you will no longer be able to view your subordinate leave cancellation (as shown in Figure E7.9). Figure E7.10: My Workflow (Applicant View) Summary Page (Approved/Rejected For Cancellation) Page 55 of 57

20. At your subordinate(s) My Workflow page, he/she will be able to view his/her leave cancellation with changed request status from Pending to Approved or Rejected (as shown in Figure E7.10). Figure E7.11: My Workflow (Applicant View) Details Page (Approved) 21. Do note that leave applications with approved cancellations will update the Taken and Balance values of the leave type being cancelled at the Leave Entitlement page while those with rejected cancellations will return back to the Leave Cancellation page, unless they have backdated leave dates. Back to Table of Contents Page 56 of 57

Section F Contact Us I. Malaysia (Kuala Lumpur) Office Orisoft Technology Sdn Bhd 801D, Level 8, Tower D, Uptown 5, No 5, Jalan SS21/39, Damansara Uptown, 47400 Petaling Jaya, Selangor Darul Ehsan, Malaysia. Phone: +60 (3) 7688 6868 Fax: +60 (3) 7688 6869 E-mail: enquiry@orisoft.com.my Web Site: http://www.orisoft.com.my/ II. Thailand (Bangkok) Office Orisoft (Thailand) Co., Ltd. 195 Empire Tower, 23 rd Floor, Unit 2311, South Sathorn Road Yannawa, Sathorn, Bangkok, 10120, Thailand. Phone: +66 (0) 2670 1600 Fax: +66 (0) 2670 1605 E-mail: enquiry@orisoft.co.th Web Site: http://www.orisoft.com.my/th Back to Table of Contents Page 57 of 57