My Asset – Return Requests

Last Updated: January 9, 2026
Document Version: 1.0
Prepared for: Emgage HRMS Implementation Team

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The Return Requests tab under My Asset allows employees to track the status of asset return requests they have raised for assets previously allocated to them.

This tab provides complete visibility into:

• Submitted return requests
• Approval or rejection status
• Allocation type (Individual / Shared)
• Ability to cancel eligible return requests
• Exporting records for reference or audit

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Navigation Path

Asset → My Asset → Return Requests

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System Overview

The Return Requests module consists of the following components:

1. Return Requests Table – Displays all asset return requests raised by the employee
2. Toolbar Controls – Export data and apply filters
3. Return Request Status Indicators – Approved / Rejected
4. Cancel Request Action – Withdraw pending or eligible requests
5. Filter Panel – Narrow down return requests by status

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Return Requests Table

The Return Requests table lists all return requests initiated by the logged-in employee.

Table Columns

Column Name	Description
Asset ID	Unique identifier of the allocated asset
Asset Name	Name of the asset requested for return
Allocation Date	Date on which the asset was originally allocated
Remarks	Remarks provided during return request (if any)
Allocation Type	Indicates whether the asset is Individual or Shared
Final Status	Approval status of the return request
Created Date	Date when the return request was created
Created By	Employee who raised the request
Cancel Request	Option to cancel eligible return requests

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Return Request Status

The Final Status column reflects the outcome of the return request:

Status	Meaning
Approved	Return request has been approved
Rejected	Return request has been rejected

Status is visually highlighted using color indicators for easy identification.

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Toolbar Controls

Located at the top-right of the table, the toolbar provides quick actions.

Toolbar Options

• Export → Download return request records
• Filter → Refine the list using specific criteria

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Export Options

Employees can export the Return Requests table data based on applied filters.

Supported Export Formats

Format	Purpose
CSV	Reporting, audits, and bulk analysis
Excel	Sorting, filtering, and tracking
PDF	Sharing and record-keeping

⚠️ Exported data respects currently applied filters.

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Filter Panel

The Filter panel helps narrow down return requests based on status.

Available Filters

Filter	Description
Status	Filter requests by Approved / Rejected

Filter Actions

• Search → Apply selected filter
• Reset → Clear applied filters

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Cancel Return Request

In certain cases, employees can cancel a return request.

Cancel Request Rules

• Cancel option is visible only for eligible requests
• Typically available when:
  • Request is not finalized, or
  • System configuration allows cancellation after rejection
• Once cancelled, the request is removed from active processing

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End-to-End Workflow

1. Employee raises a Return Request from the My Assets tab.
2. Request moves through the configured approval workflow.
3. Approval authority approves or rejects the request.
4. Final status is reflected in Return Requests tab.
5. Employee can:
   • View the final status
   • Export the request history
   • Cancel eligible requests (if allowed)

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Implementation Guidelines

For Employees

1. Regularly track return request status.
2. Use filters to quickly locate specific requests.
3. Export records for personal or compliance reference.
4. Cancel incorrect requests immediately if allowed.

For HR / Asset Admins

1. Ensure approval workflows are correctly configured.
2. Clearly define cancellation rules.
3. Maintain audit trails for approved and rejected returns.

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Common Issues & Solutions

Issue	Possible Cause	Solution
Cancel option not visible	Request already finalized	Cancellation not permitted
Missing return request	Request not submitted successfully	Re-submit from My Assets
Export not reflecting data	Filters applied	Reset filters and export again

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Best Practices

1. Verify asset details before submitting a return request.
2. Avoid duplicate return requests for the same asset.
3. Export records periodically for documentation.
4. Track approval status before planning physical asset return.

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