Profile Approval

Last Updated: October 3, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

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The Profile Approval module enables HR personnel and managers to review and approve employee profile changes. When employees update their information, it enters an approval workflow for verification before being applied to their official records.

System Overview

The approval process consists of four main components:

1. Profile Approval Dashboard - Main interface for viewing pending approvals by category
2. Category-specific Views - Detailed approval queues for different profile sections
3. Individual Review Interface - Detailed view of specific change requests
4. Approval Actions - Approve or reject changes with comments

Profile Approval Dashboard

The main dashboard shows all pending approvals organized by profile categories. Each category displays the number of pending requests requiring attention.

Available Categories:

Category	Description
Address Details	Home address and contact information changes
Bank Details	Banking information updates
Certificate And Training	Educational and training certifications
Experience	Work experience and employment history
Family Details	Family member information updates
Language	Language proficiency updates
Personal Details	Basic personal information changes
Qualification	Educational qualifications
References	Professional reference updates
Self Detail	Additional personal details

Category-specific Approval Views

Each category provides a detailed view of pending approvals with comprehensive employee information and change details.

Address Details Approvals

Information Displayed:

• Employee name and current address details
• Street address, area, city, state, and country
• Post code and building information
• Current address attachment downloads

Personal Details Approvals

Information Displayed:

• Employee personal information
• Date of birth, blood group, height, weight
• Marital status, religion, driving license details
• PAN number and identification marks

Experience Approvals

Information Displayed:

• Employee work experience details
• Organization, designation, start/end dates
• Last salary and reason for leaving
• Supporting document attachments
• Bulk approval options available

Individual Change Review

When reviewing specific changes, employee can see detailed comparison between old and new data values.

Review Process:

1. Compare old vs new data values
2. Review employee justification
3. Download supporting documents if available
4. Make approval decision
5. Add approval comments if needed

Implementation Guidelines

For HR Personnel:

1. Review requests promptly to avoid processing delays
2. Verify supporting documentation before approval
3. Use clear, professional comments when rejecting requests
4. Maintain audit trail for all approval decisions

For Managers:

1. Focus on requests from direct reports
2. Evaluate business impact of changes
3. Escalate complex cases to HR when needed
4. Communicate decisions clearly to employees

Common Issues and Solutions

Approval Interface Problems:

• Issue: Category not loading properly
• Solution: Refresh browser and verify user permissions

Document Download Failures:

• Issue: Attachment not downloading
• Solution: Check file format and browser settings

Bulk Action Issues:

• Issue: Multiple selections not working
• Solution: Use individual checkboxes and confirm selection count