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Separation Setup

Last Updated: October 22, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

System Overview​

The Separation Setup module under the Separation section manages all aspects of the employee exit process — including workflow configuration, notice period policies, and department clearance setup.

It ensures a standardized, transparent, and compliant exit process within the organization by allowing HR administrators to define policies, manage approvals, and assign department-level responsibilities.

Path: Separation → Separation Setup

Once accessed, the Separation Setup page displays three main tabs:

  1. Workflow – Default selected tab for configuring separation approval workflows.
  2. Notice Period – For defining notice period policies and applicability.
  3. Department Clearance – For managing department-specific clearance tasks during separation.

Each tab serves a unique function and contributes to the overall separation management process.

Feature Overview​

FeatureDescription
Workflow ConfigurationDefine and manage approval requirements and interview dependencies for different separation types.
Notice Period PoliciesSet and assign notice period durations based on employee category, department, or designation etc.
Department Clearance SetupCreate and manage clearance responsibilities for specific departments or reporting heads.

Step 1: Workflow Configuration​

Separation → Separation Setup → Workflow (Default page opens here.)

Table Fields​

  • Name: Lists types of separation such as Retirement, Resignation, End of Contract, Termination.
  • Application Approval: Indicates whether application approval is Required or Not Required.
  • Department Clearance: Defines if clearance from departments is Required or Not Required.
  • Department Clearance Initiation: Shows when clearance should start: Auto, Manual, or X days before relieving date.
  • Exit Interview Required: Specifies if an exit interview is Required or Not Required.
  • Action: Contains multiple buttons for managing each workflow record.

Workflow Table

Action Field Details​

The Action column in the Workflow table provides administrators with buttons to manage each workflow record individually.

  • History Button Clicking the History button opens a popup that displays all past changes and updates made to the workflow. This maintains an audit trail and allows administrators to track modifications over time.

History Button Screenshot

  • Edit Button The Edit button opens the Edit Separation Workflow Setup popup, where administrators can modify workflow settings for the selected separation type.

Edit Button Screenshot

Step 2: Notice Period Configuration​

Separation → Separation Setup → Notice Period

Table Fields​

  • Policy Name: The name of the notice period policy.
  • Notice Period During Probation: Duration of notice period for probationary employees.
  • Notice Period After Confirmation: Duration of notice period for confirmed employees.
  • Effective Date: Date from which the policy is effective.
  • Status: Indicates whether the policy is Active or Inactive.
  • Action: Includes buttons to view Employee List, History, and Edit.

Notice Period Table

Action Field Details​

  • Employee Button Clicking this button displays a list of employees to whom this notice period policy has been applied.

Employee Button Screenshot

  • History Button

Shows all changes made to the policy, providing a complete audit trail. History Button Screenshot

  • Edit Button

Opens a popup to modify existing notice period details. Edit Button Screenshot

+ Add Notice Period​

Clicking + Add opens the Add Notice Period popup to create a new policy.

Form Fields:

  1. Policy Name* – Unique name for the notice period policy.
  2. Effective Date* – The date when the policy will become active.
  3. Notice Period During Probation – Optional field for probationary duration.
  4. Notice Period After Confirmation* – Mandatory duration for confirmed employees.
  5. Select Applicability Criteria* – Decide which group the policy applies to:
  • Employee: Select specific employees manually.
  • Department: Assign to all employees under a department.
  • Designation, Branch, or SBU: Assign policy by these categories.

Buttons:

  • Reset – Clears all input fields.
  • Submit – Saves and activates the policy.
  • ** (Close)** – Closes the popup without saving.

Add Notice Period Popup

Filter Notice Periods​

Click the Filter button to refine or search specific policies.

Filter Fields:

  • Employee
  • SBU
  • State
  • Branch
  • Designation
  • Department
  • Grade
  • Employee Type
  • Employment Type
  • Status

Filter Controls:

  • Search – Apply filters.
  • Reset – Clear all selections.
  • ** (Close)** – Exit without applying filters.

Notice Period Filter Popup

Step 3: Department Clearance Configuration​

Separation → Separation Setup → Department Clearance

Table Fields​

  • Name: Name of the department clearance setup (e.g., HR Clearance, Asset Clearance).
  • POC: Point of Contact for the clearance process.
  • Department: The department responsible for this clearance.
  • Task: Task description to be completed during clearance.
  • Status: Active/Inactive toggle (slider).
  • Action: Includes buttons to View, History, and Edit.

Department Clearance Table

Action Field Details​

  • View Button Opens a detailed view of the clearance tasks for that department.

View Button Screenshot

  • History Button Displays all changes made to the department clearance setup.

History Button Screenshot

  • Edit Button Opens a popup to edit clearance details including tasks, POC, and department.

Edit Button Screenshot

+ Add Department Clearance​

Click + Add to define a new department clearance setup.

Form Fields:

  1. Name* – Unique clearance setup name.
  2. POC* – Person responsible for managing the clearance.
  3. Parent Department* – Department under which the clearance applies.
  4. Is Reporting Clearance? – On/Off toggle to specify if it’s a reporting-related clearance.
  5. Tasks* – Add specific clearance tasks using the + Add button.
  • Each task added can be removed using the Delete () button beside it.

Buttons:

  • Reset – Clears all entries.
  • Submit – Saves and activates the clearance configuration.
  • ** (Close)** – Closes the popup.

Add Department Clearance Popup

Filter Department Clearance​

Click Filter to refine the department clearance table.

Filter Fields:

  • Parent Department
  • Employee

Actions:

  • Search – Apply selected filters.
  • Reset – Clear all filters.
  • ** (Close)** – Exit the popup.

Department Clearance Filter Popup

Example Workflow Summary​

  1. Go to Separation → Separation Setup.
  2. Review and edit Workflows to define approval and interview requirements.
  3. Move to Notice Period to create or modify notice policies.
  4. Assign notice periods based on employee, department, or designation.
  5. Configure Department Clearance by adding departments, tasks, and POCs.
  6. Apply filters for targeted search and record review.
  7. Update or deactivate existing setups as needed.

Best Practices​

  • Always verify that every employee has a valid Notice Period Policy assigned to prevent separation errors.
  • Keep Department Clearance tasks specific and actionable (e.g., “Return company laptop”, “Complete final HR interview”).
  • Use History Logs to audit changes in workflows or policies.
  • Enable Exit Interview Required where applicable to ensure proper feedback collection.

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