Introduction
The Employee Lifecycle extension in uKnowva HRMS helps organisations manage employee lifecycle requests through a configured workflow.
Administrators can control which employees users can select, which reasons they can choose when raising a request, and how the system generates and shares letters after an approved request reaches its effective date.
Before configuring these settings, make sure the Employee Lifecycle extension is installed in your uKnowva instance.
Follow the steps below to access the extension through uKnowva Configuration, understand each available setting, and save the configuration according to your organisation's requirements.
Step 1: Install the Employee Lifecycle Extension
Before you begin, check whether the Employee Lifecycle extension is already installed in your uKnowva instance. If you cannot find the extension in the Apps Manager, you may need to install it first.
To install the Employee Lifecycle extension, visit the uKnowva Extension Store using the following link: Employee Lifecycle Extension
Once you have installed the extension, proceed to its configuration settings.
Step 2: Open uKnowva Configuration
In your uKnowva instance, from the top-right corner of the page, click your Profile Photo.
uKnowva will display a list of available options. Select uKnowva Configuration from this menu.
The system will open the configuration page, where you can manage various application and system-level settings.
Step 3: Open the Apps Manager
On the uKnowva Configuration page, locate the left-side navigation menu and click Apps Manager.
The Apps Manager displays the applications and extensions available in your uKnowva instance. From the list, locate the Employee Life Cycle app and open its configuration settings.
You will find several fields that allow you to control the employee selection, available request reasons, and employee letter generation process. Configure each setting according to your organisation's requirements.
Step 4: Configure the Employee Lifecycle Workflow
The first setting is Employee Life Cycle Workflow. Use this field to select the workflow in which the system should create the Employee Life Cycle request transaction.
The approval hierarchy and approvers are defined within the selected workflow. Choose the appropriate workflow configured for your organisation's Employee Lifecycle requests.
Step 5: Configure Allowed Employees Code
The Allowed Employees Code field allows you to add PHP code to define which employees a user can select when raising an Employee Lifecycle request.
Use this field when you want to extend employee selection access to users other than administrators and HR managers, based on your organisation's requirements.
Step 6: Configure Allowed Reasons Code
The Allowed Reasons Code field allows you to add PHP code to define which reasons are available when a user raises an Employee Lifecycle request.
Use this field to customise the list of permitted reasons based on your organisation's requirements.
If you leave this field empty, uKnowva allows users to select all available reasons.
Step 7: Configure Letter Expiry (Days)
The Letter Expiry (days) field specifies the number of days after the effective date within which the system can generate the letter for an approved Employee Lifecycle request. If the letter is not generated within this period, the system will not generate it.
Enter the required number of days based on your organisation's HR processing timelines.
Step 8: Select the Letter Folder
The Letter Folder setting determines where uKnowva stores the employee letters generated through the Employee Lifecycle extension.
Select the Documents folder in which you want the system to save the generated letters. This helps keep employee lifecycle letters organised in the appropriate document location.
If you do not specify a folder, uKnowva uses the default Employee Letters folder. If that folder is unavailable, the system uses the first published folder that has open access.
Choose the appropriate folder based on how your organisation manages and stores employee documents.
Step 9: Configure Letter: Email Employee
The Letter: Email Employee setting controls whether uKnowva should email the generated letter to the employee.
Enable this setting if you want the system to send the employee an email with the generated letter attached after it has been generated and published.
If you do not want the system to email the generated letter automatically, leave this setting disabled.
Step 10: Save the Employee Lifecycle Configuration
After configuring all the available settings, review the information you have entered.
Once you have verified the configuration, click the Save button to save your changes.
uKnowva will save the Employee Lifecycle app settings, and the app will use the updated configuration when processing Employee Lifecycle requests and generating employee letters.
Conclusion
That's it!
You've now successfully configured the Employee Lifecycle extension in uKnowva HRMS.
By following this process, you can define the workflow for employee lifecycle requests, control which employees and request reasons users can access, and manage how the system generates, stores, and emails employee letters after approval.
If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..