Introduction
Managing employee information is an important part of the employee lifecycle. As employees progress within an organisation, their employment details and profile information may need to be updated to reflect changes in their roles, responsibilities, or other employment-related circumstances. Keeping these details accurate helps organisations maintain reliable employee records.
In uKnowva HRMS, managers and authorised users can initiate such changes through the Employee Lifecycle Request section. Instead of making updates directly, they can raise a request for the required employee information changes and send it through the configured approval process.
This provides a structured way to review and approve changes before they are reflected in an employee's profile.
In this article, you will learn how to raise an Employee Lifecycle Request in uKnowva HRMS.
Step 1: Open the Employee Lifecycle Request Section
In your uKnowva HRMS account, navigate to the side navigation panel. Locate the Employee Life Cycle menu and click it to view its available sub-menus.
From the list, select Employee Life Cycle Request.
The system will open the Employee Life Cycle Request page, where you can initiate a request to update an employee's profile information.
Step 2: Select the Update Reason
On the Employee Life Cycle Request page, locate the Update Reason field, marked as What is the reason for the update?*. Select the appropriate reason for the changes you want to request.
The available reasons depend on the timeline reasons configured in your system. Choose the reason that best describes the purpose of the requested update.
Step 3: Choose Whether the Request Applies to a Single Employee or Multiple Employees
After selecting the update reason, locate the Update for field. This field allows you to specify whether the request applies to a single employee or multiple employees.
If you want to update the details of one employee, select the single employee option. The system will provide an employee selection field where you can search for and select the employee for whom you want to raise the request.
If you want to raise a request for multiple employees, select the bulk option. This allows you to initiate the update for multiple employees through the same request process.
Step 4: Enter the Required Update Details
Once you select the employee or employees, the system will display the Update Details section. This section contains the profile fields associated with the update reason you selected.
The details displayed here depend on how the selected reason has been configured in the Employee Lifecycle timeline. You will find the relevant profile fields along with the columns required to specify the changes.
The section includes the Profile Field, Current, New Value, Effective Date, Comments, and Proof (if required) columns. The Profile Field column identifies the employee information that needs an update, while the Current column displays its existing value. The New Value column allows you to enter the revised information that you want to apply.
Enter the required information in the New Value column for each profile field. Select the appropriate Effective Date to specify when the requested change should take effect. You can also enter relevant information in the Comments column to provide additional context about the update.
If the selected field requires supporting documentation, attach the necessary file under the Proof column.
Make sure you provide the required proof wherever the system asks for it, as this documentation may be needed during the approval process.
Review the information entered for each profile field to ensure that the new values, effective dates, comments, and supporting documents are accurate.
Step 5: Save or Submit the Request
After entering all the required information, review the request and choose the appropriate action using the buttons available at the bottom of the page.
If you do not want to submit the request immediately, click Save as Draft to save your progress. You can use the Cancel button if you want to discontinue the current request. Once you are satisfied with the details and want to send the request for approval, click Submit.
After submission, the request will be sent through the configured approval workflow for review and approval.
Step 6: Select the Bulk Update Option
If you want to raise an employee lifecycle request for multiple employees, select the bulk option in the Update for field instead of selecting a single employee.
The system will display the option to download a template file and upload the prepared file containing the required employee updates.
This allows you to prepare the information for multiple employees in a single file rather than entering each employee's details separately.
Use this template to prepare the bulk update information in the required format. Enter the relevant employee details and the new values you want to apply, following the structure provided in the template.
Make sure you prepare the file carefully and include the required information for the employees whose profiles need updates.
Step 7: Upload the Bulk Update File and Submit the Request
After preparing the bulk update file, return to the Employee Life Cycle Request page and use the browse option to select your completed file, or you can drag & drop your file.
Once you have uploaded the file, review the information and ensure that you have selected the correct file for the intended employee updates. When you are ready to proceed, click the Submit button to submit the bulk request.
The system will process the submitted request through the configured approval process.
Step 8: Understand What Happens After Submission
Once you submit the Employee Lifecycle Request, it enters the configured approval process. The request must receive approval before the requested profile changes take effect.
After the request is approved, uKnowva HRMS updates the corresponding employee profile fields with the new values provided in the request. The changes take effect according to the effective dates specified during submission.
This process ensures that employee profile updates follow the required approval procedure rather than being applied immediately when you raise the request.
Once the request is approved, the updated details are reflected in the employee's profile and recorded under the Employee Timeline section.
Conclusion
That’s it!
You’ve now successfully raised an Employee Lifecycle Request in uKnowva HRMS.
By following this process, you can request updates to employee profile information, select the appropriate reason for each change, specify the new values and effective dates, and attach supporting proof wherever required.
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..