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Create and use Request Forms

A Request Form is an admin-defined form that employees, and optionally managers, open in the Employee Hub to request something — most often a change to their own record. Each form decides which fields can be requested, whether the change needs approval, and what the requester must supply before they can send it. This guide covers how admins configure forms and how employees, managers, and HR Admins handle the resulting Employee Data Change Requests.

Who can use this?

Employees and Managers submit and track requests in the Employee Hub. HR Admins configure Request Forms and review Employee Data Change Requests in Salesforce.

Find Request Forms in the Employee Hub​

Employees open Request Forms from Personal → Profile in the Hub sidebar. Managers also see a Request Forms tab in My Team for forms whose visibility includes them.

The page lists your submitted requests. Click New Request to open New Change Request and select a form.

New Change Request picker with category filters and the available request forms

The picker has a search field and category filters: All, one option for each category in use, and Uncategorized for forms without a category. A category and the search field can filter the list together. After you select a form, the Hub shows the admin's guidance in Selected Form Information.

Admins can remove the entry from the sidebar entirely with the Hide Request Forms checkbox on the Employee Hub Feature record, which hides the Request Forms item under Personal → Profile for employees.

Create or edit a Request Form​

  1. In Salesforce, open HR Admin.
  2. Click Manage Request Forms. The Request Forms list opens.
  3. Open an existing form, or click New.
  4. On the Details tab, configure Basic Information, the section for the selected request type, and More Options.
  5. Click Save. Active forms become available to the roles selected in Visibility.

Each form opens on a Details tab, laid out in three parts: Basic Information, a section named after the request type you chose, and More Options.

Configure Basic Information​

Basic Information section of a Request Form, showing Form Name, Request Type, Visibility, Information and the Active toggle

SettingWhat it does
Form NameThe name requesters use to identify the form.
Request TypeChoose Object Update Request, Object Creation Request, or Without Object Creation.
VisibilityChoose Employee, Manager, or Manager and Employee to decide who can open the form.
InformationGuidance that helps the requester complete the form successfully. Shown to them as Selected Form Information.
ActiveDetermines whether the form can be used. While it is off, the form is not visible in the Hub.

Choose the fields​

The section directly below is named after the request type — on an Object Update Request form it is headed Object Update Request and starts with Object to Update. Underneath it you pick what the requester can act on: fields move between Available fields and Fields added to this form.

Configure More Options​

More Options controls what the requester must provide and which extra steps the form includes. Each toggle reads Active or Inactive.

More Options section of a Request Form, showing the Request Form Category picker and the reason, attachment and approval toggles

SettingWhat it does
Workflow TemplateWorkflow template to start automatically once the resulting change request is approved.
Request Form CategoryGroups related request forms so they are easier to find in the Hub. This drives the Hub filter chips.
Include salary change step in the formAdds a salary change step to the form.
Include position change step in the formAdds a position change step to the form.
Hide the reason field in the formThe reason field is not shown to the requester at all.
Hide the attachment field in the formThe attachment upload section is not shown to the requester at all.
Require the form requester to explain the reason of this requestThe requester must fill in the reason field before they can submit.
Require the form requester to upload at least one documentThe requester must upload at least one file before they can submit.
This change request requires approvalWhen it is inactive, the change is applied to the record automatically instead of going for approval.

Depending on the request type, More Options can also offer a Document Template, used to generate an Employee Document once the resulting change request is approved.

A field cannot end up both hidden and required. Turning on Hide the reason field in the form removes the matching Require the form requester to explain the reason of this request toggle from the editor and switches it off when the form is saved. Hide the attachment field in the form does the same to Require the form requester to upload at least one document.

When Require the form requester to upload at least one document is active, the upload is enforced before the request can be submitted — the requester cannot send the form without attaching a file.

Organize Request Forms with categories​

Categories help employees find the right form through the Hub filters. Each company defines its own categories in HR Admin → Dictionaries → Request Form Category.

  1. In Request Form Category, click Add item.
  2. Add a name for each supported language. Employees see the category in their Hub language.
  3. On a Request Form, open More Options.
  4. In Request Form Category, select the category.
  5. Click Save. Employees can use the category to filter Request Forms.

Submit a data change request​

Employees can propose changes to their own profile data, such as their personal phone number, private email address, or bank details. Managers can submit requests when a Request Form's visibility includes them.

  1. In the Employee Hub, open Personal → Profile → Request Forms.
  2. Click New Request.
  3. Select the Request Form for the data you want to change.
  4. Enter the new values and any required reason or attachments.
  5. Click the form's submit action. Depending on the form settings, flair applies the change immediately or sends it for approval.

Where editing a related list, such as dependents or emergency contacts, is allowed, you can also request that a record be deleted.

  1. In the Employee Hub, open the related list on your profile.
  2. Open the record you want to remove.
  3. Select the delete action. Depending on the form settings, flair deletes the record immediately or sends the request for approval.

Track a request​

  • Open Request Forms to see whether a request is pending, approved, or rejected. flair also notifies you when the status changes or a Manager or HR Admin adds a comment. Your settings can also enable email or mobile notifications.

Review a data change request as an HR Admin​

  • In the flair HR app, open Employee Data Change Requests on the employee record to approve, reject, or comment on the request.