To set attachments as a mandatory requirement when employees create a claim request, kindly follow the below steps:
1. At HR Lounge, click on Expense Claims.
2. At the Expense Claims dashboard, click on Settings > Claim types.
3. Click on the Edit icon at the claim type you wish to apply the mandatory attachment requirement.
4. At the Edit Claim Type pop-up window, tick the 'Attachment required' checkbox.
5. Once the HR Admin has enabled this requirement, from an employee's perspective, the employee will NOT be able to proceed with submitting the claim request, until the mandatory attachment has been uploaded. The '*' icon next to the Attachment field serves as an indication to the employee that it is a mandatory requirement.
Additionally, the Save/Save & Add another icons will be greyed out and the employees will not be able to click on these icons until the mandatory attachment has been uploaded accordingly.
*NOTE : Once the mandatory attachment settings has been enabled, it will be applicable to the following claim report statuses (for claim requests created before and after the mandatory attachment settings was enabled):
i. Open (Claim reports that have not been submitted)
ii. Submitted (Claim reports that have been submitted, but have not been approved/rejected)
iii. Rejected (Rejected claim reports that need to be amended and re-submitted)
Below is an example of different claim reports status (OPEN, SUBMITTED, APPROVED, REJECTED), that have been created WITHOUT attachments, BEFORE the HR Admin enabled the mandatory attachment settings:
Once the HR Admin enables the mandatory attachment settings, a warning notification will appear as shown below, for the existing claim reports with the status OPEN, SUBMITTED and REJECTED:
*NOTE : Claim reports that have been APPROVED before the HR Admin enabled the mandatory attachment settings will not be affected.
A. Employee User's view (My Claims):
Here, the employee must upload the mandatory attachments, before submitting/re-submitting the claim reports for approval.
B. HR Approver's view:
Here, the approver will need to reject the submitted claim report, and the employee must then upload the mandatory attachment and re-submit the claim report for approval.