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Create an Access Request Report

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Create an Access Request Report

To generate an Access Request Report, log on to the software. Self-Serve opens automatically in My Holidays; Click on Admin (see 1 on the screenshot below) in the Top Menu, then select Doc Management  (see 2 on the screenshot below) from the side menu this will open a new page, select Access Request from the top menu (see 3 on the screenshot below) , this will open the “Access Request”  page
Users (employees and others) have the right to
access and receive a copy of their personal data including documents that you
have.  This is commonly referred to as a
subject access request or ‘SAR’. The system allows you to produce a list of the
documents the system is storing for that user. (The list can be tailored
according to the types of documents the user wants to see and any date parameters
the user may set.  A list of documents is
produced from which the user can select the specific documents they want to see.
This ensures the employer can comply with a Subject Access Request quickly and
efficiently.

To generate an Access Request Report  follow the steps below:

Select the start date for the date range of the report (See 4 in the screenshot below) then

Select the end date for the date range of the report (See 5 in the screenshot below)

If you don’t have a date range leave this section blank it will default to all documents that meet any other criteria specified.

Select the employee for whom you want to generate the Access Request Report from the list created by selecting the down arrow in the  Document For Box  (See 6 in the screenshot below)

Select the folder that contains the document that  you want included in the report from the list of folders created by selecting the down arrow in the  Document Folder Box  (See 7 in the screenshot below).

You can select more than 1 folder by selecting  control and clicking on the folder you wish to include.
There isn’t a sub-folder option when generating an Access Request Report, the report will include all the documents requested for that folder including the documents held in any associated sub-folder.
To select Company Documents, i.e. those documents all employees can  access, select “not selected” in the Document For Box  (See 6 in the screenshot below) and select Company Documents in the  Document Folder Box  (See 7 in the screenshot below).
N.B If you select the Company Private Documents Folder all the documents are assigned to the user who uploaded the document. If a user is mentioned in the body of a company private document, e.g. an insurance report, a copy of the document should also be held in that user’s document store.

Click “Find” (See 8 in the screenshot below).

This will produce an Employee Request Report (See 9 in the screenshot below)which can be downloaded or printed to PDF to be sent to the employee

Screen Shot

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