Prepare, approve, and issue an HR record

Understand the outcome

Records are reviewed before the member sees them, and the member confirms receipt.

HR Info holds confidential personnel records: performance plans, progressive discipline, leave of absence, and coaching notes. Records are prepared, approved when required, and only then issued to the member, who confirms receipt under My HR Records. Nobody sees records about themselves on the officer side, and changes and views of restricted records are audited.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

• Confirm the record type and confidentiality level.
• Check the template wording.
• Know who approves this type.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view HR Info plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

• Records/officer-hub/records
• New record/officer-hub/records/new
• Record detail/officer-hub/records/:caseNumber
• Approvals/officer-hub/approvals
• Templates/officer-hub/templates
• Reports/officer-hub/reports
• Settings/officer-hub/settings
• My HR Records/officer-hub/my

Required foundation

• Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

1. Step 1Create the record

   Open Records → New record and choose the type and template.

2. Step 2Complete details

   Add facts, objectives, dates, documents, and statements.

3. Step 3Preview

   Check exactly what the member will read.

4. Step 4Submit for approval

   Send it to the approver when approval is required.

5. Step 5Approve and issue

   The approver corrects, approves and issues, or returns it with a note.

6. Step 6Follow through

   Track acknowledgement, run check-ins or the return-to-duty checklist, then close.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

• Control point
  Decide which roles may prepare, approve, and view each confidentiality level.
• Control point
  Review templates before first use.
• Control point
  Keep approval on for plans, discipline, and leave unless policy says otherwise.
• Control point
  Remember terminations are not shared with the member by default because they are delivered in person.
• Control point
  Use legal hold when a record must not be deleted.
• Control point
  Use printed notices when a physical signature is required.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

• The member sees the record under My HR Records.
• Acknowledgement or refusal is recorded.
• History shows each step.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

The member can’t see it

It may not be issued, or the type isn’t shared by default (such as terminations).

I can’t open a record

Check your access to its confidentiality level; nobody can open records about themselves.

Record can’t be deleted

It may be on legal hold.

Related HR Info capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

• Performance plans with objectives, scheduled check-ins, and a final review
• Progressive discipline: verbal, written, and final warnings, suspension, and termination
• Leave of absence with leave types, expected return dates, and a return-to-duty checklist
• Coaching notes that can be escalated into a plan or discipline
• Standard, restricted, and highly restricted confidentiality, plus separate access to medical documents
• Append-only statements and private documents that can be marked visible to the member
• Legal hold that blocks deletion, with field-level and restricted-view auditing
• Outcome reports with CSV/PDF export and printable notices with signature lines

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

• RecruitingApplication Hubs, reviews, interviews, references, and conversion (formerly Applications Flow).
• CorrectionsReport corrections and shift notices members answer from an email link.

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in HR Info

Return to the HR Info module guide for connected workflows, dependencies, portal destinations, and additional procedures.