HR Queries — User Guide

Module: HR Profile
Audience: HR staff, managers, employees involved in HR cases
Version: 1.0.0
Last updated: 2026-07-22

Overview

Queries is where HR records formal cases about staff members: misconduct notes, policy violations, or other HR matters that need a tracked response. Each query has a reference number, severity, discussion thread, optional internal notes, attachments, and a status workflow.

Typical flow:

HR creates query → Send to employee → Employee replies → HR resolves

Prerequisites

View own: You see queries where you are the subject employee, the complainant (on behalf of), or the creator. For all company queries, request global View.

Step-by-step: View the query list

1. Go to HR Profile → Queries.
2. Use filters above the table: date range, subject, complainant, severity, status.
3. Click a query number to open the preview panel on the right.
4. Use the expand icon to toggle full-width preview.

Expected result: A sortable list with severity labels and status badges.

Step-by-step: Create a new query

1. Click New (requires Create).
2. In the modal, complete:
   • Title (required)
   • Staff — the employee the query is about (required)
   • Severity — Low, Medium, or High (required)
   • On behalf of — optional complainant if someone else raised the issue
   • Date — incident/effective date (cannot be in the future)
   • Description — full details
   • Attachments — supporting documents (optional)
3. Click Submit to save as Open, or Save and send to notify the subject immediately (requires Send).

Expected result: Success message; preview opens for the new query. A reference number such as QRY-000042-2026 is assigned automatically.

Step-by-step: Send a query to the employee

1. Open the query preview.
2. Click Send (requires Send; query must not already be sent).
3. Confirm if prompted.

Expected result: Status changes to Pending response. The subject receives an in-app notification and email with a link to the query.

Step-by-step: Reply as the subject employee

1. Open the query from your notification or the Queries list (View own).
2. Open the Discussion tab.
3. Enter your response and submit (requires Comment).

Expected result: Status may change to Replied automatically. HR and other participants are notified.

Step-by-step: Add internal notes (HR only)

1. Open the query preview.
2. Go to the Notes tab (requires View notes).
3. Add a note or upload an internal attachment (requires Add notes).

Expected result: Notes are visible only to users with View notes — not shown to the subject as discussion.

Step-by-step: Change status or resolve

1. Open the query preview.
2. Use the Status control (requires Change status).
3. Select the new status. For Resolved, confirm the warning — resolved queries cannot be deleted.

Expected result: Status updates; participants are notified.

Step-by-step: Edit or delete a query

Edit: Open preview → Edit → update fields → save (Edit permission).

Delete: Preview → Delete → confirm. Only available before the query is Resolved (Delete permission).

Key fields (summary)

Common issues

Related features

• HR records — employee master data for subject/complainant dropdowns
• Settings → Prefix / numbering — customize query number prefix (QRY default)
• Setup → Email templates — customize the query-sent email