Knowledge Base

Change Requests

When an employee requests a change to a protected field (e.g. last name, date of birth, nationality) through "My Profile", that request lands here for review. As a manager or HR staff member, you approve or reject these requests on this page.

Rebuilt excerpt of the view: /hr/self-service/change-requests

What can I do here?

  • View all change requests you're responsible for ("My Reviews"), or — with the right permission — all requests company-wide ("All Requests")
  • Filter the list by status (Pending, Approved, Rejected)
  • Approve a pending request
  • Reject a pending request with a reason

Step by step

  1. Review requests

    1. Open "Change Requests". By default you see "My Reviews" — requests from your direct reports or people for whom you're registered as a deputy.
    2. With the right permission, you can switch to "All Requests" to see the company-wide queue.
    3. Optionally filter by status, e.g. to see only pending requests.

  2. Approve a request

    1. Check the field, old value, and new value in the table.
    2. Click the green checkmark icon to approve the request.
    3. The new value is applied to that person's profile immediately.

  3. Reject a request

    1. Click the red X icon.
    2. In the dialog that appears, enter a rejection reason (required).
    3. Confirm with "Reject". The old value remains in place, and the requester sees your rejection reason on their profile.

Who has to approve?

Normally, the requester's direct manager is responsible. If a deputy is on record for that manager (or an approved absence with a registered substitute is currently active), that deputy may also review the request. Users with a broader HR permission additionally see the company-wide "All Requests" queue and can approve or reject there as well.

A person cannot approve or reject their own change request — not even with the highest HR permission. This block applies as long as the four-eyes principle is enabled in Approval Settings (default: enabled).

flowchart TD
    A[Employee requests a change<br/>in "My Profile"] --> B[Request: status "Pending"]
    B --> C{Who reviews it?}
    C --> D[Responsible manager]
    C --> E[Registered deputy]
    C --> F[HR with broader permission]
    D --> G{Decision}
    E --> G
    F --> G
    G -->|Approved| H[New value applied to the profile]
    G -->|Rejected + reason| I[Old value stays,<br/>requester sees the rejection reason]

Fields explained

Field Meaning Notes/Impact
Employee Person who submitted the request Shows name and employee number
Field Affected profile field (e.g. "Last Name") –
Old Value Value currently stored in the profile Stays valid as long as the request isn't approved
New Value New value the person requested Applied on approval
Status Processing state of the request Pending, Approved, or Rejected
Date Time the request was submitted –

Values & status

Request status

Label Plain-language meaning What happens then
Pending The request is waiting for a decision Can be approved or rejected; the old value still applies
Approved The request was confirmed The new value has been applied to that person's profile
Rejected The request was turned down The old value remains; a rejection reason was recorded

Review scope

Label Plain-language meaning What happens then
My Reviews Only requests you're responsible for as manager or deputy Default view
All Requests Company-wide queue of all requests Only visible with a broader HR permission
Rebuilt excerpt of the view: /hr/self-service/change-requests?scope=all

The notification email

As soon as a change request arrives, the responsible reviewers receive an email with the subject "New change request from ". It contains:

  • Sender: the name of your workspace. If no sender name is set under Settings → Email and no workspace name under Settings → General, the product name appears instead of a placeholder.
  • Salutation: the reviewer's first name. If no first name is on file, a general but complete salutation appears - never an open gap.
  • Content: who requested the change, which field is affected, and the reason, if one was given.
  • "Review request" button: takes you straight to the "My reviews" list.
  • Footer: the product name as a link to the product page, directly followed by the provider identification.

You can adjust the wording under Settings → Email templates on the "hr_change_request_submitted" template - in German and English.

Once your own request has been decided, you also receive an email ("Decision on your change request"). The same rule applies: the salutation uses your first name if one is on file, otherwise a general but complete salutation appears - never an open gap. Wording adjustable via the "hr_change_request_decided" template.

FAQ

Why can't I approve a request even though I can see it?
The request may already be decided (status no longer "Pending"), or it may be your own request — for security reasons you cannot decide your own requests.

What happens to the profile while a request is pending?
Nothing changes — the old value stays visible and valid until the request is approved.

Can I undo a rejection?
No. The requester would need to submit a new change request.

I'm a deputy — do I automatically see my manager's team's requests?
Yes, as long as you're registered as a deputy, or an approved absence with you as the substitute is currently active, the matching requests also appear in your "My Reviews" list.