The Equus Mobile Workforce Platform supports the management of Remote Work populations via a self-service request form. This form can be utilized to allow users to submit International & Domestic Remote Work Requests for themselves.
The form is enabled in the Remote Work Request Form tab on the 'Mobility Type Policy Defaults' screen.
This tab controls the following:
Note that to access this page, you need to add the view, add, edit, delete, and execute rights to your security role for the page right: Remote Work Request Configuration.
Activating the Request Form
To activate the form, make sure the disable request form in unticked. If it is ticked, this means the form is disabled. The remote work request URL field is also hidden. If the user has the link bookmarked, they will also get the Access Denied message when opening it.
A unique URL for the Remote Work Request URL is provided. There is a copy button to copy the URL.
Note that this is the only spot where this URL can be found. It is expected that once the form has been configured, users will copy this URL and distribute it to employees of their company.
Note, given that company rights are not enforced nor are there page rights to this form, the distribution of this URL is how access is granted. It is important to only send this URL to people you want to submit these requests to your company.
Welcome and Closing Message
You can customize the Welcome and Closing messages for the Welcome and Done steps. There are no text length limitations and the form will expand to fit the text. Both fields are required to be filled out. A default value is provided:
Welcome:
'This is our convenient platform for submitting remote work requests! We're excited to offer you this user-friendly system that makes the process quick and straightforward. With just a few clicks, you'll be well on your way to a flexible work arrangement.
Thank you for embracing our remote work initiative. We're committed to supporting your needs and will provide a prompt response to your request. Should you have any questions along the way, our HR department is here to assist you.'
Closing Message:
'Thank you! Your request has been submitted.
Company policy requires approval for all remote work requests. Responses usually only take a couple of days. Look for it in your inbox!
In the meantime, you may use the same link you used to get here to check the status of your request.'
Remote Work Policy URL
A remote work policy URL field is available and is an optional field. This field is intended for clients who have remote work policies that they want each user accessing the form to acknowledge before submitting the form.
When configured, a new field will appear in the review step and a hyperlink to that URL will be provided.
Note that users will need to include HTTP:// or HTTPS:// in their URL. If not, the new tab will open a Broken Link page.
Domestic Remote Work Request
The same form can also be used for Domestic Remote Request. By enabling the 'Allow Domestic Requests' checkbox, the form can be used for domestic remote work requests, allowing users to submit requests for locations within the same country, in addition to international requests.
This can only be configured for all countries, and does not support overrides per country. When this checkbox is checked, the form will support both domestic and international remote work. Certain rules and validations will only apply to international requests.
For example, the 'Right To Work' and 'Prior days in the country' will not be asked for domestic remote work request. It also does not enforce the 'Number of days allowed' for domestic remote work requests. Administrators who wish to enforce a maximum number of days will need to handle that in the approval routing process.
Remote Work Label Override
The 'Remote Work Label Override' field allows administrators to customize the term 'Remote Work' to match their company's culture or legal requirements. This override can be set up to 50 characters and will replace the default 'Remote Work' label across various screens and workflows within the Remote Work Request process.
Country Rules
The Country Rules section will display the configured country configuration in the system. By default, there will be no country configured for remote work. Specific settings can be created and configured for each country combination by clicking on
.
Destination Country - Specify a location where a user can submit a request for Remote Work.
From Country (Optional) - Specify a specific location where a user can come from for a Remote Work request. If left blank, the rule will accept any source locations.
Remote Work Allowed - If Unchecked, users cannot submit a request with that country as the destination location
Right to Work Required - If Checked, users will see the Right to Work Field in the form and will be required to select yes for the Right to Work field in the Where step. Right to Work can be set to required while Right to Work Documentation is left not required.
Proof of Right to Work Required - If Checked, the user will see the Right to Work Documentation Field in the form and will be required to upload proof of your right to work in the Where step. Note, Right to Work Documentation cannot be required when Right to Work is not required. Settings will be ignored if this is configured.
How Many Days Allowed - This will set the limit for how long the user can spend in the destination country.
Note that validation will be performed on the calendar dates selected + number of days spent in the past 12 months is less than or equal to How Many Days Allowed
Only Count Working Days - This is configured if the client only cares how many working days the user spends in destination countries. When checked, the Working Days field will display in the When step of the form.
Note that validation will be performed on the Working Days + number of days spent in the past 12 months is less than or equal to How Many Days Allowed.
Allow Location/Day Exception - When this tick box is checked, the Destination Location, How Many Days Allowed and Only Count Working Days rules can be bypassed, and users can continue to submit a Remote Work request that is outside of these set rules.
A warning prompt will be shown to the employee to notify them that their request is outside of the configured policy. If the employee chooses to submit the request, a warning will also be displayed on the Approval Request Page of the approver to help them decide on the approval of the request.
Things to Note
Country Rules can also be updated through a Generic Import. Here is a sample file. Please make sure to check with your Equus Representatives before using the file.
Data Dictionary Menu Override can be configured for the Company Picker Caption and Help Text. Check with your Equus Representatives to make changes.