How we automated the leave request process with ONLYOFFICE DocSpace

Since version 2.6, ONLYOFFICE DocSpace introduces form filling rooms designed to simplify working with fillable documents. Using this functionality, we decided to automate our leave request process, making it more efficient and user-friendly for both employees and the accounting department.

Read the article on how we redesigned our leave request process and the benefits we gained.

Problem: manual request process

After the pandemic, our team switched entirely to remote work. Additionally, our organization operates across multiple offices worldwide, and not all locations had ready-made solutions for automating these tasks. For example, in our Serbian office, the entire leave request process was handled manually. Employees had to rely on printed forms, and requests were often submitted in person.

So, submitting a leave request was a multi-step and time-consuming process. Templates were located in a folder that all employees had access to. Employees had to find a template, fill it out by hand or electronically, print and sign, scan or photograph the signed document, and then send it to the accounting department. In their turn, the accounting department manually entered the data into a spreadsheet for a full overview.

This process was inefficient, prone to errors, and frustrating for employees and the accounting team.

Solution: form filling rooms

With version 2.6 of ONLYOFFICE DocSpace, we introduced form filling rooms. These rooms are designed to simplify filling out and managing fillable documents. They allow users to upload PDF forms and submit them for completion with access rights only to fill in fields. Progress tracking and automatic compilation of results into a spreadsheet facilitate detailed analysis.

Result: how the process works now

After implementing form filling rooms in ONLYOFFICE DocSpace, we transformed the leave request process.

Centralized access to templates. Employees now access request forms from a centralized form filling room in our internal DocSpace. They fill in the required fields — such as name, vacation dates, and signature — directly in the PDF form in the room.

Simplified submission. Instead of dealing with printouts and manual signatures, employees complete the form digitally and submit the form with just one click.

Streamlined data management. Once the form is completed, all the data is collected into a table that consolidates all the data required for calculating the leave payouts. This eliminates the need for manually opening individual forms and speeds up processing significantly.

This automation brought several benefits to our organization:

• Time savings: Employees and accountants spend significantly less time on administrative tasks.
• Improved accuracy: Consolidated data reduces errors and makes planning more straightforward.
• Scalability: The system is easily adaptable to other forms and workflows.

Future plans

The success of this project encouraged us to expand the system. We are now testing similar automation for other administrative processes, such as certificate creation and employee order processing. In the future, we plan to create interconnected workflows – for example, automatic generation of leave orders based on submitted requests.

On the development side, we plan to speed up the opening of the consolidated table in Excel. In addition, we are working on expanding the signature types. Currently, employees can sign a leave request by inserting an image. In the future, we plan to add digital signatures.

How to set up a form filling room

To fully automate processes like leave requests using form filling rooms in ONLYOFFICE DocSpace, follow these steps tailored for the accounting team:

Step 1: Create a form filling room

Log in to ONLYOFFICE DocSpace or create a new account. Click the New Room button ->  form filling room.

Enter your room name, such as “Leave Requests” or “HR Forms” to ensure clarity for employees, and add tags and an icon if needed. Click Create.

Step 2: Upload a PDF form

If you already have a ready-made form, upload it to the room. Go to Actions ->  Upload PDF form -> From DocSpace / From device.

If not, you have two options:

• Design a new form: Use ONLYOFFICE editors to create a form with fillable fields for employee details, vacation dates, and signatures.
• Use a pre-made template: Explore the free template library integrated into ONLYOFFICE DocSpace. Select a template that suits your needs and customize it to align with your organization’s policies. For Serbia, you can use our ready-made form.

Step 3: Share the form

To quickly share the form with employees, you can immediately generate and copy a public link. This option will be available in the window after uploading the form to the room. It will be enough to click Copy public link to copy it to the clipboard. Any user with this link can open the room and fill out the form.

Step 4: Track progress

Control the filing process right in the form-filling room. Once the PDF of the form is uploaded, the accounting department is automatically notified by e-mail.

The room will automatically have two folders: In process, which stores copies of the form that the employee has started filling out, and Complete, which stores copies of the form that the employee has submitted.

Step 5: Leverage consolidated data

All data provided is automatically summarized into a single Excel spreadsheet. You can find this file in the Complete folder. Use this spreadsheet to calculate leave pay and other accounting purposes.

This eliminates the need to open separate forms, saves time, and ensures accuracy.

Try ONLYOFFICE DocSpace

With form filling rooms, you can revolutionize not just your leave request process but any form-based workflow in your organization. Try it and discover the benefits of DocSpace:

TRY IN THE CLOUD

If you want to keep your employees and company data under your full control, download the server version:

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