What employees can do
The employee panel is intentionally focused. Employees are not asked to manage templates, companies, or system settings. They only work with the parts of the process that belong to them: making requests, supplying required information, and accessing approved letters.
Main pages in the employee experience
- My Letter Requests: create, review, and edit pending requests
- My Letters: view approved letters and print them in an available language
How template visibility affects employees
Employees only see templates that satisfy all of these conditions:
- The template is active.
- The template belongs to the employee's company.
- The template visibility is external.
- The employee does not already have a pending request for that same template.
How the request form behaves
After an employee selects a template, the request form builds language tabs automatically. Inside each tab, the system loads placeholders marked as requester-supplied and presents them as form fields. Some values may be suggested automatically from model data, but the employee can still adjust them.
Why the employee experience is this constrained
In document workflows, simplicity is a feature. The employee's job is not to understand template logic; it is to request the right document and give accurate request-specific details. Keeping the employee UI focused lowers training overhead and reduces invalid submissions.
Employee-side edge cases
- Template missing: usually means the template is inactive, internal-only, or belongs to another company.
- No new request allowed: often caused by an existing pending request for the same template.
- Missing approved letter: approval may not have happened yet, or the request may have been rejected.
- Language not available at print time: the approved template may not include that language version.
How to train employees successfully
- Teach them the difference between a pending request and an approved letter.
- Explain that some fields are system-derived while others must be typed by the requester.
- Show them how to recognize when a request is waiting on approval rather than “missing.”
- Encourage them to use the most specific purpose text possible for requester fields.
Professional employee guidance
Employees should think of the request screen as a formal intake form, not a message box. Clear requester values reduce approval delays and improve the quality of the final letter. Vague inputs like “for office use” or “for personal issue” are harder for approvers to validate than specific phrasing such as “for embassy appointment” or “for bank loan application.”
