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Resignation
======================================================

About
======

Resignation is the formal process by which an employee voluntarily notifies their organization of their intent to leave their job position.

Menu Path
==========

To access the menu, go to :menuselection:`Employees --> Operations --> Resignation`

List View
==========

.. image:: image/list_view_resignation.png

Form View
==========

.. image:: image/form_view_resignation.png


Process of creating Resignation:
=================================

* Click the **New** button at the top left of the screen.
* Fill in the employee details, reasons for leaving, and the requested last working day.
* Click **Save**.

.. image:: image/resignation_draft.png

* The resignation will now be in **Draft** state.

.. note:: Store Managers can only Create, Edit, or Delete resignation records while they are in the Draft state for their own company, whereas HR Managers can Create, Edit, or Delete records globally across all companies while in this state.

* Click **Submit** to move the state to `Submitted`.

.. image:: image/resignation_submitted.png

* After **Submit**, both the **Accept** and **Withdrawn** buttons become visible in the header for the HR Manager.
    
    * After submitted state, the **Involved Deparments** and **Involved Employees** will be shown in **Department NOCs** for Approval
    * First all approvals has to be done by all involved Employee's from selected Departments in Exit NOCs form.
    * In Department NOCs tab All states should be Approved before accepting the resignation otherwise the form shows Validation Error.

.. image:: image/validation_error.png

* After All Approvals from department wise, then HR can **Accept** the resignation.
* **Withdrawn** button if the employee changes their mind and decides to stay.

.. note:: The form fields become completely read-only for Store Managers, whereas HR Managers can still edit the fields in both Draft and Submitted states. However, records cannot be deleted once they leave the Draft state.
  
* Click **Accept** button.

.. image:: image/resignation_accepted.png

* The resignation will now be in **Accepted** state. 

.. note:: HR Managers cannot edit form fields or delete the record, but they can click the Withdrawn button if needed.

.. image:: image/resignation_withdrawn.png

* The resignation will now be in **Withdrawn** state.

    * **HR Managers** cannot edit form fields or delete the record.
    * They can click the **Reset** button to bring the record back to the **Draft** state.
    * All fields will unlock for editing again.

.. Demo video for Employee Resignation Form
.. =============================================

.. .. video:: video/demo_video_for_emp_resignation_form.mp4
..     :width: 650
..     :align: left


After the cron job executes
============================

* For employees associated with an accepted resignation record:
  
  * Their employee profile and contract are automatically archived.

  .. note:: When the cron job executes the employee whose Last Working Day Requested is day before today.

.. image:: image/employee_in_accepted_state.png

* **Employee Contract**: The employee's contract status changes to **Archived**.

.. image:: image/employee_contract.png

* **Employee Profile**: The employee's profile is archived and hidden from the active employee list.

.. image:: image/employee_profile.png

* **Departure Date**: : The Departure Date inside the private information tab automatically updates to match their last working day.

.. image:: image/departure_date.png

Tracking of Employee Assets and Accounts when an Employee Exits:
=================================================================

**Step 1:**  For Employee Account creation,  See :ref:`employee_account`.

After creating Accounts in `Employee Account` in Employees module, add the Accounts to an employee.  Log in with manager ID and enter all the accounts applicable to an Employee and its **Responsible Person** and **Activated Date** and save.  Once the `Activated Date` is given, deactivation Icon shows as below.  

.. image:: image/1emp_account_creation.png

**Step 2:** For Employee Asset creation and mapping,  See :ref:`equipment_categories` and See :ref:`equipment`.

Create Equipment Categories:

.. image:: image/create_equip_categories.png

Add Equipment name, category and map employee's name.

.. image:: image/add_empname_equip.png

.. image:: image/asset_mapping.png

**Step 3:**  Go to Resignation form and check the Assets and Accounts list.

.. image:: image/asset_n_account_in_resign.png

**Step 4:** When the Manager submits the resignation form by clicking `Submit` button, if there are any Assets or Accounts linked to the employee, it shows validation message.  Below shows active Accounts mapped to this employee.

.. image:: image/resign_submit_validationmsg.png

**Step 5:** To deactivate the account go to Employees --> Employees --> Employee Account Detail and click on **x** icon next to `Activated Date`.   Once this icon is clicked, Deactivation Date, Deactivation Confirmed By, and Deactivation Time fields will be filled.

.. image:: image/deactivate_icon.png

.. image:: image/2deactivation_datetimeby.png

**Step 6:** After deactivating the `Accounts` from the employee, the *Accounts*  widget shows as "0".  Now, if Manager clicks on Submit, it again shows validation error message that still active Assets are linked.

.. image:: image/asset_valid_msg.png

**Step 7:** To remove the mapping of Assets to employee, go to Maintenance --> Equipment and remove the employee's name mapped to the equipment.  For exit process submission, the Asset must be removed from employee mapping or to be mapped to another employee, then only the form can be submitted.

.. image:: image/assets_removal.png

**Step 8:** Go to Resignation form and check the `Assets` and `Accounts` fields and widgets above shows "0".  

.. image:: image/both_assets_accts_0.png

**Step 9:** Now, the manager gives `Submit` and the form goes to `Submitted` state.

.. image:: image/submit_resig_formbymgr.png

**Step 10:** The form goes to HR manager for Accept or Withdrawn.   The HR manager accepts the resignation form by clicking `Accept` button.

.. image:: image/hr_mgr_approval.png

Resignation form in Accepted state.

.. image:: image/resig_form_acceptedstate.png

Demo Video for Assets and Accounts Validation for exit employee:
=================================================================

.. video:: video/demo_video_for_assets_and_accounts_validation_for_exit_employee.mp4
    :width: 650
    :align: left