DOCS GALVIO

Menu
Support

Leave Policy

Updated September 16, 2026 6 min read

The Leave Policy module serves as a centralized repository for all organizational leave policy documents. It enables employees to view active leave policies while allowing administrators to upload, edit, organize, and manage policy documents from a single interface. The module supports multiple policy categories, including Annual Leave, Sick Leave, Casual Leave, Maternity Leave, Paternity Leave, Unpaid Leave, and General policies.

Access Leave Policy

To access the module:

  1. Log in to the HRMS portal.
  2. Navigate to Leave Management → Leave Policy.

The page opens as a single list view displaying all uploaded leave policy documents, sorted by Uploaded On (Newest First) by default.

View Leave Policies

The Leave Policy page displays all available policy documents in a tabular format.

The table includes:

  • Policy Name
  • Policy Type
  • Uploaded Date
  • Uploaded By
  • Policy Start Date
  • Policy End Date
  • Document
  • Actions

Policy types are displayed using color-coded labels for easy identification.

Search and Filter Policies

Users can quickly locate policy documents using the available search and filter options.

Available features include:

  • Search by Policy Name
  • Search by Policy Type
  • Search by Uploaded By
  • Search by Document Name
  • Search by Description
  • Filter by Policy Type
  • Filter by Uploaded By
  • Sort by Policy Name
  • Sort by Policy Type
  • Sort by Uploaded Date
  • Sort by Policy Start Date

If no matching records are found, the system displays an appropriate empty state.

View Policy Document

To preview a leave policy:

  1. Open the Leave Policy page.
  2. Click the required policy document.

The View Policy window opens and displays a preview of the uploaded policy document.

If the document cannot be previewed, the preview area remains empty.

Upload a Leave Policy (Administrator)

Administrators can upload new leave policy documents.

To upload a policy:

  1. Open Leave Policy.
  2. Click + New.
  3. Enter the required information:
    • Policy Name
    • Policy Type
    • Policy Start Date
    • Policy End Date
    • Description
  4. Upload the policy document.
  5. Click Upload Policy.

After successful validation, the new policy is added to the policy list.

Edit a Leave Policy (Administrator)

To modify an existing policy:

  1. Select the required policy.
  2. Click the Edit icon.
  3. Update the required information.
  4. Save the changes.

The system updates the existing policy record immediately.

Delete a Leave Policy (Administrator)

To remove a policy:

  1. Click the Delete icon.
  2. Review the confirmation message.
  3. Confirm the deletion.

The selected policy is permanently removed from the system. Selecting Cancel closes the confirmation window without deleting the policy.

Bulk Actions

Administrators can perform actions on multiple policy records.

Available bulk actions include:

  • Export Selected
  • Delete Selected

The system displays the number of selected records before executing the action.

If no records are selected, the system prompts the user to select at least one policy before proceeding.

Configure Columns

Users can customize the table by showing or hiding columns.

Available columns include:

  • Policy Name
  • Policy Type
  • Uploaded Date
  • Uploaded By
  • Policy Start Date
  • Policy End Date
  • Document

Column visibility updates immediately after selection.

Reset View

The Reset option restores the page to its default state by clearing:

  • Search
  • Filters
  • Sorting
  • Column Filters

The table returns to the default sort order of Uploaded On (Descending).

The Leave Policy page supports pagination.

Users can:

  • Change items displayed per page.
  • Navigate between pages.
  • View the current record range.

Navigation buttons are automatically disabled when no additional records are available.

Leave Policy Information

Each policy record stores the following information:

  • Policy ID
  • Policy Name
  • Policy Category
  • Document URL
  • Document Name
  • Description
  • Uploaded By
  • Uploaded Date
  • Policy Start Date
  • Policy End Date

Business Rules

The Leave Policy module follows these business rules:

  • All users can view the same organization-wide list of leave policies.
  • The page contains a single list view with no tabs or summary cards.
  • Only administrators can upload, edit, delete, or perform bulk delete operations.
  • Employees have read-only access to policy documents.
  • Policy Name, Policy Type, and Policy Document are mandatory when uploading a new policy.
  • Only PDF, DOC, and DOCX files up to 10 MB are allowed for upload.
  • Bulk actions require at least one selected record before execution.

Error Handling

The system handles common scenarios as follows:

  • Displays an empty state if no policy documents exist.
  • Displays an empty state when search results return no matches.
  • Prevents upload if mandatory fields are missing.
  • Prevents upload if the document format is invalid or exceeds the maximum file size.
  • Prevents bulk actions when no records are selected.
  • Displays an empty preview when a document cannot be rendered.

Change History

The Change History section provides a read-only audit trail of every update made to a leave policy record.

Every successful update automatically creates a Change History entry containing:

  • Field Name
  • Previous Value
  • Updated Value
  • Changed By
  • Date & Time
  • Action Log (Update)

For example, updating the Policy Name field from “Standard Leave Policy” to “Revised Leave Policy 2026” generates a new history row showing the exact before/after values, the user who made the change, and the timestamp.

Only successfully saved changes are recorded — cancelled or unsuccessful updates do not create history entries.

Grid Columns

The Change History grid displays: Field Name, Changed From, Changed To, Changed By, and Date & Time.

For example: Field Name – Policy Name, Changed From – Standard Leave Policy, Changed To – Revised Leave Policy 2026, Changed By – Admin’s Name, Date & Time – Current Date & Time.

Search, Filter, Sort, and Export

  • Search — Searches history records by Field Name or Changed By.
  • Refresh — Reloads the latest history records.
  • Filter — Applies filters such as Date Range, Field Name, or Changed By.
  • Sort — Sorts records by any available column.
  • Reset — Clears all applied search, filter, and sort criteria.
  • Actions — Export only.

Availability by Mode

  • Read Mode: The Change History section is fully visible and remains read-only. Users can search, filter, sort, refresh, reset, and export history records.
  • Edit Mode: Record details become editable per business rules, but the Change History section remains read-only regardless of page mode.

Records are displayed in descending chronological order, with the most recent change shown first. If no history records exist, the system displays “No Change History Available.” Users without view permission to this screen cannot access its Change History grid and are redirected to an access-denied page.

Scroll to Top