Family - Approval

Overview

The Family menu in the Approval section displays all employee family data that needs to be verified and approved. This feature allows you to manage information on employee family members such as children, spouse, and other family relationships, including contact data, place/date of birth, and BPJS numbers.

Page Navigation

The Family page is located within the menu: Approval » Family.

Family Data Statistics

At the top of the page, a summary of family data statistics is displayed in card form:

Family List View

This page displays a table listing all employee family data with complete information.

Search Feature

A search column is available at the top of the table to easily find family data based on:

• Employee name
• Employee code / NIK
• Family member name
• Relation
• Phone number

Search placeholder: "Search by employee name, code, family name, relation, or phone number..."

Table Structure

The table displays the following columns:

Table Data

Here are examples of data displayed in the Family table:

Note: The table contains 6 total records, 4 examples shown above.

Family Data Status

There are 3 family data statuses:

Family Relations

Here are common types of family relationships:

Actions on Family Data

Multiple Selection

You can select several family data records at once to process:

Indication of selected data:

• A notification "6 item(s) selected" will appear (or according to the count)
• Bulk action buttons become active
• You can perform actions on all selected data

How to select multiple items:

1. Check the box to the left of each row you want to select.
2. Or use the checkbox in the header to select all on the page.
3. The number of selected items will be displayed at the top.

Selected Items Detail

After selecting items, you can view a summary of the selected data:

Information displayed for each selected item:

• Employee - Employee name and Employee ID
• Relation - Family relationship
• Gender - Gender
• Phone Number - Phone number
• Place of Birth - Place of birth
• Date of Birth - Date of birth
• BPJS Number - BPJS number

Bulk Actions

After selecting several items, you can perform bulk actions:

Processing Family Data

Changing Status (Change Status)

1. Select one or more family data records to be processed.
2. Click the Change Status button.
3. Select a new status:
   • Approve - Approve the family data
   • Reject - Reject the family data
4. Confirm the change.

Approving Family Data (Approve)

1. Select data with Pending status (or data that needs approval).
2. Click Change Status → select Approve.
3. Confirm the approval.
4. The status changes to Approved.

Rejecting Family Data (Reject)

1. Select data with Pending status (or data that needs rejection).
2. Click Change Status → select Reject.
3. Enter a reason for rejection (optional).
4. Confirm the rejection.
5. The status changes to Rejected.

Deleting Family Data (Delete)

1. Select one or more family data records to be deleted.
2. Click the Delete (6) button (the number indicates the count of selected data).
3. Confirm the deletion.
4. The data will be permanently deleted from the system.

Other Features

Columns

Click the Columns button to adjust the columns displayed in the table:

Available columns:

• No
• Employee
• Relation
• Gender
• Phone Number
• Place of Birth
• Date of Birth
• BPJS Number
• Status
• Created Date
• Updated Date
• Requested By
• Approved By

Columns Features:

• Check/uncheck columns you want to display.
• Arrange column order by drag and drop.
• Reset to default settings.

Filters

Click the Filters button to filter family data based on:

Filter by:

• Status (Pending, Approved, Rejected)
• Relation (Child, Wife, Husband, etc.)
• Gender (Male, Female)
• Employee (Specific employee)
• Date Range (Submission date range)
• BPJS Status (With/Without BPJS number)

Export

Click the Export button to export table data to the following formats:

Family Data Verification

Things to verify when processing family data:

1. Data Completeness

• Family relationship (Relation) is clear and appropriate.
• Gender is filled.
• Place and date of birth are filled.
• Phone number is valid (if provided).

2. Data Consistency

• Child's age is consistent with the employee's age.
• No duplicate data for the same family member.
• Family member's name is consistent across all documents.

3. BPJS Data

• BPJS number is valid (13-digit format).
• BPJS number is not duplicated with another family member.
• BPJS membership is appropriate for the family relationship.

Usage Tips

1. Verify Family Relationships - Ensure the family relationship (Child, Wife, etc.) matches the employee's data.
2. Check Family Member Age - Pay attention to the date of birth, ensure it is reasonable (e.g., child's age is not older than the employee).
3. Validate BPJS Number - BPJS numbers are typically 13 digits, ensure the format is correct.
4. Watch for Duplicate Data - Be wary of duplicate data for the same family member.
5. Use Relation Filter - Filter by relationship to process similar data at once.
6. Document Rejections - Always provide a clear reason when rejecting so the employee can make corrections.
7. Bulk Action for Efficiency - Use multiple selection to approve data from the same employee at once.

Common Scenarios

Scenario 1: Adding a New Child

An employee adds data for a newborn child:

• Data appears with Pending status.
• Requires verification of name and date of birth.
• After approval, the child is recorded as a dependent.

Scenario 2: Changing Spouse Data

An employee changes their spouse's data (e.g., correcting name or BPJS number):

• Old data will be deactivated or revised.
• New data appears with Pending status.
• Requires comparison with the old data.

Scenario 3: Data Without BPJS

An employee adds a family member without a BPJS number:

• BPJS Number column: - (dash)
• Company policy needs to be considered (is BPJS mandatory?).

Scenario 4: Multiple Data in One Submission

An employee submits several family members at once:

• Use multiple selection to process all that employee's data.
• Check them one by one before bulk approving.

Troubleshooting

Data Does Not Appear in the Table

• Check if the status filter is appropriate.
• Ensure no search filters are limiting the results.
• Try refreshing the page.
• Check the internet connection.

Failed to Change Status

• Ensure the status is still pending (not processed by someone else).
• Ensure you have approval access rights.
• Try refreshing the page.
• Logout and login again.

Action Buttons are Inactive (Disabled)

• Ensure you have selected at least one piece of data.
• For bulk actions, ensure all selected data have the same status.
• Check if the data has been processed by another user.

Delete Does Not Work

• Ensure you have access rights to delete.
• Check if the data is being used in another menu.
• Contact the administrator if the problem persists.

Export Fails

• Ensure there is no popup blocker.
• Limit the amount of data being exported if it's too much.
• Try the CSV format if Excel has issues.
• Clear the browser cache.

Integration with Related Menus

Employee Database

Approved family data will be stored in the Employee Database menu under the employee's Family tab.

BPJS Management

Validated BPJS numbers can be used for managing the company's BPJS membership.

Benefits & Claims

Approved family data is the basis for providing employee benefits and insurance claims.

Approval - Documents

Supporting documents such as family cards, birth certificates, marriage books can be uploaded and managed in the Approval - Documents menu.

Next Steps

• Education - Approval
• Documents - Approval
• General Information - Approval
• Employee Database - Family
• BPJS Management