Dashboard, announcements, contacts, calendar.
UtopiaSystem Workspace
¶ Personal Space Features
Personal Space is the main workspace inside UtopiaSystem for employee self-service, personal submissions, request tracking, collaboration, approval work, and access management.
It is more than a normal employee page. Personal Space also contains permission-based Work features for managers, supervisors, directors, admins, and developers. These features appear only when the user has the required access.
¶ Feature Groups
Personal Space can be divided into employee features, collaboration tools, restricted access tools, and feature-based Work functions.
Employee self-service submission features.
User submission tracking and request status.
Leave balance, petty cash, benefits.
Taskboard and meeting notes.
Approval, report, review, application, and warehouse features.
Access Manager, User Access, User Access Audit.
User profile, support, help center, settings.
¶ General Features
The general area gives users a landing point for company information, personal reminders, and shared work context.
¶ Dashboard
The dashboard is the main landing page after entering Personal Space.
- Pending claims
View and manage your pending claims.
- Announcements
Stay updated with the latest company announcements.
- My tasks
Track your assigned tasks and follow up on what's due.
- Attendance information
Check your attendance record and schedules.
- Profile summary
Quick overview of your profile and employment details.
- Quick actions
Access frequently used actions and requests with ease.
¶ Shared Context
Announcements
Company updates, notices, announcement list, and announcement details.
Contacts
Employee directory and organization search.
Calendar
Shared or public calendar view for company dates, schedules, and events.
¶ Applications
The Applications page is the self-service menu for employees. It groups submission features into clear application cards.
¶ Claim Submission
Submit general claims and benefit claims from one claim workflow.
¶ SGS Commission
Submit SGS commission applications with proof and supporting documents.
¶ Leave Application
Apply for leave and track the approval progress from Leave History.
¶ Overtime Application
Submit overtime hours for supervisor or manager approval.
¶ Incident Report
Report workplace incidents, safety issues, or equipment damage.
¶ Improvement Suggestion
Submit ideas to improve processes, systems, or operations.
¶ Submission Areas
Each application area can include submission, tracking, history, and detail views depending on the workflow.
¶ Claims
General claim submission, benefit claim submission, claim type chooser, tracking, and detail views.
¶ SGS Commission
SGS commission submission, tracking, and detail view.
¶ Leave
Leave application, leave history, leave detail view, and leave balance.
¶ Overtime
Overtime application, tracking, and detail view.
¶ Incident Reports
Incident report submission, tracker, and detail view.
¶ Improvement Suggestions
Improvement suggestion submission, tracker, and suggestion detail view.
¶ Supplier Payment
Supplier payment application, tracker, and detail view. This feature may be controlled by feature flags and permissions.
¶ Backcharge
Backcharge application, history, and detail view. This feature may be controlled by feature flags and permissions.
¶ Entitlements
Entitlement tools help users check balances, allowances, and benefit-related information.
Leave Balance
View leave balance and leave entitlement.
Petty Cash
Track petty cash-related information.
Benefit Entitlement
View benefit entitlement and past benefit claims.
¶ Collaboration
Collaboration tools support shared tasks, team follow-ups, and meeting documentation.
Taskboard
Personal or team task management, including Taskboard and Taskboard V2.
Meeting Notes / One-to-One
Meeting notes, one-to-one dashboard, form, and detail view.
¶ Profile, Settings & Access Tools
Profile and access tools are available based on role, feature flags, and administrator permissions.
¶ Profile and Settings
My Profile, support page, Utopia Help Center, Settings Management, and System Settings.
¶ Access Manager
A developer-gated ABAC tool used to inspect or manage access policies and permission behavior.
¶ User Access Audit
A read-only audit trail for access changes, including who changed what, which user was affected, and when the change happened.
User Access allows authorized admins to grant or revoke app tile access, workspace access, Work feature access, business-unit scopes, department scopes, submitter-role filters, and responsible-level filters. Access is deny-by-default, and changes apply after the target user refreshes, refocuses, or logs in again.
¶ Work Features
The Work section is the current replacement for older separate Manager, Supervisor, Admin, and Director spaces.
¶ Work Approvals
| Feature | Scope |
|---|---|
| General Claims | Business-unit scoped, optional submitter-role filter |
| SGS Commission | Business-unit scoped |
| Supplier Payment | Business-unit scoped, optional submitter-role filter |
| Backcharge | Business-unit scoped |
| Leave | Permission based |
| Overtime | Permission based |
¶ Work Reports
View and track employee leave records.
Summary of overtime hours and approvals.
Track user activities and system actions.
View petty cash requests and transactions.
Track and monitor SPR submissions.
Monitor backcharge requests and status.
¶ Work Applications
- Supplier Payment Request
- Intercompany Backcharge
¶ Work Review
Incident Reports and Improvement Suggestions can be reviewed using business unit, department, submitter role, and responsible level scopes.
¶ Work Warehouse
View inventory records.
Add new inventory stock.
Manage warehouse locations.
Add a new warehouse location.
View location details.
Edit location information.
Remove locations.
View warehouse activities.
Track item history.
¶ Access & Permissions
Personal Space does not show the same tools to every user. What a person can see depends on the access given to their account.
¶ What Users See
Users only see the sidebar items, app cards, reports, and Work features that they are allowed to use.
¶ Who Controls Access
Admins or authorized managers can grant access to specific apps, features, departments, business units, or work scopes.
¶ Why Scopes Matter
Scopes limit which records a user can view, submit, approve, or review, such as only one department or business unit.
¶ When Changes Apply
Access changes usually apply after the user refreshes the page, refocuses the app, or signs in again.
App accessFeature accessBusiness-unit scopeDepartment scopeSubmitter-role scopeResponsible-level scope