Leave Request Workflow

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Leave Request Workflows Explained

A Leave Request workflow will enable a powerful feature in Subscribe-HR.
When an Employee submits a Leave Request the relevant person (presumably a manager of the Employee) is notified via a workflow email and the request will appear in the person(s) My Team's Tasks & Reminders panel on the Dashboard. Managers can then approve the Leave Request, and the Employee can see this approval and cancel this request at anytime before the event occurs.

Creating a Leave Request Workflow

  1. After logging into the Subscribe-HR HCM Platform, select "DEVELOPMENT" from the left hand navigation.
  2. Select the Objects Folder.
  3. Search for and Select Employee Absence Details.
  4. Select the Workflow Tasks SubFolder.
  5. Select the [Add new record] button.
  6. Change Active to No for now. This will ensure that the workflow is not executed while we are setting up the workflow.
  7. Enter Leave Authorisation into the Name field.
  8. Select the Workflow Type as Create New Records.
  9. Select the Workflow Mode as Standard.
  10. Select Yes in the Create Task drop down.
  11. Select the Task Type as Request.
  12. Select Enable External Approvals to allow the request to be Authorised by email. In the associated Correpondence select the merge field Enable Workflow Links, this inserts the merge field {%__Approval.Links%} in the email that is sent.
  13. Please note for external email authorisations only, in the Full Change History, the user name that is shown to be updating the request will be System and not the Managers name.
  14. Select Leave Authorisation Form (System) from the Approval Form drop down.
  15. Enter a Description about the workflow.
  16. Select the [Save] Button.
  17. After Save, select the Condition SubTAB.
  18. Select Absence Status (Absence) from the Add condition drop down.
  19. Select Equals To.
  20. Select Request.
  21. Select the [Save] button.
  22. Select the Reminder Sub option.
  23. Select the Due Date Field as Start Date (Absence).
  24. Select Send To Employee Manager as Yes, if you wish for the Employees Manager to receive the Leave Request reminder.
  25. Select Send To Location Manager as Yes, if you wish for the Location Manager to receive the Leave Request reminder.
  26. Select Send To Managers Manager as Yes, if you wish for the Employee's Manager's Manager to receive the Leave Request reminder.
  27. From the Send To Users box select any users who you may also want to receive this reminder.
  28. From the Main Template drop down, select the template that you wish for the Manager to receive.
  29. Select Send To Employee as Yes, if you wish for the Employee to receive the Leave Request reminder.
  30. From the Employee Template drop down, select the template that you wish for the Employee to receive.
  31. Select the [Save] button.
  32. Select the General SubTAB.
  33. Change Active to Yes and select the [Save] button.

Mandatory fields are marked with Red Asterisk, the record will not be saved unless mandatory fields are filled in first.

Managers Dashboard

  • Select the icon next to the Reminder record to respond to the Leave Request.
  • Select Authorise or Reject and then select [OK] button (select the [Close] button for no action).
  • Select the Employee Absence Request text adjacent to the Employee to read the reminder email.

Employee Self Service Dashboard

  • Select the icon next to the Reminder record to Cancel the Leave Request.
  • Select Cancel and then select [OK] button (select the [Close] button for no action).
  • Select the Employee Absence Request text adjacent to the Employee to read the reminder email.



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