Configuring Approval Workflows

1. First, this step is a preliminary step and only needs to be done once. You need to maintain the employeeTime object. Select Configure Object Definitions→Employee Time.

   

   • Employee Time is the default label, but you can enter another if it suits your requirements better.

   • Configure the ToDo Category in the object header by selecting Time Off Requests.

   • Change the labels for employee times to meaningful texts. The text is used in, for example, notification e-mails. Ensure that you change

   Caution

   g the Pending Data option to Yes is not supported and will cause inconsistencies in your data. Inflight changes are, therefore, not supported.

2. Now, you're ready to create the rule you need, ensuring that the workflow settings for the individual time types are used. To do this step, go to the Configure Business Rules→Metadata Framework→Rules for MDF Based Objects.

   • If you are not using the cancellation workflow or the admin workflow, you can set up the rule as you want to meet your requirements.

   • If you want to use the cancellation workflow or the admin workflow, create the rule exactly as shown in the following figure.

     

3. With this step done, you can assign the rule to the employee time object. To do this step, go to Configure Object Definitions.

4. Choose the EmployeeTime object definition, and then select Take Action→Make Correction.

5. Go to the Rules section, enter your newly created rule under Save Rules, and then save it.

   

6. Now, you can create individual workflows per time type. For example, for time type Vacation, use Employee Manager as the approver role (in Manage Organization, Pay, and Job Structures).

   

7. Finally, you need to add the workflow configuration to the time type. To do this step, select Manage Time Off Structures.

8. In the resulting screen, call up the time type for which you want to enable the workflow. Choose Take Actions→Make Correction.

9. Enter the workflow configuration relevant to the user and the administrator.

   • Use Workflow Configuration for the user-triggered workflow.

   • Use Admin Workflow Configuration for the administrator triggered workflow.

When an employee requests the absence type Paid Time Off, an approver workflow must be sent to the manager for approval. If an administrator enters the absence, an e-mail notification workflow that doesn't require approval must be sent to the manager.

1. Create a rule to determine which workflow is triggered (user or administrator) by using the following information:

   • Rule Scenario: Rules for MDF Based Objects (under Metadata Framework section)
   • Rule Name: Leave Workflow Trigger
   • Rule ID: Leave_Workflow_Trigger
   • Base Object: Employee Time
   • Purpose: Workflow

   1. Select Configure Business Rules→Create New Rule. Enter the rule information given in the following figure.

      

2. Create the rule details as given in the following code block:

   Code Snippet

   Copy codeSwitch to dark mode

   1234
   
   If:  is equal to 
     Then: Set  to be equal to 
     Else: Set  to be equal to 

   The rule checks if the requester is the user and triggers the workflow stored in the Workflow Configuration field of the time type, else, if the requester is an administrator, it triggers the workflow stored in the Admin Workflow Configuration field.

   1. Enter the details of the rule by using the information given in the following figure:

      

3. Assign the rule to the Employee Time object as a Save rule.

   1. Navigate to Configure Object Definitions→Object Definition: Employee Time.

   2. Choose Take Action→Make Correction.

   3. Locate the Save Rules section.

   4. Remove any existing Save Rules.

   5. Enter the rule under saveRules, so that the workflow can be triggered when the entry is saved.

      

4. Create a user-triggered workflow Paid Time Off Approver (APPROVPTO) that requires a manager approval.

   1. Navigate to Manage Organization, Pay and Job structures→Create New→Workflow Configuration.

   2. Enter APPROVPTO as the Workflow ID and Paid Time Off Approval as the Name.

   3. Make selections as shown under Step 1 in the following figure – denote the Approver Type as a Role and the Approver Role as the Manager.

      

5. Create an administrator-triggered workflow that sends an e-mail notification to the employee’s manager when the request is made.

   1. Select Manage Organization, Pay and Job structures→Create New→Workflow Configuration.

   2. Enter in PTOADMIN as the Workflow ID and Paid Time Off Notification as the Name.

   3. Make selections as shown under CC Role in the following figure – denote the CC Role Type as Role and the CC Role as the Manager.

      

6. Assign the workflows to the time type PTO Leave (PTO).

   1. Select Manage Time Off Structures→Time Type→PTO Leave (PTO).

   2. Select Take Action→Make Correction.

   3. Enter the user-triggered workflow APPROVPTO in the field Workflow Configuration.

   4. Enter the administrator-triggered workflow PTOADMIN in field Admin Workflow Configuration.

      The following figure shows the entries to the time type.