Leave Time Request

The employee must be assigned an active leave module license in the system.

The manager or the leave administrator must have the ability to initiate a leave case on behalf of the employee.

Configure or confirm application setup items:

• Leave type: The leave type must be paid leave; tracking leave does not apply. See the Leave types topic.

• Leave rule: The leave rule must be configured with at least one cascade level and must be assigned to the leave case under the eligibility and rules section. See the Leave rules topic.

• Function Access Profile (FAP): Edit each reviewer's FAP assignment to allow Leave of Absence Time under Manager — Department Manager > Leave Cases for Managers. See the Function Access Profiles topic.

• Comment: Configure a comment that the workflow adds to the timecard and schedule along with the employee's adjustment information. The paycodes category must be selected during configuration. This comment must be used exclusively by the Leave Time Request extension. See the Comments topic.

• Symbolic Purpose: Create an active symbolic purpose selecting the reviewer override type. See the Configure Reviewer Lists using Symbolic Reviewers topic.

• Reviewer List: Configure a reviewer list dedicated to the Leave Time Request extension. Select only one reviewer in the first step — leave administrator, attendance administrator, manager, or named user. See the Reviewer Lists topic.

  For each employee who benefits from the Leave Time Request extension, select Reviewer Override and then assign the symbolic purpose and reviewer list in the People Record.

  Note: Only the first reviewer specified in Step 1 receives the control center task notification to approve or refuse the request. Other reviewers configured in the Reviewer List are disregarded. When configured, the workflow also disregards the Also Notify option.

• Combined Paycode: Configure an hours-based combined paycode that identifies scheduled totals for a shift. See the Combined Paycodes topic.

  Caution: To accurately calculate total scheduled hours with a combined paycode, include the paycodes from the paycode distribution (PCD). Include only unique paycodes. If multiple paycodes are assigned to the same time span in the PCD, include only one paycode from the span.

• Control Center Mapping: If not already configured in the system, create a notification mapping for the business process domain. Select the task assignment event type, and generic notification template in the notification option. See the Control Center Notification Mapping topic.

• Workflow Notification: Configure four generic workflow notifications that convey leave time and cancellation request status to the employee and reviewer. Design the notifications by combining free text with available custom tags. See the Generic notifications topic.

  Custom tags

  Custom Tag options

  Tag	Description	Tags available for New request / Cancel approved request
  < Status>	Leave request status value. Approved Refused Retracted Failed	Both
  < StatusMessage>	Custom message that contains request details.	New request
  < EmployeeNameID>	Requester's employee name display (format: Name (EmployeeID)).	Both
  < ReviewerNameID>	Reviewer's display name (format: Name(ReviewerID)).	Both
  < RequestCreatedOn>	Request submit date.	New request
  < RequestStartDate>	Request start date.	Both
  < RequestEndDate>	Request end date.	Both
  < CaseCode>	Leave case requested (format: Reason (Case Code)).	Both
  < DurationType>	Request duration type.	New request
  < SelectedDays>	Selected days for the request.	New request
  < StatusChangeDate>	Date on which the reviewer changes the request status.	New request
  < EmployeeComment>	Employee provided comment. If no comment is provided, a blank displays.	New request
  < ReviewerComment>	Reviewer provided comment. If no comment is provided, a blank displays.	Both
  < AffectedDates>	Leave cancellation affected dates.	Cancel approved request

1. Log in to the appropriate tenant.

2. Go to Main Menu > Administration > Setup Data Manager.

3. Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.

4. Click Tap Review and Publish. The Publish Summary panel appears.

5. Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.

6. Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.

7. To view details, click tap the appropriate row and click tap View Selected.

8. On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.

1. Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.

2. Select the LeaveTimeRequest_v2 process and click tap Edit. The process model enters edit mode.

3. Select the Decision Tables tab.

4. Click Tap Everyone's, and then select the decision table to edit.

5. Click Tap Decision Table Editor to add or update the rows in the table.

6. Click Tap Save and close.

7. Repeat steps for the following Decision Tables:

   Caution:

   • Values entered in the decision tables are case-sensitive, and must match configured values in the application.

   • Do not remove variables, variable names, or variable types from any decision table.

   • LeaveTimeRequest_v2_InternalParameters — Configuration variables for the workflow system. Default values are configured to optimize the performance of the workflow. This table is for internal use only; do not makes changes to the content.

     Leave Time Request — Internal Parameters decision table structure

     Leave Time Request Internal Parameters decision table structure

     Parameter name	Description
     Admin	Internal user; do not change. Default = SERVICES-LEVEL3
     EmployeeNumberVariable	The workflow system variable for the person number. Default = Employee
     EmployeeRequestFormBackEndDateFormat	Stores the system's default date format for the workflow. Default = MM/dd/yyyy
     LeaveEditBatching	Controls the batching of API calls to improve the workflow's performance and prevent timeouts. Default = 30
     CommentTruncateLength	Truncates comment notes to avoid API errors caused by long messages in the notes. Default = 200 The maximum length allowed for the notes is 250 characters, 50 characters are reserved for process notes (utilized under locale keys Message_EmployeeComment and Message_ReviewerComment): This field is limited to 200 characters.
     DelayInSecondForBatchIteration	Contains the wait time in seconds for multiple historical correction API calls. Default = 30
     ThresholdDate	The earliest date that leave requests are displayed for cancellation. Default = 1900-01-01 Note: Must adhere to the format defined in ThresholdDateFormat.
     ThresholdDateFormat	The ThresholdDate format. Supported values include: yyyy-MM-dd (default) dd-MM-yyyy dd/MM/yyyy yyyy/MM/dd MM-dd-yyyy MM/dd/yyyy

   • LeaveTimeRequest_v2_Parameters— Stores the configuration setup for the application in the Leave Time Request workflow.

     Leave Time Request — Parameters decision table structure

     Leave Time Request — Parameters decision table structure

     Parameter name	Description
     LookForwardYearsForOpenCases	Specifies how many years into the future the extension looks for Open Cases. Supported values: 1-10. Default = 5
     LookBackYearsForOpenCases	Specifies how many years into the past the extension looks for Open Cases. Supported values: 1-10. Default = 5
     ProcessSignedOffPeriod	Determines whether changes are made in the employee's timecard during the signed-off period. Yes— process changes in signed-off periods. No(default) — do not process changes in signed-off periods. Display a validation error message to the employee.
     ReviewerNotificationName	Workflow notification sent to the reviewer. Default = Reviewer-Leave Time Request Notification
     EmployeeNotificationName	Workflow notification sent to the employee. Default = Employee-Leave Time Request Notification
     SymbolicPurpose	Specifies the name of the symbolic purpose that identifies the reviewer list. Default = Leave Time Request
     Comment	Specifies the name of the comment used for notes in the paycode comment. Default = Adjusted for Leave Time Request
     ScheduledTotalsPayCode	Specifies the name of the hour-based combined paycode which is used to identify all hours that contribute to scheduled hours. Default = Leave Time Request Scheduled Total Note: All paycodes that are considered worked hours, such as Regular and Overtime, must be added to this combined paycode.
     LookForwardDaysForLeaveRequestCancelation	Specifies how many days into the future the extension looks for leave requests. Default = 365
     LookBackwardDaysForLeaveRequestCancelation	Specifies how many days into the past the extension looks for leave requests. Default = 120
     ReviewerCancelNotificationName	Leave time request cancellation workflow notification sent to the reviewer. Default = Reviewer-Leave Time Request Cancellation Notification
     EmployeeCancelNotificationName	Leave time request cancellation workflow notification sent to the employee. Default = Employee -Leave Time Request Cancellation Notification
     DatesInNewLine	Determines how dates are presented in the form. True(default) — Display each date on a new line. False— Display a comma-separated list of dates.
     DateBullets	ASCII code that represents the bullet style when DatesInNewLine= True. Default = \u0023

   • LeaveTimeRequest_v2_Locale— Allows customization of the text in the workflow form, errors, and notifications using different locales.

     Leave Time Request — Locale decision table structure

     Leave Time Request — Locale decision table structure

     Variable name	Description
     Key	Internal field label; do not change.
     Locale Policy	Locale policy for which the text applies. When the text applies to all locales, retain the empty value.
     Message	Text displayed in the workflow form or notification.
     Description	(Optional) Customized description.

     Note:

     • Localization of business process workflows remains optional, but is supported.

     • The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).

     • Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.

     • Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.

     Sample Locale decision table content

     Sample Locale decision table content

     Key	Locale Policy	Message	Description
     Error_AttendanceAdminNotFound	!= empty	Attendance administrator is not assigned to employee.	Display an error message when the attendance administrator is included in the reviewer list but not specified in the people record.
     Error_CancellationUserInputError	!= empty	Error: No Leave Edits found	Display an error message when no leave edits are present to cancel.
     Error_ControlCenterMapping	!= empty	Control center mapping not found. Contact system administrator for details.	Display error message when control center mapping is not found.
     Error_DurationWithTime	!= empty	Error: Start and End Time can only be used with a duration in Hours.	Show an error message if the user enters input for the start time and/or end time when the duration type is anything other than 'Hours'.
     Error_HalfDayWithMultipleShift	!= empty	Error: Multiple shifts are found on the selected day. Please resubmit your request with the duration in Hours.	Half day cannot be accepted for multiple shift days.
     Error_HourWithEmptyTime	!= empty	Error: Missing Start and/or End Time.	Display the validation error message when duration is hours-type and start or end time is not provided.
     Error_InvalidTotalsPaycode	!= empty	The scheduled totals Paycode contains an invalid paycode type.	When the paycode type for the scheduled total is not 'hour', show the following error message.
     Error_InvalidWeekday	!= empty	Error: Selected day(s) are not found in the date range.	Selected weekday and dates are inconsistent.
     Error_LeaveAdminNotFound	!= empty	No Leave administrator assigned to employee.	Display an error message when the leave administrator is included in the reviewer list but not specified in the people record.
     Error_ManagerNotFound	!= empty	No Manager assigned to employee.	Display an error message when the manager is included in the reviewer list but not specified in the people record.
     Error_NoShiftsPresent	!= empty	Error: No shifts are present for the selected dates. Please submit your request with the duration in hours.	Display an error when no shift is present for employee in schedule while applying full day, first half day, second half day type leave time request.
     Error_OnlyTwoWeeksOfDates	!= empty	Error: Unable to show more than 14 days of data in one request. Please modify your date range.	Display error if selected duration during partial leave cancellation is more than 14 days.
     Error_OpenLeaveCaseNotpresent	!= empty	You do not have open Leave Cases.	Display error message when open leave case is not found for the employee.
     Error_PurposeReviewerListNotFound	!= empty	Reviewer list not found. Contact system administrator for details.	Display error message when reviewer list is not found in people record.
     Error_ReviewerListInvalid	!= empty	Reviewer list configuration is invalid. Contact system administrator for details.	Display error message when reviewer list is not configured properly
     Error_SignedOffData	!= empty	Error: Timecard is already signed off.	Display error message when timecard is signed-off and enable edit is not allowed.
     Error_UserInputDates	!= empty	Error: Date Range not allowed for this Leave Case.	Display the validation error message when the entered dates fall outside the range specified by the case code date.
     Label_AllSelectedDaysValue	!= empty	All	Person selected all weekdays label.
     Label_AppliedDates	!= empty	Applied Dates	Applied dates label.
     Label_ApplyForSelectedDays	!= empty	Apply for Selected Days	Apply for Selected Days label.
     Label_CancellationApprove	!= empty	Cancellation Approve	Cancellation Approve label that displays in manager approval task during Leave time request cancellation .
     Label_CancellationRefuse	!= empty	Cancellation Refuse	Cancellation Refuse label that displays in manager approval task during Leave time request cancellation.
     Label_CancellationReviewer	!= empty	Cancellation Reviewer	Reviewer label in Leave time request cancellation.
     Label_CaseCode	!= empty	Case Code	Case Code label.
     Label_CheckBox_Friday	!= empty	Friday	Apply for Selected Days checkbox option — Friday label.
     Label_CheckBox_Monday	!= empty	Monday	Apply for Selected Days checkbox option — Monday label.
     Label_CheckBox_Saturday	!= empty	Saturday	Apply for Selected Days checkbox option — Saturday label.
     Label_CheckBox_Sunday	!= empty	Sunday	Apply for Selected Days checkbox option — Sunday label.
     Label_CheckBox_Thursday	!= empty	Thursday	Apply for Selected Days checkbox option — Thursday label.
     Label_CheckBox_Tuesday	!= empty	Tuesday	Apply for Selected Days checkbox option — Tuesday label.
     Label_CheckBox_Wednesday	!= empty	Wednesday	Apply for Selected Days checkbox option — Wednesday label.
     Label_CommentNoteText	!= empty	Leave Request Id:	Leave Request Id label.
     Label_DatesSelection	!= empty	Choose the dates	Choose the dates label.
     Label_Duration	!= empty	Duration	Duration label.
     Label_DurationValue_FirstHalfScheduledDay	!= empty	First Half Scheduled Day	First Half Scheduled Day in duration dropdown option label.
     Label_DateSeparator	!= empty	To	Date separator used when during cancellation request selection.
     Label_DurationValue_FullScheduledDay	!= empty	Full Scheduled Day	Full Scheduled Day in duration dropdown option label.
     Label_DurationValue_Hours	!= empty	Hours	Hours label in duration dropdown.
     Label_DurationValue_SecondHalfScheduledDay	!= empty	Second Half Scheduled Day	Second Half Scheduled Day label in duration dropdown.
     Label_EmployeeComment	!= empty	Comment	Reason provided by employee label.
     Label_EmployeeName	!= empty	Employee	Employee name label.
     Label_EndDate	!= empty	End Date	End Date label.
     Label_EndTime	!= empty	End Time	End Time label.
     Label_ErrorFormHeader	!= empty	Error	Error form header label.
     Label_ErrorFormTerminateButton	!= empty	Close	Close label.
     Label_FirstFormCancelAction	!= empty	Cancel Approved Request	Cancel Approved Request label in the first form.
     Label_FirstFormNewRequestAction	!= empty	New Request	Create New Request label in the first form.
     Label_FirstFormRequest	!= empty	Please Select	Label used in first form when prompting user to select option.
     Label_FullCancellation	!= empty	Full Cancellation	Full Cancellation label in Leave Time Request Cancellation.
     Label_PartialCancellation	!= empty	Partial Cancellation	Partial Cancellation label in Leave Time Request Cancellation.
     Label_PreviousForm	!= empty	Go back to the previous form	Go back to previous form label.
     Label_RequestCancel	!= empty	Please select a request to cancel	Label used when prompting user to return to previous form.
     Label_RequestFormNextButton	!= empty	Next	Next button label in Request form.
     Label_RetractFormHeader	!= empty	Summary	Label displayed for Retract form header.
     Label_RetractFormSubmitButton	!= empty	Cancel Request	Submit button label in Retract form.
     Label_ReviewerCancellationFormHeader	!= empty	Cancel Approved Leave Request Summary	Header for Reviewer cancellation form.
     Label_ReviewerComment	!= empty	Comment	Reason label.
     Label_ReviewerFormAction	!= empty	Action	Action label in Reviewer form.
     Label_ReviewerFormApproveAction	!= empty	Approve	Approve label in Reviewer form.
     Label_ReviewerFormHeader	!= empty	Summary	Summary label in Reviewer form.
     Label_ReviewerFormRefuseAction	!= empty	Refuse	Refuse Action label in Reviewer form.
     Label_ReviewerFormSubmitButton	!= empty	Submit	Submit button label in Reviewer form.
     Label_ReviewerName	!= empty	Reviewer	Reviewer Name label.
     Label_SelectedDays	!= empty	Selected Days	Selected Days label.
     Label_StartDate	!= empty	Start Date	Start Date label.
     Label_StartTime	!= empty	Start Time	Start Time label.
     Label_SummaryFormHeader	!= empty	Summary	Summary form header.
     Label_SummaryFormSubmitButton	!= empty	Submit	Submit button label in summary form.
     Label_Tag_ApprovedStatus	!= empty	Approved	Request approval status label.
     Label_Tag_ApprovedStatusMessage	!= empty	Leave time request approved.	Display message when request is approved.
     Label_Tag_FailedStatus	!= empty	Failed.	Failed request display status.
     Label_Tag_FailedStatusMessage	!= empty	Request failed. Contact the system administrator for details.	Message that displays when request fails.
     Label_Tag_RefusedStatus	!= empty	Refused.	Message that displays when request is refused.
     Label_Tag_RefusedStatusMessage	!= empty	Leave time request refused.	Refused status request message.
     Label_Tag_RetractedStatus	!= empty	Cancelled	Cancelled Retracted status label.
     Label_Tag_RetractedStatusMessage	!= empty	Leave time request retracted.	Message that displays when the request is retracted.
     Label_UserInputNo	!= empty	No	No label for user input.
     Label_UserInputYes	!= empty	Yes	Yes label for user input.
     Label_WrongInputRange	!= empty	Please provide valid date range.	Incorrect date range label.
     Message_CancellationReviewerApproved	!= empty	Cancellation Request is approved.	Message that displays when cancellation request is approved.
     Message_CancellationReviewerRefused	!= empty	Cancellation Request is refused.	Message that displays when cancellation request is refused.
     Message_CancellationReviewerRetracted	!= empty	Request is retracted.	Message that displays when cancellation request is retracted by the employee.
     Message_CancellationWarning	!= empty	All Case code: <-selected case code-> for <-warning date-> will be deleted. \n\n Are you sure you want to delete?	Message that displays when a leave case code is removed on selected dates.
     Message_EmployeeCommentNote	!= empty	Employee: <EmployeeComment>	Used in the comment note when provided by the employee.
     Message_ReviewerCommentNote	!= empty	Reviewer: <ReviewerComment>	Used in the comment note when provided by the reviewer. The maximum field length is 50 characters.
     Message_ShiftDeletionDisclaimer	!= empty	Disclaimer: Upon deletion of leave edit, shift will not be restored automatically.	Disclaimer that displays upon shift deletion.
     Message_CancellationDuration	!= empty	Not available	Message that displays when no duration is present in the comment during cancellation.
     Message_RequestTypeSelection	!= empty	Please select a request type before proceeding	Message that displays when no request type is selected.
     Message_SelectLeaveCase	!= empty	Please select a request type before proceeding	Message that displays when leave case is not selected for cancellation.
     Value_StaticScheduleRequestID	!= empty	8888888	Static value for Schedule Request ID.
     Value_StaticTimeCardRequestID	!= empty	9999999	Static value for Timecard Request ID.

Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.

Follow these steps to deploy the process model. For detailed information, see the online help topic Deploy Business Process Models .

1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

2. Select the LeaveTimeRequest_v2 model.

3. Click Tap Edit, and then configure the required parameters and deployment dates.

   • (Optional) In Description, enter Leave Time Request.
   • In Display Name, enter LeaveTimeRequest_v2.
   • In Start Effective, select the effective start date.
   • In End Effective, select Forever to make the Business Process available indefinitely.
   • In Status, select Active.
   • In Action List, select Hide.
   • In Tile List, select Show.
   • In GoTo List, select Hide.
     Caution: Do not make a selection from the Template Categories list.

4. Click Tap Save, and then select Return to deploy.

5. Add the process model to the required process profile.

6. Assign the process profile to employees by way of People Information.