You can allow users to automatically create worklist access and vacation rules for the period they're absent, at the time of booking their absence. This will:
- Reduce approval contention when a notification is stuck with a manager during periods of scheduled leave or absence
- Reduce calls into HR from employees and managers enquiring as to the status of their stuck transaction
- Free HR and IT from investigating stuck workflow transactions, allowing them to focus on more value-added tasks
- Improve manager productivity and simplify leave booking processes by allowing them to use a single logical flow to create two disparate transactions
To use this feature, you will need to be using the latest time and absence setup as documented in the September 2017 updates. This feature is not available in the older Leave of absence (/public/xxas/emp/view/leaveofabsence.xml) form.
The feature allows select users to choose the option to redirect their notifications, as illustrated here:
When selected, they can choose who they want to redirect them to, and the rule used for redirection. The rule is either:
- Grant delegated access to your worklist. A Worklist Access rule is set up for the duration of the absence.
- Reassign all notifications. A Vacation Rule is set up for the duration of the absence.
Note the following capabilities:
- If the absence requires approval, the redirection will not be set up until the final approver approves.
- If the absence is in the past, no rule will be set up. The user will receive an information message if attempting to do this.
- When absences have times, these times will also be set up on the redirection rule.
- If an absence is open-ended, the rule will be set up indefinitely.
- If the absence is updated and the dates of the absence change, the dates on the redirection rule will also be changed.
- If the absence is updated to remove the redirection rule, the rule will be deleted following approval.
- When an absence is deleted, the redirection rule will also be deleted.
- The redirection rule only takes effect when entered directly from the Applaud absence form. The redirection rule will not be created when entered via an Oracle page or form.
To enable this feature, create a grant against the Applaud Vacation Rules Setup Pset permission set (XXAS_ABS_VAC_RULE_SETUP):
- Log in as a user who has the Functional Administrator role and navigate to Functional Administrator: Security: Grants
- Define a new Grant:
- Typically you would set the Grantee Type to Group of Users and the Grantee to the name of your Applaud manager role. While you could grant this to employees, it's typically mostly managers who routinely set up vacation rules or worklist access.
- Set the Object to Applaud HR Person.
- Set the Data Context Type to Instance Set and the Instance Set to Applaud HR Person Restricted to Logged On Employee. This allows the manager to set this for themselves only. You could create additional grants to, eg, allow managers to set this on behalf of other users.
- Set the Set to Applaud Vacation Rules Setup Pset.
- Save the Grant.
- Clear the cache through Functional Administrator: Core Services: Caching Framework: Global Cache Configuration: Clear All Cache: Confirm.
Once you've done this, your managers should now see the redirection option when requesting absence.