Docs

Holiday request

To automate the process whereby employees request holiday and a manager can approve or decline the holiday you can set Boost up in the following way

Workflow:

The employee requests holiday via a form that is accessable via a public link.
The request is sent to the manager of the employee (by mail, or in our example to a teams group).
The manager can click on the link in the message to open the request and can approve or deny directly.
The employee receives an "approve" or "declined" mail.
HR receives a copy of the approved request.

Steps in Boost

  1. Create a Form for the employee to fill in. This form must be accessable via a public UrL (see step 10)
  2. Create an email template for the request
  3. Create an email template for "approved"
  4. Create an email tempate for "declined"
  5. Create a transformation to update status to approved
  6. Create a transformation to update status to declined
  7. Create a filter for "requested" to send mail/message to manager
  8. Create a filter for "approved" to send mail to employee
  9. Create a filter for "declined" to send mail to emplyee 10.Copy link to share with your employees

1. Create a holiday request form

Form settings: Rights of Planning group (group where the teamleads are added):
Add, Edit, Delete, Report, Transform, Workflow, Assignable, Template, Edit form, Edit emails
Editable, Realtime filters, Use one page per module, Show send emails, Show children in Edit (right_hand_side)

Form contains

Module: General

  • Employee - Reference field - references name from Employee Form
  • From - Date input
  • To - Date input
  • Number of hours - Number input

Module Admin (only visible for HR)

  • Created on
  • Status - Dropdown with 3 statusses: Requested, Approved, declined
  • Decline reason

Module Assign (not visible)

  • Assignee
  • Completed Date
  • UUID
  • Message

2. Email template for "New holiday request"

  • Name: New holiday request
  • Subject: New holiday request for {{Name}} *(pick the relevant fields in the default message section and copy the field codes to the subject)
  • Default message:
  • There is a new holiday request for {{Name}} (pick employee name field from merge fields (blue puzzle icon))
  • Period: {{From date}} - {{To date}} (pick the relevant merge fields)
  • Number of hours: {{Hours}} (pick the relevant merge field)

3. Email template for "Approved"

  • Name: Holiday approved
  • Subject: Your holiday request ({{From}}-{{To}}) was approved (pick the relevant fields in the default message section and copy the field codes to the subject)
  • BCC: Set the mailadress of the HR department in BCC
  • Default message:
    Your holiday request for period {{From date}} - {{To date}} was approved!

4. Email template for "Declined"

  • Name: Holiday approved
  • Subject: Your holiday request ({{From}}-{{To}}) was declined (pick the relevant fields in the default message section and copy the field codes to the subject)
  • BCC: Set the mailadress of the HR department in BCC if they need to al be informed of a declined request
  • Default message:
    Your holiday request for period {{From date}} - {{To date}} was declined because:
    {{Decline reason}}

5. Create a transformation to update status to approved

  • Name: Holiday approve
  • Short name: Approve
  • Source document: Holiday request
  • Destination document: Holiday request
  • Settings for transformation: Create new or update when source == destination
  • Visible for user: Check
  • Annonymous access: Check
  • Next
  • In Module Assignee add calculation to field Complete date = Now (if then now)
  • In module Admin add calculation to field Admin.Status = concat("Approve")

6. Create a transformation to update status to declined

  • Name: Holiday declined
  • Short name: declined
  • Source document: Holiday request
  • Destination document: Holiday request
  • Settings for transformation: Create new or update when source == destination
  • Visible for user: Check
  • Annonymous access: Check
  • Variables: Add variable Reason
  • Next
  • In Module Assignee add calculation to field Complete date = Now (if then now)
  • In module Admin add calculation to field Admin.Status = concat("declined")
  • In module Admin add calculation to field Decline reason = concat(Reason)

7. Create a filter for "requested" to send mail/message to manager

  • Name: Requested
  • Visible in home: Check
  • To: Enter an email adress - use the address of the Microsoft plannings team or the address of your HR department
  • Assign: Check
  • E-mail template: New holiday request

8. Create a filter for "approved" to send mail to employee

  • Name: Approved
  • Visible in home: Check
  • To: Choose a part containing an email adress - choose email address field from Employee FormAssign: Check
  • E-mail template: Holiday approved

9. Create a filter for "declined" to send mail to employee

  • Name: declined
  • Visible in home: Check
  • To: Choose a part containing an email adress - choose email address field from Employee FormAssign: Check
  • E-mail template: Holiday declined
  • Go to your form and click Edit
  • Click on the Copy public url icon at the top of your form copy link