Time off automations

Time Off runs two scheduled jobs and ships no email template of its own: what it tells people goes through the chatter of the requests and allocations. The rest of what it does by itself happens when a request or an allocation changes.

The jobs are active once the app is installed, and off on a test copy of the database. An administrator stops or starts them in the scheduled actions of the technical menu (Developer mode and the technical menus).

Scheduled jobs

Accrual Time Off: Updates the number of time off

• When: once a day.
• What it does: takes every approved accrual allocation whose plan is set, whose end has not passed and whose next accrual date has come, and adds what its current milestone gives. It also applies the caps, carries over or drops the unused days on the carry-over date, lets carried-over days expire, and moves the employee to the next milestone: Set up accrual plans.
• How to stop it: stop the job. Accrual balances then stop growing; regular allocations are not touched.

Time Off: Cancel invalid leaves

• When: once a day.
• What it does: looks at the requests to approve or approved that start within the next 31 days, for a type the employee holds through an accrual allocation. When the balance on the start date does not cover the request, beyond the negative cap of the type, it cancels the request with the reason "the accruated amount is insufficient for that duration." in its chatter, and the approvers receive the cancellation.
• How to stop it: stop the job. Such requests then stay, and the balance goes below zero.

When a request or an allocation changes

Approval activities

• When: a request or an allocation is submitted, or gets its first approval.
• What it does: schedules Time Off Approval, Time Off Second Approve, Allocation Approval or Allocation Second Approval for the person who must decide, as Approve time off requests explains. The deadline of a time off approval is 15 days before the time off starts, never before today. The activity is marked done at the approval and removed at a refusal or a cancellation: Activities.
• How to stop it: a type whose Approval is None needed creates none; it is approved at once, with a note in its chatter.

Messages to the employee

• When: a request is approved, refused or cancelled, or a public holiday that covers it is added, changed or removed.
• What it does: posts the news in the chatter of the request. An approval, a refusal or a public holiday change names the employee as recipient, and a refusal after approval also reaches the approver; a cancellation is only an internal note, sent to the approvers of an approved request, so an employee whose request the daily check cancels is not alerted. A public holiday change tells the employee how many days were given back or taken, or that the request was refused: Public holidays and mandatory days.
• How to stop it: the messages cannot be turned off; each person chooses in his preferences whether they arrive by email or in the app: Set your preferences.