Leave Request Email Tab

Use this tab to define the information that will appear in the email notifications sent to the approvers, requesters, and users who need to receive notifications when a leave request that was interfaced to Attendance was canceled, but could not be deleted due to changes made on the record through PowerSchool ERP.

Each workflow type can have a notification set up with its own subject and body. You can use variables to customize the body of an email, for example, to identify the records that require action and specify other information relevant to the notification. The text entered in the Subject field will display as either the subject line of the email or description of the activity.

The Reminder email, in addition to the Subject and Body fields, has a Remind Every field which allows you to enter, in hours/days, how often you want the approvers to be notified that they still have outstanding leave requests to approve.

In general, employee leave request workflow consists of two workflow types. One type is a notification that requires an action be performed. The other is a notification that the action has been taken. Since the approval process for leave request allows for different types of actions to be taken, workflow allows notifications to be setup for each type of action.

Menu Path: System Administration > Administration > Profiles > Workflow Configuration Profile > Service Maintenance > Employee Leave Request

Action Buttons

The following action buttons display on the tab:

Apply	Saves your settings.
Undo	Resets any changes you made prior to the last time you clicked Apply.

Variables

You can use the variables defined on the Employee Leave Request Workflow Configuration page in the subject and body for each workflow notification. When the email or activity is sent, the variable is replaced with the data pertaining to the workflow. You are not required to use variables, so you can choose to use as many or as few as you want.

Following are the variables available for Employee Leave Request Workflows:

_EmployeeFullName	The employee's full name.
_EmployeeNo	The employee number of the person who submitted the leave request e-Form.
_LeaveType	The type of leave requested.
_FromDate	The start date of the requested leave.
_ToDate	The end date of the requested leave.
_LeaveDescription	The notes entered on the leave request.
_BaseLocationCode	The base location code for the employee.
_BaseLocationTitle	The title of the base location for the employee.
_DepartmentCode	The department code for the employee.
_DepartmentTitle	The title of the department for the employee.
_ClassCode	The primary job class for the employee.
_ClassTitle	The title of the primary job class for the employee.
_Position	The position(s) associated with primary job class for the employee.
_EmployeeType	The employee type.
_HireDate	The hire date for the employee.
_StateStaffId	The state staff ID for the employee.
_LeaveHoursDays	The leave hours, days or units requested.
_ApprovalComments	the comments entered when an approver completes the approve, deny or needs correction action.
_URL	The link to the employee leave request e-Form.
_CrLf	Allows you to designate a new line for the body of your email if your browser doesn't allow you to enter one.

Employee Leave Request Workflow Types

Following are the different types of workflow notifications that can be configured in the Leave Request Email tab using the settings from the Leave Request Forms tab. For details on these settings, refer to Leave Request Forms Tab.

Needs Approval	This workflow is initiated when a leave request e-Form is submitted and routed for approval. Approvers or delegates receive this notification based on the approval group setup for workflow tasks 1-Supervisor Level, 101-Approve Special Leave 1, 102-Approve Special Leave 2, 103-Approve Special Leave 3, and leave request delegations. This workflow type requires an action. For additional information, refer to Human Resources Approvals Setup and HRM Workflow Delegations.
Approved	This workflow is initiated when the leave request e-Form has been approved by all levels of the approval group. The person who submitted the leave request e-Form will receive the notification. This workflow type is a notification that the approval action has been completed.
Denied	This workflow is initiated when the leave request e-Form has been denied by any level of the approval group. The person who submitted the leave request e-Form will receive the notification. This workflow type is a notification that the leave request has been denied.
Needs Correction	This workflow is initiated when the leave request e-Form has been flagged as needing correction by any level of the approval group. The person who submitted the leave request e-Form will receive the notification. This workflow type requires an action by the requester to correct the leave request and resubmit it for approval.
Reminder	This workflow is initiated when a leave request e-Form was submitted and routed for approval and no action was taken since the Needs Approval notification was sent. This notification is sent based on the time in the Remind Every field. Approvers or delegates receive the notification based on the approval group setup and leave request delegations. This workflow type requires an action.
Canceled	This workflow is initiated when the person who submitted the leave request e-Form clicks the e-Form's Cancel Request button. The requester will receive the notification to confirm the cancel was submitted. Approvers and delegates may also receive this notification based on settings in the Notify on Cancel field of the Cancel Leave Email Configuration tab. This workflow type is a notification that the leave request has been canceled. Note If you select to not have approvers receive the canceled notification, they will see the leave request has been canceled on the e-Form and will not be able to access the Approvals section.
Notification	This workflow is initiated when the leave request e-Form has been approved by all levels of the approval group. Employees or delegates receive this notification based on the approval group setup for workflow tasks 104-Receive Special Leave 1 Notify, 105-Receive Special Leave 2 Notify, 106-Receive Special Leave 3 Notify, and leave request delegations. This workflow type does not require an action on the e-Form, but may require other actions, depending on your organization's procedures for special leave requests. For additional information, refer to Human Resources Approvals Setup and HRM Workflow Delegations.
Canceled Interfaced Leave - Maintenance Necessary	This workflow is initiated when the person who submitted the leave request e-Form clicks the e-Form's Cancel Request button after the approvals were completed and interfaced to Attendance. If changes were made to the attendance record or the record no longer exists as un-posted, the record cannot be deleted when the cancel request is submitted. The person associated with the email address in the HR Email Address field of the Cancel Leave Email Configuration tab will receive the notification. This workflow type does not require action on the e-Form, but will require an action in PowerSchool ERP.

Fields

Field

Description

Remind Every

The period of time from when a Needs Approval notification is sent to an approver until a reminder notification should be sent when no approval action is taken. Time can be in hours or days as needed. The time entered may not be less than 3 hours. Available only for the Reminder workflow type.

Examples: Enter 02:12:00 if you want the reminder to be sent 2 days, 12 hours after the initial needs approval notification was sent. Enter 00:08:00 if you want the reminder to be sent 8 hours after the initial needs approval notification was sent.

Subject

Text that will appear in the subject line of the email notification and in the Activity column on the Activities panel of the PowerSchool ERP home page. You can define a different subject line for each workflow type.

Body

Text that will appear in the body of the email notification. You can define a different body message for each workflow type.