Databases can be much more than simply information repositories. The power and flexibility of workflow rules makes it simple to manage requests, information routing and task assignment. One common use for databases is the management of employee requests for Paid Time Off.
Creating the PTO Database
A PTO request form should be quick and intuitive to complete for your employees. Using special fields and default values can help make adding a new record painless for your employees. Try using the following fields (Types) and recommended defaults:
- Employee Name (Internal User, Default: Current User)
- Supervisor (Multiple Choice Dropdown)
- Start Date (Date)
- End Date (Date)
- Total Hours (Numeric)
- Type (Multiple Choice Dropdown, Default: PTO)
- Unpaid Leave
- Notes (Text)
- Supervisor Approval (Multiple Choice Dropdown)
- Not Approved
NOTE: In Arrange View configuration for the PTO database, drag Supervisor Approval out of the Layout for Edit view and click "Save Changes".
Creating Workflow Rules
Workflow triggers should be configured as follows to ensure appropriate routing of the PTO request:
- When a record is Added, send a notification to Employee Name record variable to confirm submission
- When Supervisor Approval is Approved and is changed, send a notification to Employee Name record variable to confirm submission
- When Supervisor Approval is Not Approved and is changed, send a notification to Employee Name record variable to confirm submission
- When a record is Added, create a task assigned to Supervisor Name record variable
PTO Request Form
The PTO request form should be shared on a space in which all company members have access; ideally the company intranet if one exists. Consider using a Wiki page devoted to the PTO policy with the PTO request form contained therein.
To easily add a PTO request form to any page, click on the "Insert More" button in the toolbar of any supported WISYWIG editor. Select "Database" to configure the Database application block. Select "Add Record" from the Type dropdown, then select the PTO database from the Database dropdown. Click Insert to insert the application block. Users can now easily submit PTO requests via the application block.
How it Works
- Employee navigates to page to page containing PTO Request application block
- Employee enters request details and clicks Submit
- Employee notified that the request is under review
- Task assigned to Supervisor to review PTO request
- Supervisor marks a request as Approved or Not Approved
- Employee notified of status of PTO request