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Create a leave request workflow

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Applies to these Dynamics 365 apps:
Human Resources

You can create a workflow in Dynamics 365 Human Resources to consistently manage your leave and absence requests. A Leave and absence workflow lets you:

  • Define tasks
  • Determine who must complete the tasks
  • Specify who can approve or reject requests

Create a Leave and absence request workflow

  1. On the Leave and absence page, select the Links tab.
  2. Under Setup, select Human resource workflows.
  3. Select New, and then select Leave and absence request.
  4. When the Open this file? message box appears, select Open, and sign in with your company credentials.
  5. Use the workflow editor to create a workflow for your leave requests. For more information about working with workflows, see Create workflows overview.

Leave and absence request workflow data elements

You can use the following data elements to create conditional or automatic approvals in workflows for leave and absence requests:

  • Amount
  • Comment
  • Company
  • Created by
  • Created date and time
  • End date
  • Leave type
  • Modified by
  • Modified date and time
  • Reason code
  • Request ID
  • Start date
  • Status
  • Submission date
  • Submitted by
  • Submitted by Human resources
  • Submitted by Manager
  • Submitted on behalf
  • Worker
  • Worker type

These examples show how you can create different types of workflow conditions by using these data elements:

  • Use Reason code in a conditional statement to route sick leave requests with the reason code Surgery to HR for approval, while routing all other reason codes to the manager. For more information about conditional statements, see Configure conditional decisions in a workflow.
  • Use Submitted by Human resources and Submitted by manager in an automatic action to automatically approve leave requests that these roles submit on behalf of employees. For more information about automatic actions, see Configure approval processes in a workflow.
  • Use Leave type in a conditional statement or automatic action to control how the workflow routes requests with certain leave types.

Leave request and workflow statuses

When a leave request is created, two statuses are assigned to it:

  • A leave request status
  • A workflow status that's associated with the workflow as part of the leave request that was submitted.

The following leave request statuses are used:

  • Draft – The leave request was created but not submitted.
  • Submitted – The leave request was submitted for review.
  • Denied – The leave request was denied by a manager or an absence manager.
  • Approved – The leave request was approved by a manager or an absence manager.
  • Failed – Validation of the leave request failed. The failure might occur because of an insufficient balance at the time of approval.

The following workflow statuses are used for leave requests:

  • In review – The leave request was submitted. When a leave request is in review, the workflow has been triggered for the next steps.
  • Canceled – A user decided to cancel the workflow.
  • Completed – No further action is required.

See also