Creating a "Vacation Rule" to Delegate Workflow Transactions

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Scope

This process covers how to create a rule to forward workflow transactions that you normally receive to another employee while you are out of the office.

Policy

Forward your workflow notifications before you leave for business trips, vacations, etc. If, for some reason, you really don't want to forward your notifications, be sure to check your work list while you are away.

Distribution

Manager Self-Service User^*

Timecard Approver^*

Ownership

The Human Resources Information Systems Manager [mlewkowicz@ithaca.edu] is responsible for ensuring that this document is necessary and that it reflects actual practice.

Activity Preface

This activity is performed whenever you need to forward workflow transactions to another employee while you are out of the office.

The job title Manager refers to:

• Manager Self-Service User
• Timecard Approver

Manager

1.   Access Employee Self-Service

Refer to Accessing Employee Self-Service [NAVHRI01]

2.   Click on the “Vacation Rules” link, located below your Worklist.

If you are updating an existing rule, goto task #7. Otherwise, goto task #3.

3.   Click the [Create Rule] button.

4.   Specify the “Item Type” of transaction(s) to forward from the drop down list.

• If you select “—All—“, all of your workflow notifications including any Financial, Manager Self Service and Time Approval notifications will go to the same person
• You can create multiple rules to route separate types of workflows to different approvers

If you are selecting “All”, goto task #7. Otherwise, goto task #5

5.   After specifying the “Item Type” (for example “OTL Workflows for Employees” for timecard approval) of workflow transactions, click on the [Next] button.

6.   Leave the “All” radio button selected and click on the [Next] button.

7.   Fill out the Notification Rule Form.

• Enter the Start Date and End Date for the period you will be away. The dates need to be complete to the 6-digit time code at the end. You can easily enter a correct format by clicking on the calendar icon next to each field and picking a date from the calendar that pops up. You can then edit the time (as military time) to refer to the correct time – 5:00 pm would be 17:00:00

• Enter a Message, if you desire.

These comments go to the employee to whom you are delegating your transactions. They can be instructions, reminders, greetings, etc.

• Select the Delegate.

• Enter the delegate's last name in the “Reassign” field, then click on the flashlight.

• Click on the Quick Select icon for the person you are routing the workflows to.

The delegate's name will appear in the "Reassign to" box.

• The "Delegate your response" radio button is the default setting; leave it and click on the [Apply] button.

End of activity.

 Copyright © 1997, 2008. All rights reserved.

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