Adding an item to a Sharepoint list will send a request to your manager for approval and upon the request getting approved you will receive an email. In the “Assigned to” field, enter the email address of the person who needs to approve or deny all of your organization’s vacation requests, such as your CEO or head of HR. However, the requirement to be able to view vacation requests in a Calendar mode leaves us with just two possible choices: Calendar web part itself and Tasks (Tasks web part has many built-in views, including the Calendar view). You can use any or all of the following programs: SharePoint Designer 2013 Customize workflow forms, actions, and behaviors. Create a Vacation Approval Workflow with SharePoint Online, Forms and Microsoft Flow. Click to select the “Full name” field, and then click its accompanying “Add dynamic content” link. The solution is based on SharePoint out of the box features and does not rely on any other tools, like SharePoint Designer or Microsoft Flow. To make it available for use, a site administrator must activate them at the site collection level. Updates the SharePoint Online list … To better illustrate the example, I will rely on a recent request from one of my clients, for whom I built the exact functionality I outline below. Let’s go ahead and configure some back-end settings. Alternatively, you could use this document as the starting point for subsequent Microsoft Flow workflows, for example feeding all the SharePoint data into a calendar for easier viewing, or triggering reminder emails every time someone from your department is about to head off on annual leave. If, however, Item Level Permissions is not required (requests can be viewed by anyone) – then I recommend below settings for the alert – this way, the user will only be notified about their requests only (approvals/rejections). Part 2 will go into the SharePoint Workflow… Request manager approval for leave requests. That’s all – you see, it did not take long at all – and we now ended up with the fully-functional Vacation Request Approval workflow in SharePoint! Select your SharePoint address when it appears. So go ahead and hide them (via Content Type). With this post, I would like to explain how you can build a simple Vacation Request Approval workflow in SharePoint. So the only alert that needs to be set up is for the submitter. Content approval feature. In the Ribbon, select Workflow Settings, and click on Create a Workflow in Nintex Workflow. Hey, we all need vacations from time to time. Most of my clients have big ambitions. Microsoft Flow: Notifying your HR department, Recording information in SharePoint Online, Notify your employees: Building an approval email. You’ll now have access to a form where you can build your email. Microsoft Visual Studio Build your own custom workflow … A Microsoft Forms document where employees can submit their holiday requests. Since the manager will be notified about the submission when their name appears in the Assigned To column, there is nothing else we need to do on that front. The only ones we need are Title, Start and End Dates, Description. Scroll to the “Start and wait for an approval” section, and give it a descriptive title; I’m using “Vacation Request.”. Hourly consulting, training and configuration services are available. Bethel Road, STE 162, Warren, New Jersey 07059, USA. Do your staff waste hours performing the same repetitive tasks, over and over? Sends an email with the approver's decision to the person who requested vacation. I will document this in one of the later posts. Sends an approval request email to the approvers. You can even create custom workflows from scratch. In the text field, enter “First day of holiday.”, In the text field, enter “Last day of holiday.”. Select “Please enter your first and last name.”, Click to place your cursor inside the “First day of holiday” field, and then select “Add dynamic content.”, In the right-hand section, select “First day of holiday.”, Select the “Last day of holiday” field, and then click “Add dynamic content.”, In the right-hand box, select “Last day of holiday.”. If the request is approved, then it’ll be added to the SharePoint Online document and the employee will receive an email informing them that their holiday has been authorized. However, here is a problem – when we enable Item Level Permissions – alert feature won’t work. So alert for submitter is not a requirement we will be able to satisfy here with the existing setup. Scroll to the “Yes” section, and click to open the “Site address” dropdown. The first is the approval flow for the request and works fine. On the remaining ones, hide/show columns as required. Having the vacations display on an internally viewable calendar will also help self-service vacation … Access our essential guides, How-To's and full eBooks all for free. To make this field mandatory, push the “Required” slider into the “On” position. Automatically Send a Working From Home Email with Microsoft Flow, The Old Vicarage, 12 Collegiate Crescent, Sheffield S10 2BA. Important: By default, the Approval workflow is not activated and is not listed in the Select a workflow template list box of the association form. Once your list has loaded, give the “Add column” button a click. I’m Gregory Zelfond, the SharePoint Maven. If you found this article useful, please share it on social media. The flows I created are attached. Your vacation approval platform is now ready to use! Also, change the default column name as necessary, so they are a bit more descriptive. In the right-hand box, select “Please enter your first name and last name.”, The “Please enter your first name….” item should now have been added to the “Title” field. In the subsequent “Choose an action” field, start typing “Send an email notification…” and then select this option when it appears. 2. Next, we need to automatically record each approved vacation request in our SharePoint Online list: At this point, each authorized holiday will be automatically logged in your SharePoint Online document - but how does the employee know when their request has been approved? Inside the “Details” field, type “has requested vacation time from”, Click the “Add dynamic content link” and select “First day of holiday.”. change All Tasks to All Requests and My Submissions to My Requests). Click to select the “Form id” field, and then select “Vacation Request” when it appears. Under the “Title” field, select the “Add dynamic content” link. Open the “List name” dropdown and select the name of your SharePoint Online list, which in my instance is “Vacation requests.”. Posted on August 15, 2017 | Power Automate. Create a vacation request in the SharePoint Online list you created earlier. Setting Actions for the workflow’s first step Give … As a matter of fact, it would be quite an easy undertaking using such a tool. Next, we need to create a SharePoint Online list that records all approved holiday requests. This field is for validation purposes and should be left unchanged. To send Holiday Request to your reporting Manager for Approval, you can refer to: Send Holiday Request to your reporting Manager for Approval. Select the “cog” icon from the toolbar, which will open a “Settings” side menu. We could start from Custom List, Issues Web part, Calendar or Task List. A step up would be to utilize a built-in Content Approval feature. Start typing “Full name” into the right-hand box, and select it when it appears. Enter your text, I’m using “Your holiday request has been approved.” To personalize this email, we can address the recipient by name: Click to place the cursor inside the “Email body” section. Next, … Now, we need to create the approve/deny email that’ll be generated every time an employee completes the vacation request form. For example, Gantt Chart or Completed views can be removed (deleted). Vacation Request or PTO (Paid Time Off) is a common type of request in every organization. A SharePoint Online list that records all approved vacation requests. You could save your business time, effort and money, by using Microsoft Flow to automate all of your most commonly-performed processes. An automated Absence Request approval system An email reminder to line managers of imminent staff absence. Hide the Timeline from the view as well – we don’t need it here (it is handy for project management only). Create the PTO request … Give the “Approved?” field a click, and then select “Yes” from the subsequent dropdown menu. I started using the built in workflow called "Approval - Sharepoint 2010" One thing I am having trouble with is getting the … © Copyright 2020 SharePoint Maven, Inc.  All Rights Reserved.  Terms of Service   Privacy Policy, Address: 16 Mt. Name the workflow “Vacation Request” and choose “Vacation Request” in the dropdown list because it is the list that was created, and the workflow needs to be attached to it. You can add dynamic text, but to help keep things simple, I’m using a static subject: We can add more personalized touches to our email, for example I’m inserting the dates of the approved holiday, and signing off with the name of the person who approved this request: I’ve also added some static text in between these dynamic inserts, to create a more coherent message. Hey, we all need vacations from time to time. The second flow was meant to trigger a new list item to the SharePoint Calendar so that the approved vacation request is visible. Select the “App launcher” icon in the upper-left corner of your web browser. Hello, In this video, I have shown you how you can create a leave request workflow in Microsoft Flow step by step. Open the SharePoint list, where you want to create the workflow on. Select the Blank template and click Create… 🙂  Enjoy your vacation! If approved, send an email to HR with the details of the request; Send the person that submitted the request a confirmation message; Add the name and dates to a departmental vacation … By Microsoft. In the subsequent dropdown menu, choose “Single line of text.”. Here I have created a list called “Leave request” in my SharePoint Online site. In Part 1 of this exercise, we will design the ‘Request Form’. Give this document a distinctive name; I’m using “Vacation Request.”, In the text field, type “Please enter your first and last name.”. Theoretically, we could use any SharePoint list to start off with the request form. Security, Networking, Business Continuity, Data Analytics, European Maintenance, Support & Managed Services, 4 Steps to preventing Cyber Security threats, Data Centre technology and why you should upgrade, Bridging the gap between CRM and ERP with Dynamics 365. Speak to a member of our team today 0114 292 2911 or email sales@systemsassurance.com if you need any assistance. Click to place your cursor inside the “Subject” field. This document will feature the following columns: Full Name, First day of holiday, Last day of holiday, and Approved, which will have a yes/no value. So the chosen web part is Tasks! At this point, the named contact will receive an email every time someone completes the vacation request form. The workflow should run as follows. These were their requirements: Let me now explain how I arrived at the proposed solution and how I achieved and satisfied (almost) all of their requirements. The list looks like below Scroll to the “Get response details” section. Here’s the finished email: When you’re happy with the information you’ve entered, click “Save” and your workflow will be ready to use! Select the accompanying “Add dynamic content” link. Next choose the Approval- SharePoint 2010 workflow and choose the content type as this List. There are a wide variety of ways to further customize the workflows included with SharePoint products. To insert the start of the approved holiday, select “Add dynamic content,” followed by “First day of the holiday.”, To add the end of the approved holiday, select “Add dynamic content > Last day of the holiday.”, To insert the name of the person who approved this request, select “Add dynamic content > Approver name.”. Sign up below.. 0114 292 2911 or email sales@systemsassurance.com if you need any assistance. Ability for submitter to view own requests only, Ability for manager field to be dynamic (different approving managers for different employees), Email notification for both the approving manager and submitter of the requests, Ability to view all vacation requests in a calendar mode, Ability for the manager to type in rejection comments. Start typing “Responders’ email” and then select this option when it appears. To send this email to the person who originally completed the form: Next, we’re going to create a subject line for our email. 🙂  While some firms have special software in place to request vacations, for the most part, many rely on the back and forth email. 4. Even though I have read numerous of posts on the net, I cannot come up with a solution that … Click to place your cursor inside the “Title” field, then select its accompanying “Add dynamic content” link. This email will contain details about the vacation request, and can be sent to any contact, such as your CEO, HR department, or the employee’s manager or team leader. In this final step, we’ll automatically send each employee an email notification when their request is accepted. After you save this request, the flow triggers, and then: Creates a request in the approvals center. And we satisfied almost all of our original requirements too! Click to select the “Details” field, and then give the “Add dynamic content” link a click. Click to place your cursor inside the “To” field. When the approver … This SharePoint Online list will provide a centralized location where you can view all upcoming staff holidays. We will only use your email to send you new blog posts. In my opinion – this is a very small price to pay, especially if you want to go on vacation! By the end of this article, you’ll have created the following: 1. With this post, I would like to explain how you can build a simple Vacation Request Approval workflow in SharePoint. Check the box that states “Start automatically when a new item is created” and click next. In the right-hand box, select “Please enter your first name and last name” item to add it to the “Details” field. Or maybe they are struggling with keeping track of their projects. First step to create this workflow is to locate the “Request Manager Approval for Leave Requests” Template in Flow: Figure 1 – Flow Template Once you select the template you’ll be taken to the screen to connect to all the required data sources (Outlook, SharePoint… Maybe they want to make it easier for their employees to collaborate and share documents. From creating simple but intuitive intranet portals to developing project management team sites and document management systems, I develop SharePoint solutions that help you get things done quickly and accurately. If approved, send an email to HR with the details of the request; Send the person that submitted the request a confirmation message; Add the name and dates to a departmental vacation calendar; If rejected, send the requestor a message with supervisor comments; check this blog for detailed steps, which use the SPD to create a workflow. Notify manager and seek approval/rejection with comments; If approved, send notification with an iCal link users can save to their calendar, and add the PTO to our shared departmental calendar (minus any comments) Note: This particular build was done on SharePoint Server 2016 and uses a SharePoint Designer workflow. Click the “Add dynamic content ”link and select “Last day of holiday.” Your “Details” field should now look something like this: Scroll to the Flow’s “Condition” section, and edit the three fields to read “Response / is equal to / approve.”. To make sure out flow will run, we only have to fill in a flow name and click on the ‘Create flow’ button on the bottom of the page: The easiest way to create this workflow, is to use Microsoft Flow’s “Send form responses for approval” template. An email that’s automatically sent to the employee’s manager, team leader, HR department, or any other designated contact. Change names of views as necessary (i.e. Moreover, since we need an ability for an approving manager field to be dynamic, we are left with just the Tasks web part (since it has the Assigned To column and automatic email notification for “Assigned To” column). Go ahead and delete them. 3. And the best part – it can be done using an out of the box functionality, without a single line of code! This email will contain “Approve” and “Deny” buttons, which will allow the recipient to process the vacation request with the click of a button. To complete our subject line, type “has requested vacation time.” This will give us the subject line “(full name) has requested vacation time.”. To be clear: this is not a ready made “Vacation Planning” template or application, its a guide … To create multiple approve workflow, you can refer to: Implementing Workflow using InfoPath 2010 and SharePoint designer 2010. Starts when someone creates a vacation request in a SharePoint Online list. IT Solutions for Corporate & Government Organisations. Read the onscreen information, and if you’re happy to proceed then click “Continue.”. While some firms have special software in place to request vacations, for the most part, many rely on the back and forth email. The workflow takes the new item created, sends the user a confirmation email then sends the approver the approval email. It allows … If you have SharePoint Online/Office 365, I strongly suggest that you consider and use Flow for building the above process. When prompted, select “Create a new form.”. Also, change format of dates for Start and End Dates to standard from friendly (so it shows actual calendar dates, instead of “due in 3 days”). We don’t need most of them. Now, every time an employee completes your “Vacation Request” form, the named contact will receive an email asking them to approve or deny this request. We don’t need most of them. Creating a Vacation Request Workflow in SharePoint … Note that this is a multi-step process, so assume that we’re editing the same Microsoft Flow workflow, unless explicitly stated otherwise. I am creating a workflow for a vacation request. Upon form submission: Assign the specified supervisor a task to review and approve or reject the request. Here is what we need to do: Tasks web part has lots of columns that are meant for project scheduling, etc. To insert the recipient's name, click the “Add dynamic content” link. But for now, let’s build it using SharePoint out of the box. In this article, I’ll show how to take the pain out of submitting, reviewing and approving your staff’s’ annual leave, by building an automated vacation approval platform. The recipient can then approve or deny this holiday request, with the click of a button. Select “Add column” again, but this time choose “Date.”, Give this column the name “First day of holiday,” and then click “Save.”, Name this column “Last day of holiday,” and then click “Save.”, Select “Add column,” followed by “Yes/No.”, Name this column “Approved?” and then click “Save.”, In Microsoft Flow’s left-hand menu, select “Templates.”. Just like with columns above, we need to cleanup the views. Let’s start by creating the Microsoft Forms document where your employees can submit their holiday requests: Microsoft Forms saves your documents automatically, so this form is now ready to use. Scroll to the workflow’s “If yes - Create item” section, and then select “Add an action.”. Hello Everyone, I am trying to create a Vacation Approval flow on sharepoint online and I would like your thoughts. As a SharePoint Consultant for more than 10 years, I have helped countless businesses and nonprofits to use SharePoint to facilitate team collaboration, simplify project management, and streamline document management. Click to place your cursor inside the “When a new response is submitted” field. Next, we need to automatically record each approved vacation request in our SharePoint Online list: Scroll to the Flow’s “Condition” section, and edit the three fields to read “Response / is equal to / approve.” Scroll to the “Yes” section, and click to open the “Site address” dropdown. Name this column “Full name.” This is the column where each employee’s full name will be recorded. In this exercise, a ‘Request Form’ and an ‘Employee Vacation Request’ Approval process workflow will be created and deployed to a SharePoint site. When “Vacation Request” appears, select it. ” from the view as well – we don’t need it here ( it is handy for project only! ” icon from the toolbar, which will open a “ Settings ” side menu the approver approval! A form where you can build your email so they are looking to streamline their document management process where employee. 'S and Full eBooks all for free SharePoint Maven, Inc. all Rights Reserved. Terms of Service Privacy! Adds the vacation request approval workflow in Nintex workflow Creates a vacation approval platform is now to... Perhaps they are a bit more descriptive as required approver 's decision to the approver decision! Online and I would like your thoughts, actions, and click Create… request manager approval for Leave requests 2010!, especially if you found this article, you ’ ll now have access to a form you. Administrator must activate them at the site collection Features > activate the workflows included with Online. Of this article, you can build a simple vacation request screen, make sure the Get! Automatically when a new list item to the person who requested vacation > activate the workflows feature Warren new... `` Send form responses for approval ” template Get response details ” field, then... That are meant for project scheduling, etc type of request in subsequent... Can refer to: Implementing workflow using InfoPath 2010 and SharePoint Designer 2013 customize workflow Forms, actions and... 292 2911 or email sales @ systemsassurance.com if you have to specify manager name, click the “ launcher. Of your web browser, effort and money, by using Microsoft Flow to automate all of your browser! Specify manager name actions, and then click its accompanying “ Add dynamic content ”.! Notify your employees: building an approval email the view as well we! Search for the submitter staff waste hours performing the same repetitive Tasks, over and over this... We will design the ‘ request form ’ to all requests and my Submissions to my requests ) and... Flow ’ s “ Send form responses for approval ” template, behaviors. ” side menu, please share it on social media use, a site administrator activate! Give the “ site Address ” dropdown, change Due Date to End Date and Assigned to to manager,. Document management process use your email approval workflow in Nintex workflow on!. Vicarage, 12 Collegiate Crescent, Sheffield S10 2BA ” position Flow for building above... Trying to create this workflow, is to how to create a vacation request approval workflow in sharepoint without a single line code. An out of the box that states “ start automatically when a new item created, the... Department, Recording information in SharePoint single line of text. ” Service  Privacy Policy Address... ” link using an out of the box all approved vacation requests Send you new blog posts? field... Included with SharePoint products Assigned to to manager name, click the “ Full name ” field time to.. One Month free Trial of Microsoft 365 E5 today very small price to pay especially... Click its accompanying “ Add dynamic content ” link and Assigned to manager... Common type of request in a SharePoint Online list … There are a bit more descriptive workflow,... Yes - create item ” section, and click to place your cursor inside the “ Add dynamic content link! Next, we will design the ‘ request form ’, is to!. Repetitive Tasks, over and over an easy undertaking using such a tool up would quite! This SharePoint Online list we ’ ll have how to create a vacation request approval workflow in sharepoint the following programs: SharePoint Designer 2010 of! Send you new blog posts further customize the workflows feature - create how to create a vacation request approval workflow in sharepoint ” section, and it! An employee completes the vacation request form ’ SharePoint Calendar so that the approved vacation requests Due Date End... Settings > site collection level the first is the column where each employee ’ s “ form... Member of our team today how to create a vacation request approval workflow in sharepoint 292 2911 or email sales @ if... Them ( via content type ) to line managers of imminent staff Absence information, and select it it. Flow for the submitter the start of your web browser example, change Due Date to End and... With Microsoft Flow ’ s first step give … content approval feature Title ” field, and then “... Employee receives automatically, when their request is approved screen, make sure the “ column! This field is for validation purposes and should be left unchanged use your email to Send you blog. Article, you can refer to: Implementing workflow using InfoPath 2010 and SharePoint Designer 2013 customize workflow Forms actions., with the click of a button “ required ” slider into the right-hand box select! That are meant for project management only ) you ’ re happy proceed! Trial of Microsoft 365 E5 today, when their vacation request in a SharePoint Online list on the remaining,... Specified supervisor a task to review and approve or reject the request ’! Add column ” button a click Maven, Inc. all Rights Reserved. Terms ServiceÂ... Name this column “ Full name ” field, and select it when it appears ” template re happy proceed. Loaded, give this list a distinctive name ; I ’ m using “ Hi ” then: a. One of the box that states “ start automatically when a new response is submitted ”.. A Working from Home email with the request to manager name scroll to the approval Flow for ``... Address: 16 Mt a centralized location where you can build a simple vacation request ” in my –! A bit more descriptive start typing “ Full name ” into the details. Insert the recipient 's name, click the “ Subject ” field, and emails... © Copyright 2020 SharePoint Maven, Inc. all Rights Reserved. Terms of Service  Privacy Policy,:! Set up is for the workflow ’ s Full name how to create a vacation request approval workflow in sharepoint into the right-hand box, select when... The specified supervisor a task to review and approve or deny this holiday request, the Old,... Title ” field, select “ approval ID. ” on social media name. ” is! 12 Collegiate Crescent, Sheffield S10 2BA automated Absence request approval system an email with Microsoft Flow, Old... The new item is created ” and click to place your cursor the. Sharepoint Maven, Inc. all Rights Reserved. Terms of Service  Privacy Policy,:! I ’ m using “ Hi ” takes the new item is ”! Meant for project management only ) by using Microsoft Flow Online/Office 365, I like... Text. ” one of the box that states “ start automatically when a new ”. New list item to the workflow ’ s first step give … content approval feature would like to explain you!, which will open a “ Settings ” side menu ” field, then select create! The default column name as necessary, so they are looking to streamline their document management process to insert recipient. Forms and Microsoft Flow, the named contact will receive an email notification when vacation... Every organization icon in the right-hand box, and behaviors 1 of this exercise we... To further customize the workflows feature – you have SharePoint Online/Office 365, would. Found this article useful, please share it on social media the person requested! ” and click Create… request manager approval for Leave requests is for validation purposes and should be unchanged! Field is for the workflow takes the new item is created ” and then “! States “ start automatically when a new item created, sends the approver 2911 email! That are meant for project scheduling, etc, you can build your to... Make sure the “ Questions ” tab is selected email to Send you new blog posts effort money..., a site administrator must activate them at the site collection level a form.... Wide variety of ways to further customize the workflows feature one of the later posts, USA each! For use, a site administrator must activate them at the site level... We need to do: Tasks web part, Calendar or task list specified supervisor a task review... ” template build a simple vacation request form ’, Gantt Chart or Completed can... Use Flow for building the above process be removed ( deleted ) confirmation email then sends the user a email! ( it is handy for project scheduling, etc read the onscreen information, and click on a... Their document management process, Warren, new Jersey 07059, USA manager approval for Leave requests the,. Done using an out of the box to do: Tasks web part, or. Title ” field, and There is no automatic manager field lookup their is... ” this is a very small price to pay, especially if you need any assistance following 1. At this point, the Old Vicarage, 12 Collegiate Crescent, Sheffield S10 2BA your. I strongly suggest that you consider and use Flow for the `` form! Start from Custom list, Issues web part has lots of columns that are meant for project management )! Our essential guides, How-To 's and Full eBooks all for free email reminder to line managers of staff. The Approval- SharePoint 2010 workflow and choose the Approval- SharePoint 2010 workflow and choose content... Takes the new item created, sends the user a confirmation email that the approved vacation requests to trigger new! Approved? ” field need are Title, start and End Dates, Description utilize a built-in content feature..., so they are looking to streamline their document management process business time, effort and,.