Absence Request
Service portal users can submit an absence request, for example, due to medical reasons or for business trip purposes. The request will be processed by the company's HR department. In their portal cabinet, the users can monitor the processing of their request and communicate with the employee assigned to it.
The information about all submitted absence requests is available in the agent interface and stored in the HRM Request (hrm_request) table.
Roles required:
- Create – all service portal users with access to the HR category in the Service Catalog. It is recommended to create requests via your service portal.
- Read:
- users with access to the agent interface can view the request records they created,
- users specified in the Approvers field on the absence form can view the related request record,
- users specified in the Assigned to field on the subtask form can view the related request record,
- users specified in the Approvers field on the subtask form can view the related request record,
- hrm_agent.
- Update:
- hrm_agent can edit the requests assigned to them or their groups except the requests in the Closed or Canceled state,
- hrm_manager can edit all requests except the requests in the Closed or Canceled state.
- Delete – hrm_admin.
Create and edit an absence request
Service portal users with access to the HR category in the Service Catalog can create and edit absence requests. Read more in the Service Portal – Absence Request article.
Absence requests are modified by the below regulatory requirements which are provided with master data. If necessary, you can edit the regulatory requirements. Read more in the Regulatory Requirements article.
| Requirement name | Description |
|---|---|
| Срок подачи заявления на оплачиваемый отпуск – Российская Федерация (Deadline for submitting a vacation application – Russian Federation) | Requirement address in the system: According to this requirement, employees may submit their absence requests of type Vacation not later than 14 days before the requested vacation. If necessary, change the Value field. For all other types of absence, the default value is set to tomorrow's date. |
| Период изменения дат отпуска – Российская Федерация (Vacation date change period – Russian Federation) | Requirement address in the system: According to this requirement, employees may edit their submitted absence requests of type Vacation not later than 14 days before the requested vacation. If necessary, change the Value field. |
| Рекомендованный срок изменения дат неоплачиваемого отпуска – Российская федерация (Recommended unpaid vacation date change period – Russian Federation) | Requirement address in the system: According to this requirement, employees may edit their submitted absence requests of type Unpaid vacation not later than 14 days before the requested vacation. If necessary, change the Value field. |
View a request
The list of absence requests is available to agent interface users with the required roles. They can view the requests in one of the following ways:
| Path | Steps |
|---|---|
| Via HR Task Management |
|
| Via Absences and Vacations |
|
Form fields of the Plan an absence HRM request model
| Field | Mandatory | Description |
|---|---|---|
| Urgency | N | The field shows the urgency level specified by the caller in the request. Possible values:
|
| Assignment group | Y | The field shows the group responsible for processing absence requests. |
| Assigned user | Y | The field shows the user assigned to the request. You can specify another user or assign the request to yourself if you have the required role. |
| Company | Y | The field shows the company where the employee works. |
| Caller | Y | The field shows the user who initiated the request. |
| Type of absence | Y | The field shows the type of absence specified by the caller in the request. Possible values:
|
| Available vacation duration | N | The field shows the number of available vacation days. |
| Application template | N | The field shows the application template used for creating the absence request. |
| Delegate | N | The field shows the user who will substitute the absent caller. |
| Start date and time | Y | The field shows the date and time when the absence starts. If the absence request created on the portal was of type Vacation, the following default value is set: current date + 14 days. This default value is controlled by the regulatory requirement named Срок подачи заявления на оплачиваемый отпуск – Российская Федерация (Deadline for submitting a vacation application – Russian Federation) located at For all other absence requests, the following default value is set: tomorrow's date. |
| End date and time | Y | The field shows the date and time when the absence ends. |
| Absence time | N | The field shows the number of days of absent. |
| City | Y | The field shows the destination city selected by the caller in the request. |
| City not found | N | The field value specified by the caller in the request. The checkbox is selected if the city is not found in the dictionary. |
| Name of organization | Y | The field shows the name of the organization specified by the caller in the Business trip request. |
| Purpose of the trip | Y | The field shows the purpose of the trip specified by the caller in the request. |
| Followers list | N | The field shows the list of users who are subscribed to receiving notifications about this request. |
Related lists
The section is available to users with the hrm_admin or admin role.
HRM Subtasks – a list of subtasks included in the request.
Control a request
Agent interface users can process an absence request using the UI actions described in the table below:
| UI action | Description | Roles required |
|---|---|---|
| Assign to me | Click to assign the request to yourself. The request enters the Assigned state, and the Assigned user field is completed with the name of the current user. The button appears on the forms of Approved requests assigned to a group. |
|
| Reassign | Click to reassign the request to another group or user. Fill in all the required fields in the modal window that opens and click Reassign. The button appears on the request forms in all states except Closed. |
|
| Start work | Click to start working on the request. The request enters the In progress state. The button appears on the forms of Assigned requests. |
|
| Request more info | Click to request additional information. The button appears on the form of requests in the In progress state. |
|
| Complete | Click to complete your work. The button appears on the forms in the Information needed or In progress state. Fill in all the required fields in the modal window that opens. Available options for the Result field:
|
|
| Delete | Click to delete the request The button appears on the forms of requests in any state. | hrm_admin |