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Using the Vacation Request Form

Jennifer Brower PMP, CSM
June 15, 2017
Version Control
Author Date Version # Notes
Jennifer Brower 9/5/2013 1 Created the document
Jennifer Brower 11/20/2013 2 Updated with Holly’s new
requirements
Table of Contents
Version Control ............................................................................................................................................. 2
Table of Figures ............................................................................................................................................. 4
Introduction .................................................................................................................................................. 5
Vacation Request Process: Team Member ................................................................................................... 5
Requesting Time Off ................................................................................................................................. 5
Editing/Deleting A Request ....................................................................................................................... 7
Approval Request Emails .............................................................................................................................. 8
Team Member Confirmation Email ...................................................................................................... 9
Approval Request To Manager Email.................................................................................................... 9
Approving/Rejecting the Request: Manager ............................................................................................ 9
Approving the Request: Email Link ..................................................................................................... 10
This is self-explanatory. Click the link and the approval screen will appear. ..................................... 10
Approving the Request: Workflow Screen.......................................................................................... 11
Approving A Request from the All Vacation Requests View ............................................................... 13
Creating the All Vacation Requests View ................................................................................................ 16
Table of Figures
Figure 1 – Vacation Request Calendar .......................................................................................................... 5
Figure 2 - Vacation Request Form ................................................................................................................. 6
Figure 3 - Updated Calendar ......................................................................................................................... 7
Figure 4 - Vacation Request .......................................................................................................................... 7
Figure 5 - Editable Vacation Request ............................................................................................................ 8
Figure 6 - Team Member Confirmation Email .............................................................................................. 9
Figure 7 - Approval Request To Manager Email ........................................................................................... 9
Figure 8 - Approval Screen .......................................................................................................................... 10
Figure 9 – Edit Screen ................................................................................................................................. 11
Figure 10 - Vacation Request ...................................................................................................................... 12
Figure 11 - Calendar Approval .................................................................................................................... 12
Figure 12 - Approval Link ............................................................................................................................ 13
Figure 13 - Approval Screen ........................................................................................................................ 13
Figure 14 – All Vacation Requests View ...................................................................................................... 14
Figure 15 – All Vacation Requests View: Hover To Get Inline Editing ........................................................ 14
Figure 16 – All Vacation Requests View: Using Inline Editing ..................................................................... 14
Figure 17 – Edit Screen ............................................................................................................................... 15
Figure 18 – View Vacation Request Screen With Approval Task Link ......................................................... 16
Figure 19 – Creating All Vacation Requests View ....................................................................................... 16
Figure 20 – Creating All Vacation Requests View ....................................................................................... 17
Figure 21 – All Vacation Requests View: Audience..................................................................................... 17
Figure 22 – All Vacation Requests View: Columns ...................................................................................... 17
Figure 23 – All Vacation Requests: Sort ...................................................................................................... 18
Figure 24 – All Vacation Requests: Filter .................................................................................................... 18
Figure 25 – All Vacation Requests: Group By .............................................................................................. 19
Figure 26 – All Vacation Requests: Inline Editing........................................................................................ 19
Using the Vacation Request Form

Introduction
The Vacation Request Form will allow the team members to request time off and receive an approval
from a manager.

In this document, the Vacation Request process on the SharePoint site will be described from two
perspectives: team member request and manager approval.

Vacation Request Process: Team Member
The Vacation Request process currently occurs at: http://sharepoint.bankname.com/sites/IOOReporting

All requests will originate from the Vacation Request Calendar. Team members can only see approved
requests. Here is a screenshot of the Calendar:

Figure 1 – Vacation Request Calendar

Requesting Time Off
From the Vacation Request Calendar, select the desired day off. If multiple consecutive days off are
desired, start by selecting the first day.

There are several ways to add a request:

 To add an event, click the Add Event icon on the tool bar.
 Otherwise, hover over the desired date on the Calendar in either the day, week, or month view.
A +Add link will appear in the right bottom corner of the date area. Click +Add.

The Vacation Request form will appear:
Figure 2 - Vacation Request Form

Enter the Title and select the desired dates. If only requesting off a few hours, i.e. a doctor’s
appointment, select the hours. If requesting an entire day or multiple days off, check the All Day Event
checkbox and select an end date.

Click Save. Otherwise, click Cancel.

The request will appear on the calendar:
Figure 3 - Updated Calendar

Editing/Deleting A Request
To edit or delete a request, click the request on the calendar. A Vacation Request pop up box will
appear:

Figure 4 - Vacation Request

To delete the request, click Delete Item. After confirming that the request is to be deleted, the request
will disappear from the calendar.

Otherwise, click Edit Item. The pop up box will become editable:
Figure 5 - Editable Vacation Request

Make desired changes and click Save. Otherwise, click Cancel.

Approval Request Emails
After submitting the request, two emails will be sent:

 A confirmation to the requestor
 An approval request email to the approving manager

Both emails will include a link to follow the calendar request workflow. Here is what the emails will look
like:
Team Member Confirmation Email

Figure 6 - Team Member Confirmation Email

Approval Request To Manager Email

Figure 7 - Approval Request To Manager Email

NOTE: It is recommended that the requestor send a follow up email to the approving manager to ensure
that the manager is aware of the request.

Approving/Rejecting the Request: Manager
The Approval Workflow is called Vacation Request Approval. To approval a request in SharePoint, the
workflow will be triggered when the team member submits the request. The request will then have a
status of In Progress. The Manager must then access the workflow to get to the approval screen.
There are three ways to access the approval workflow:

 Click the link on the email
 Use the Workflow screen
 Use an All Vacation Requests view

Approving the Request: Email Link

This is self-explanatory. Click the link and the approval screen will appear.

Figure 8 - Approval Screen

Click the desired button. An email will be sent to inform the Team Member with the updated status.

To make the Approved items on the default team view appear, be sure to check the Approved
checkbox!
Figure 9 – Edit Screen

Approving the Request: Workflow Screen
Open the link on the calendar. When the request appears, click Workflows:
Figure 10 - Vacation Request

Then click the Calendar Approval link:

Figure 11 - Calendar Approval

The approval screen will appear. This screen shows the Workflow History and Tasks. Scroll down to the
Tasks tab and click the Title link:
Figure 12 - Approval Link

An Approval Screen will appear:

Figure 13 - Approval Screen

Click the desired button. An email will be sent to inform the Team Member with the updated status.

Approving A Request from the All Vacation Requests View
Go to the All Vacation Requests view.
Figure 14 – All Vacation Requests View

To use this view, two lists need to be joined: the Vacation Request Approval tasks (workflow) and the
Vacation Request Calendar Task List (calendar).

There are two ways to do this:

1. Use Inline editing feature by hovering over the checkbox area all the way to the left:

Figure 15 – All Vacation Requests View: Hover To Get Inline Editing

Then, click the paper and pencil icon to make the line editable.

Figure 16 – All Vacation Requests View: Using Inline Editing

Click the Approved checkbox to make the request appear on the team’s Approved Items view.
Select the corresponding workflow request under Approval Task. All fields are editable. Click the
Save icon to save. Otherwise, click the Red X icon to cancel.

2. Or, click the Title and the Request view will appear

Click on Title and click Edit Item. Review the information entered and make any corrections.
Figure 17 – Edit Screen

If the Approved checkbox is marked, the team can see it on the calendar. Be sure to check this.

Use the drop down to look up the Approval Task. It is necessary to do this in order to join the Vacation
Request List with the Workflow list. This must happen in order to see the Approve/Reject box!

NOTE: Have someone with access to SharePoint Designer customize the code so this step is not
necessary. In order to see the All Vacation Requests View, these lists need to be joined.

Click Save to save the changes. Otherwise, click Cancel.

To enter the approval workflow, click the Approval Task link from the View Request box.
Figure 18 – View Vacation Request Screen With Approval Task Link

The Approve/Reject box appears. Make the selection and save described in the above section.

Creating the All Vacation Requests View
From the Calendar, select Calendar Tools. Then, select Calendar -> Create View.

Figure 19 – Creating All Vacation Requests View

The Choose a View Format page will appear. Click the Standard View link.
Figure 20 – Creating All Vacation Requests View

In the Name section, name the view All Vacation Requests.

In the Audience section, select the Create a Personal View radio button.

Figure 21 – All Vacation Requests View: Audience

In the Columns section, add the following fields to the view:

Figure 22 – All Vacation Requests View: Columns

In the Sort section, select Start Time in the first drop down box. Leave None as the selection in the
second dropdown box.
Figure 23 – All Vacation Requests: Sort

In the Filter section, select the Show all items in this view radio button.

Figure 24 – All Vacation Requests: Filter

In the Group By section, select Vacation Request Approval in the first drop down box. Leave None as
the selection in the second dropdown box.

Show the groupings as Expanded.
Figure 25 – All Vacation Requests: Group By

In the Inline Editing section, select the checkbox:

Figure 26 – All Vacation Requests: Inline Editing

Click OK to save the view or Cancel to not make changes. To delete the view, click Delete.