Overview

This page provide an example of Paid Time Off Approval Process automation in JIRA via the Herzum Approval add-on.

This example highlights the Automatic Notification and Automatic Workflow Transitioning features.

Example of Paid Time Off Request and Approval procedure

1. Employees submit the Paid Time Off Request to their team leader

2. Team Leader can request to reduce the leave of absence or ask to apply date changes

3. Team Leader can approve or deny the request adding the motivation (mandatory)
4. Human Resource Department can approve or deny the requests already approved by Team Leader adding an optional motivation
5. Employees can rescind the request any time
6. Notifications:
   1. Team Leader is automatically notified via email of any Paid Time Off Request submitted for approval
   2. Reporter is notified for approbations or rejections
   3. The Human Resource Department is notified via email of any Paid Time Off Request submitted for approval and already approved by team leaders
   4. The Human Resource Department and the Team Leader are notified for any rescinded Paid Time Off Request.

Implementation 

Workflow: Paid Time Off Approval Process 

Approvals Configuration 

You need the following two Approvals configurations:

• Team Leader Approval Configuration
  

• Human Resource Department

  

Approval Mapping Configurations

You need the following two Approval Mapping configurations:

• Team Leader approval for AWAITING TEAM LEAD APPROVAL >> Approve >> WAITING HR APPROVAL (Source status/Transition/Destination Status) having the following advanced settings
  • Automatic workflow transition on approving: ON,  in order to transition the issue in status WAITING HR APPROVAL, automatically, if Team Leader approves
  • Automatic workflow transition on rejecting: ON,  in order to transition the issue in status DENIED BY TEAM LEADER, automatically, if Team Leader rejects
  • Automatic Request Approval notification: ON, in order to notify the Team Leader via email, automatically, for any Paid Time Off Request submitted for approval
  • Require Approval Comment:ON, in order to require that Team Leader adds the approval motive
  • Transition on rejecting: Deny, in order to transition the issue in status DENIED BY TEAM LEADER, automatically, if Team Leader rejects
  The following screenshot illustrates
  
• Human Resource Department approval for  WAITING HR APPROVAL >> Approve >> APPROVED having the following advanced settings
  • Automatic workflow transition on approving: ON
  • Automatic workflow transition on rejecting: ON
  • Automatic Request Approval notification: ON
  • Transition on rejecting: Deny
  The following screenshot illustrates
  

Optional Settings

Customization of the Approval Request Email Template

The add-on let you able to customize the template on the emails notifying an approval request and an approval response.

The following screenshot shows an example of customized settings applied on the Approval Request Template for the specific project.

The Approval Request Email looks like as follows

Slide show: See how the Paid Time Off Approval Process works