This workflow recipe will provide the steps to create and configure a workflow for a simple Rota approval process, within this process the workflow will send the Rota request to the employee's manager for approval and then inform the employee of the result.

If you're interested in creating your own Rota approval workflow this recipe can provide a bit of a head start in regards to the workflow configuration, how to set up various workflow step types as well as how to set up your step triggers so that tasks are assigned at the correct time intervals.

To begin following this guide you'll first need to navigate into Administration -> HR -> Workflows and click Add.

The Workflow

Workflow Name: Rota Approval (or something along those lines).
Category: Approval.
Type: Rota.
Workflow applies to manager/approver actions? Yes.
Trigger against employees in probation? Yes - including those out of probation.
All comments visible: No.
Restrictions: Any that you desire.
Length of service (years): Blank.
Only manager roles? No.
Active: Active.
Once you've submitted this page you should be redirected to the Workflow steps page, this workflow is nice and simple so we won't have to do much work here, to start just click Add Step.

Workflow Steps

Step 1

Name: Rota claim needs manager approval

Description: N/A.

Notify only?: No.

Type: Require approval.

Any Recipient Can Approve? Yes.

Implication of NO: Move to next step.

Recipient(s): HR Mailbox

Message Subject: Rota [rota_name] has been processed

Message Content:

Hi Team,

A rota has been submitted which requies approval.

Name: [rota_name]

Date: [rota_week_beginning]

Comments: [rota_comments]

Thanks,

HR.

(The message and subject above are just generic examples of what could be used, it's entirely up to you what is entered in these fields though).

Sensitive Message: Unticked.

Send message as plain text: Unticked.

Custom button link: Blank.

Custom button text: Blank.

Workflow step order: 1.

When should this happen?: 0 days after submission date.

Escalation Options:

I've set two escalation options in this step, they are both just reminders for the manager and are as follows:

Once submitted the workflow step should now look like so:

Step 2

Our second step will inform the employee of whether their request was approved or declined.

Name: Notify outcome.

Description: Blank (Add as needed).

Type: Notify Only.

Recipient(s): Employee.

Message Subject: Rota [rota_name] has been processed

Message Content:

Hi [employee_name],

Your rota titled [rota_name] has been [request_status]

Date: [rota_week_beginning]

Comments: [rota_approver_comments]

Thanks,

HR.

(The message and subject above are just generic examples of what could be used, it's entirely up to you what is entered in these fields though).

Sensitive Message: Unticked.

Send message as plain text: Unticked.

Custom button link: Blank.

Custom button text: Blank.

Workflow step order: 2.

When should this happen?: 0 days after last workflow action.

Escalation Options: As this is a notify only step there is no need for escalation options.

Once submitted the workflow step should now look like so:

Once the workflow is set active it will begin working, it will automatically trigger against any new Rotas when they are added to the system. 

This is a simple recipe for a Rota approval workflow which can be used in full or just used as the foundation of your own workflow, if you'd like to use this as a guide and then add in your own steps and tweaks it's a good way to give you a head start and get the basics complete before building up your full process.