Timecard Initiated Absence Request Process Form setup

Introduction

All Attendance Absence and Change Requests now require process forms regardless of whether they are initiated by the employee or Human Resources. In earlier versions of SchoolFront, Attendance changes made by Administrators could simply be overridden on the Time Card. They had very limited traceability and were not subject to approvals or notifying anyone involved. This is no longer the case, as Process forms are now required for any type of Absence or Absence Change.  

This article details the process of setting up a Process Form(s) so it runs when an Absence is overridden from the Timecard (see figure 1 below).  Attendance Grid Initiated Absence request form setup is discussed in this article: Attendance Grid Initiated Absence Requests - Process Form Configuration.

Figure 1 - Timecard Initiated Absence buttons 

Contents

Applicable Roles

Timecard Initiated Absence Requests

Timecard Initiated Absence Change Requests

Applicable Roles 

Forms can be managed by users with the following roles

• Administrator
• Forms Administrator
• Business Office
• HR Admin
• HR Team

Time Card Initiated Absence Request Form Configuration

Time Card Initiated Absence Requests (formally called overrides) now require a Process Form. In the past, Absences could be created by Employees and Approvers alike directly on the Time Card, bypassing the forms based Absence Request approval process.  This is no longer possible and Absence Request overrides on the Time Card now require a Process Form.  

The District must decide which form to use for this feature and the process employees will follow when creating new Absences directly from Time Card (see below). 

Figure 1 - Approvals are required when changing Absences on the Time Card (recommended)

We highly recommend you reuse the existing Absence Request and Absence Change forms you use today from Available Forms.  That way, your employees will use use the existing forms and process when requesting and changing absences from their timecards:

1. As a user with one of the Applicable roles above, go to Process Forms > Forms Management >
2. From the Form Management grid find the "Form Type" column and use its filter to find your existing "Attendance" process form:
   
   Figure 1 - Set the Display Options" for your existing Absence Request" form so it is accessible from the timecard
3. Click and check the box for "On Timecard and Attendance Grid", then [Save]
4. You don't want the Employee Absence Request form to appear when a Administrator selects "Daily Attendance" or "New Absence" from the Attendance grid, hide this form from users logged in with elevate roles:
   1. Select the [Submit on Behalf Groups] tab
      
      Figure 2 - Restrict access to the form
   2. Add the "Personal Profile Only" role
   3. [Save]
5. You can customize the form's approval process, notification / email rules, and content (text, images, additional custom fields, etc):
   • Email Rules
   • Custom Fields
   • Markers
   • Images
6. Now verify that the form works. Go to Time & Attendance > Time Cards > and select any unlocked / un-approved timecard you have access too.  The following image shows a timecard as viewed by an Approver.  Attendance Override column is highlighted.
   
   Figure 3 - Time Card as viewed by an Approver
7. Grey Pencils will test your Timecard Initiated Absence Request form setup.
8. Select a Grey Pencil to launch your Absence Request Form
   
   Figure 4 - Absence  Request form
9. If it does not appear in the Forms* list, retrace the above steps again and if you still can't get it to work call or email support@frontedge.com

Time Card Initiated Absence Change Requests Form Configuration

Time Card Absence Request overrides now require a form.  Like Absence Requests, determine the form that will be used and follow the steps here to make it available on the timecard when performing overrides. Like Absence Requests initiated from the Time Card, it is recommended that you re-use your existing Absence Change Request form to prevent employees from bypassing the normal approval routing by entering Absences from their Time Cards.

1. As an employee with one of the Applicable roles above, go to Process Forms > Forms Management
2. From the Form Management grid find the "Form Type" column and use its filter to find your existing "Attendance Change" process form.
3. Click
4. Check the box for "On Timecard and Attendance Grid"
   
   Figure 1 - Set the "Display Options" for your existing Absence Change Request form so it is accessible from the timecard
5. Then select [Save]
6. You don't want the Employee Absence Request form to appear when a Administrator selects "Daily Attendance" or "New Absence" from the Attendance grid, so hide this form from users logged in with elevate roles:
   
   
   Figure 2 - Restrict the access to form for Personal Profiles Only" so it won't appear as a choice from the Attendance Grid.
7. You can customize the form's approval process, notification / email rules, and content (text, images, additional custom fields, etc):
   • Email Rules
   • Custom Fields
   • Markers
   • Images
8. Now verify that the form works. Go to Time & Attendance > Time Cards > and select any unlocked / un-approved timecard you have access too.  
9. Orange Pencils will test your Timecard Initiated Absence Request form setup.
10. Select an Orange Pencil that is highlighted green to launch your Absence Change Request Form. NOTE:  You can only Change a past and approved (highlighted green) Absence request.  

11. Select from the pop-up
    

    Figure 3 - change or view the form

12. Verify the above form appears on the Form* pulldown list
    
    Figure 4 - Run the form
13. If it does not, retrace the above steps again and if you still can't get it to work call or email support@frontedge.com