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Administrator Guide
Last Updated: 2023-06-23
Example: Create Condition Rules for Absence Occurrences

Example: Create Condition Rules for Absence Occurrences

Workday enables you to control data entry based on absence occurrences. This example illustrates how to create step condition rules on the
Request Time Off
 business process to validate time off requests. However, you can configure the same condition rules for these Absence and Time Tracking business processes, where necessary:
  • Correct Time Off
  • Enter Time
  • Request Leave of Absence
  • Request Time Off
  • Request Return from Leave of Absence
Example: You're an Absence administrator for Global Modern Services. You want to create step condition rules to:
  • Require attachments such as a medical certificate when workers are absent 7 calendar days or more.
  • Prevent workers requesting absence based on the number of occurrences already in the calendar year.
  • Require that workers take a block of time off that includes at least 10 consecutive working days during the calendar year.
Enable absence occurrences for the absence types that you want to validate in the requests such as specific:
  • Absence tables.
  • Time offs.
  • Leave types.
  • Custom types.
Security: These domains in the System functional area
  • Business Process Administration
  • Custom Field Management
  • Manage: Business Process Definitions
  1. Access the
    Create Calculated Field
     task.
    Create a calculated field that checks whether the length of an absence occurrence is greater than or equal to 7.
    1. Enter these values:
      Field
      Value
      Field Name
      Absence Occurrence with Length greater than or equal to 7
      Business Object
      Coordinated Absence Event
      Function
      Lookup Field with Prompts
    2. Click
      OK
      .
    3. On the
      Calculation
       tab, select the
      Length of Current Absence Occurrence Matches
       report field from the
      Source Field
       prompt.
    4. In the
      Prompts for Source Field
       grid, enter these values:
      Prompt Field
      Value
      Length Attribute
      Calendar Days
      Absence Occurrence Type
      Select the absence type. Example:
      Monthly Time Off
      .
      Length Value
      7
      Length Attribute Operator
      greater than or equal to
  2. Click
    OK
     and
    Create Another Calculation
    .
    Create a calculated field that checks whether the worker already has an occurrence for a specific absence type in the calendar year.
    1. Enter these values:
      Field
      Value
      Field Name
      Absence Occurrence Event in the Calendar Year
      Business Object
      Coordinated Absence Event
      Function
      Lookup Field with Prompts
    2. Click
      OK
      .
    3. On the
      Calculation
       tab, select the
      Count of Absence Occurrences Matches
       report field from the
      Source Field
       prompt.
    4. In the
      Prompts for Source Field
       grid, enter these values:
      Prompt Field
      Value Type
      Value
      Start Date
      Determine Value at Runtime
      First Day of This Calendar Year
      End Date
      Determine Value at Runtime
      Last Day of This Calendar Year
      Length Attribute
      Specify Value
      Workdays
      Count Operator
      Specify Value
      greater than or equal to
      Absence Occurrence Type
      Specify Value
      Select the absence type. Example:
      Absence Table Sample (Days)
      .
      Length Attribute Operator
      Specify Value
      greater than or equal to.
      Count of Occurrences
      Specify Value
      2
  3. Click
    OK
     and
    Create Another Calculation
    .
    Create a calculated field that checks that the worker has requested a block of time off during the calendar year with at least 10 consecutive days.
    1. Enter these values:
      Field
      Value
      Field Name
      Absence Occurrence with Length of 10 or more in the Calendar Year
      Business Object
      Coordinated Absence Event
      Function
      Lookup Field with Prompts
    2. Click
      OK
      .
    3. On the
      Calculation
       tab, select the
      Count of Absence Occurrences Matches
       report field from the
      Source Field
       prompt.
    4. In the
      Prompts for Source Field
       grid, enter these values:
      Prompt Field
      Value Type
      Value
      Start Date
      Determine Value at Runtime
      First Day of This Calendar Year
      End Date
      Determine Value at Runtime
      Last Day of This Calendar Year
      Length Attribute
      Specify Value
      Calendar Days
      Count Operator
      Specify Value
      less than or equal to
      Absence Occurrence Type
      Specify Value
      Select the absence type. Example:
      Sample Custom Occurrence
      .
      Length Value
      Specify Value
      10
      Length Attribute Operator
      Specify Value
      greater than or equal to
      Count of Occurrences
      Specify Value
      1
    5. Click
      Done
      .
  4. Access the
    Request Time Off
     business process definition.
    Add the calculated fields that you just created to a condition rule on the business process.
  5. From the related actions menu of the initiation step, select
    Business Process
    Maintain Step Conditions
    .
  6. Add a row to the
    Validation Conditions
     grid for the first condition.
    1. Select
      Create Condition Rule
       from the
      Rule
       prompt.
    2. In the
      Description
       field, enter:
      Absence Occurrence is 7 or more days and there is no attachment.
    3. Define the
      Rule Conditions
      .
      And/Or
      Source External Field or Condition Rule
      Relational Operator
      Comparison Type
      Comparison Value
      And
      Attachments
      is empty
      Value specified in this filter
      And
      Absence Occurrence with Length greater than or equal to 7
      equal to
      Value specified in this filter
      Select the check box.
    4. Select the
      Warning
       option in the
      Severity
       field.
  7. Add a row to the
    Validation Conditions
     grid for the second condition.
    1. Select
      Create Condition Rule
       from the
      Rule
       prompt.
    2. In the
      Description
       field, enter:
      Only 1 Absence Occurrence of this type allowed per calendar year.
    3. Define the
      Rule Conditions
      .
      And/Or
      Source External Field or Condition Rule
      Relational Operator
      Comparison Type
      Comparison Value
      And
      Absence Occurrence Event in the Calendar Year
      equal to
      Value specified in this filter
      Select the check box.
    4. Select the
      Critical
       option in the
      Severity
       field.
  8. Add a row to the
    Validation Conditions
     grid for the third condition.
    1. Select
      Create Condition Rule
       from the
      Rule
       prompt.
    2. In the
      Description
       field, enter:
      At least 1 Absence Occurrence of this type in the calendar year is 10 workdays or more.
    3. Define the
      Rule Conditions
      .
      And/Or
      Source External Field or Condition Rule
      Relational Operator
      Comparison Type
      Comparison Value
      And
      Absence Occurrence with Length of 10 or more in the Calendar Year
      equal to
      Value specified in this filter
      Select the check box.
    4. Select the
      Warning
       option in the
      Severity
       field.
When workers request time off, Workday displays an:
  • Alert if the absence occurrence is for 7 calendar days or more and they don't attach a supporting document.
  • Error message that prevents them submitting the request, if they've already requested that absence type in the same calendar year.
  • Alert if the absence occurrence is for less than 10 consecutive workdays during the calendar year.