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Administrator Guide
Last Updated: 2024-08-09
Steps: Set Up Time Off Notifications

Steps: Set Up Time Off Notifications

You can create and send automated email and mobile time off notifications for:
  • Workers who you want to remind to take time off, based on specific criteria.
  • Managers and administrators who have time off requests requiring their approval.
You can also run reports with completion analytics to report on who has taken action on the notifications within a specified time period.
  1. Copy and modify a standard report based on the Worker business object as a basis for the notification recipient audience. Example: Create a copy of the
    Time Off Approvers with Events Awaiting Action
     report and share with absence administrators.
    Security:
    • Indexed Data Source: Workers
       domain in the Staffing functional area.
    • Worker Data: Time Off (Time Off)
       domain in the Time Off and Leave functional area.
  2. Access the
    Edit Tenant Setup - Notifications
     task.
    Security:
    Set Up: Tenant Setup - BP and Notifications
     in the System functional area.
  3. Select the
    Absence Management
     tab in the
    Notification Delivery Settings
     section to override the parent notification type delivery settings. Workday mutes email and push notifications for the routing rule by default.
  4. Unmute email and push notifications.
    1. In the
      Rule
       prompt, select
      Notification Routing Rule for Notification Parent Type Absence Management
       rule.
    2. From the related actions menu of the rule, select the
      Notification Routing Rule for Notification Parent Type Absence Management
       link in the pop-up window.
    3. On the
      View Notification Routing Rule
       report, select
      Notification Routing Rule
      Edit
       from the related actions menu of the rule.
    4. Click
      Add
       to add notification channels.
    5. Select
      Email
       in the
      Channel
       prompt and
      Immediately
       in the
      Default Frequency
       prompt to enable email notifications.
    6. Select
      Mobile Push Notifications
       in the
      Channel
       prompt and
      Immediately
       in the
      Default Frequency
       prompt to enable mobile push notifications.
  5. (Optional) Access the
    Create Distribution Time Period
     task.
    Create custom time periods that you can select in the
    Content
     prompt when you create scheduled distributions for absence management or time tracking. When you run the
    Scheduled Distribution Report
    , Workday uses these time periods to determine if workers took action on the notification on time. Example: You can create a custom time period that Workday uses to look forward by 10 days to search for time off event requests.
    Security:
    Administer Scheduled Distribution
     domain in the System functional area.
  6. Access the
    Create Scheduled Distribution
     task.
    Enter the distribution
    Item Details
    .
    1. Select the notification
      Content Type
      .
      • When you select
        Request Time Off
        , Workday sends notifications to workers to remind them to take time off. The notifications in
        My Tasks
         direct workers to the
        Request Absence
         task.
        When you select
        Review Time Off
        , Workday sends notifications to managers and administrators who have time off requests that require their approval. The notifications in
        My Tasks
         enable managers or absence partners to review requests for approval.
    2. Under
      Content
      , select the time period that you want to use to drive the completion status analytics when you run the
      Schedule Distribution Report
      .
      Workday filters based on the dates of the worker's time off requests. You can select:
      • A custom distribution time period.
      • Last 14 Days
         to filter based on time off requests where the time off falls within the previous 14-day period.
      • Last 7 Days
         to filter based on time off requests where the time off falls within the previous 7-day period.
      • This Month
         to filter from the first day of the month.
  7. Complete the scheduled distribution
    Audience
     details.
    Select a saved audience or create a new audience. From the
    Type
     prompt, select:
    • Organization
      , if you selected
      Request Time Off/ Request Absence
      for
      Content Type
      .
    • Custom Report
      , if you selected
      Review Time Off
       for
      Content Type
      , and your custom report based on
      Time Off Approvers with Events Awaiting Action
      . In the
      Report Criteria
       section, filter the audience results by specifying report field values such as:
      • Coordinated Time Off Type
      • Start Date
      • End Date
    When defining audiences for scheduled distributions, consider that the time periods in your report criteria make sense in terms of the content time period that you selected under
    Content
    .
  8. Complete the
    Setup
     details.
  9. Complete the
    Messages
     details to define the time off notification message content for each channel.
  10. For
    Distribution Frequency
    , select a
    Run Frequency
     to specify how often you want to send the notification.
  11. Complete the
    Schedule
     details by naming the request and initiate the schedule distribution job.
  12. Create a new custom report or access a Workday-delivered standard report that allows you to report on scheduled distributions. Example: You can edit the report named
    Scheduled Distribution Report
    .
    Ensure your report has a row that includes the
    Completion Status
     report field on the
    Connect Record
     business object.
    Security:
    Modify
     access on the
    Administer Scheduled Distributions
     domain.
After the scheduled distribution runs, run the scheduled distribution report to check whether workers, managers, and administrators took the appropriate action in the specific time period. When the content type for the notification is:
  • Request Time Off/ Request Absence
    , the
    Completion Status
     report field returns true if the notification recipient has created a new time off entry within the time period.
  • Review Time Off
    , the
    Completion Status
     report field returns true if the notification recipient no longer has any time off events requiring their approval within the time period.