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How to Create Leave Request workflow in SharePoint | Hubfly

Every organization big or small, would need an application to handle employee absence management. Most organizations would have dedicated leave management apps to handle vacations. Few companies out there might still be running on back and forth emails for leaves, but tracking becomes difficult as it should be handled manually.

SharePoint Leave Request Workflow explained

In today’s post let us see how we can build a Leave Request approval workflow in SharePoint. And the good point is that it doesn’t involve single line of code! If you are looking for a readymade solution, we have our Leave Request app.

Let us see, what we should consider before building the Leave Management workflow. The employee who submits the leave should be able to view only their requests. Managers should be able to check applied leaves of all employees mapped to them so that they can approve/deny. It should have options to view all leave requests applied, pending leaves etc.

The solution we offer doesn’t even need SharePoint designer. Just follow the listed steps so you could create a workflow for making Leave Requests.

STEP 1: DECIDE THE RIGHT WEB PART

Though you could use any SharePoint list to setup this, it is recommended to use Calendar list, Task List or start from a Custom List. Hope you guessed why we are suggesting Calendar List. Yes, we should have an option to show Leave Applications in a calendar view. The Tasks web part has Assigned To column which we can use for the Approving Manager field.

STEP 2: SETUP LIST CONFIGURATIONS

Now, it is time to setup your list configurations. Just follow the below steps as you read on.

a) Go to Versioning settings and enable versioning. This will be useful in case you need to review the Leave Request history.

Leave Request History.png

b) Next is to enable Content Approval on a list. This will help to add the required approval mechanism.

Content Approvel.png

c) Now go to Advanced settings and enable Content types 

Content Types.pngd) To allow only submitters and approvers to view the requests, go to Advanced settings and enable Item Level Permissions.

Item level Permission.png

e) Also enable Email notification so that we can send an email notification to the users whose name appears in the Assigned To column

Email Notification.png

f) If you see that there is no need for users to submit any attachments while applying for a leave request, you can choose to disable attachments in the Advanced settings. Else, you could leave that to default.

Attachments.pngg) Again, if you would like to restrict users to play with bulk edit you can choose not to Allow users to use quick edit.

Quick Edit.png

STEP 3: TIME TO CONFIGURE COLUMNS

Most of the columns that Tasks web part has are not required for our Leave Request workflow. We would only need few columns like Title, Start Date, End Date, Desc etc. You can hide the rest of the columns. To make more sense, change the column name descriptions so the users understand easily what the columns are meant for.

Column Configure.png

STEP 4: DELETE UNWANTED VIEWS

We have just got rid of the unwanted columns. Now it is time to get rid of views that are not required. After deleting, hide/show columns as required. You could also change names of views to be meaningful, something like All Leaves, My Leaves etc.

New Task.png

STEP 5: GET SET GO, SET UP ALERTS!

Whenever a leave request is assigned to a Manager (Assigned To column), they will be notified about the submission. Alert for submitter cannot be enabled when we enable Item Level Permissions. So, with that we have to compromise and go as such. Otherwise, if you alter the Item Level Permissions for notifying the submitter, anybody would be able to view the requests, which is not desired.

That’s it. Now, you have a fully functional Leave Request workflow system. Get ready to prepare a workflow following this guide and let us know if you are struck up somewhere. And, don’t forget to apply for a vacation and enjoy either!

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Salmanul Farish

Written by Salmanul Farish

Everybody mocks Salman for always living in Facebook, Twitter & Google. What else could a Search Engine Optimization guy do? But he goes well beyond that! An avid learner, always keeps himself updated with the ever-changing Google algorithms. Whenever he sees one of our pages dominating Page 1 in search engines, he is on top of the world!