Handling Existing Unavailability Requests

After running the search, all Unavailability Request records that meet the selection criteria are displayed.

To change the status of any of the listed transaction requests, complete the following steps:

1. Select all the records to update by checking the box to the left of each record.

2. Click on the folder of the first record to be viewed. The record details are displayed:

   • The information box at the top of the middle pane gives basic information about the transaction.

   • The middle section displays basic information on the transaction. The values in these fields are editable.

3. If using the Replace Activity feature, enter either the Activity Code or the Pay Code value to replace the activity code that would ordinarily be scheduled for this employee.

   Note  

   This feature only applies when running the scheduling process after the request has been approved.

4. In the Reviewer Comments field, enter any comments. For example, this field can be used to explain when the status is changed to Denied or Pending Review.

5. Click on the Approve, Cancel, Deny, Pending Review, Set Requested or Delete Request action button in the left pane to change the status of the selected request.

   • If the request is approved, the corresponding pages in the employee record are updated to include the entry information.

   • If the request is approved, the corresponding organization unit schedule is updated to include the unavailability request dates, if applicable.

   • Employees are notified of the change in status of their requests on their Home Page on the My Unavailability Requests card or on the Requests card on the employee TCS screen.

   • If employees have signed up to receive a notification when a request to work transaction is updated, the employee is sent either an email or a message. For more information, see Preferences > My Preferences > Event Subscriptions.

6. If an approved request overlaps existing schedules, the user is given the option to delete the overlapping schedules.

   • Click on the Approve Without Deleting button to leave the existing schedules intact OR

   • Click on the Delete Selected button to delete the schedules and remove them from the schedule screen.

7. Approved requests can be Canceled, which denies the authorization for the request but leaves a record in the system of the request.

The following related topics are available: Searching for an Unavailability Request Request Off Replacement Feature Adding an Employee Unavailability Request Adding an Employee Recurring Unavailability Request

Action Buttons

The following action buttons may be available in the left pane:

Approve

The Approve button is used to allow the employee to take the request.

Cancel

The Cancel or Cancel Selected status is used to withdraw one or more previously submitted requests.

Deny

The Deny button is used to inform employees that their request is not allowed.

 

The following edit options are available:

Add Calendar

The Add Calendar button is used to open a screen to add a new calendar entry to an existing calendar request.

Delete Request

The Delete Request button is used to delete a previously submitted request.

Cancel Request

The Cancel Request button is used to cancel the entire request and all the records included in the request. When a request is canceled, it is set to a status of Canceled but is still displayed in transaction screens.

Remove From Request

The Remove From Request button allows users to remove the selected entries from the request. For example, if an employee has a request with multiple, non-consecutive days, one or more of the days can be removed from the request.