Steps: Set Up Time Off Notifications

Set Up Mail Servers for Email Notifications.

Set Up Mobile Push 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.

Copy Reports.

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.

Access the

Edit Tenant Setup - Notifications

task.

See: Reference: Edit Tenant Setup - Notifications.

Security: Set Up: Tenant Setup - BP and Notifications
in the System functional area.

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.

Unmute email and push notifications.

In the

Rule

prompt, select Notification Routing Rule for Notification Parent Type Absence Management
rule.

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.

On the

View Notification Routing Rule

report, select

Notification Routing Rule

Edit

from the related actions menu of the rule.

Click

Add

to add notification channels.

Select Email
in the

Channel

prompt and Immediately
in the

Default Frequency

prompt to enable email notifications.

Select Mobile Push Notifications
in the

Channel

prompt and Immediately
in the

Default Frequency

prompt to enable mobile push notifications.

(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 from the date of the notification to search for time off event requests.

Security: Administer Scheduled Distribution
domain in the System functional area.

Access the

Create Scheduled Distribution

task.

Enter the distribution

Item Details

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 include a link or an Inbox button that directs workers to the Request Time Off
or Request Absence
business process.

When you select Review Time Off
, Workday sends notifications to managers and administrators who have time off requests that require their approval. The notifications include a link or an Inbox button that directs the manager or absence partner to their Inbox for approval.

Under

Content

, select the time period that you want to include in the search:

A custom period.

Last 14 Days
to search minus 14 days from the date you send out the notification.

Last 7 Days
to search minus 7 days from the date you send out the notification.

This Month
to search from the first day of the month to the date you send out the notification.

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
in Step 7.

Custom Report
, if you selected Review Time Off
in Step 7, 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 in Step 7.

Complete the

Setup

details.

Complete the

Messages

details to define the time off notification message content for each channel.

For

Distribution Frequency

, select a

Run Frequency

to specify how often you want to send the notification.

Complete the

Schedule

details by naming the request and initiate the schedule distribution job.

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.

Set Up Mail Servers for Email Notifications

Set Up Mobile Push Notifications

Create Email Templates

2020R2 What’s New Post: Scheduled Distributions in Absence Management