This 'how to' can be recreated in either Nintex Workflow for SharePoint 2016, Nintex Workflow 2013 or Nintex Workflow 2010.
A leave request is a simple business process which Nintex Workflow can automate to enable employees to apply for time off work online. Once this workflow has been created and set off, it will acknowledge receipt of the leave application, send a request for approval to the user’s manager and act on the manager’s decision.
For the purpose of this workflow, a SharePoint list must be created. Ensure that suitable columns are available in the SharePoint list. These are data fields that will be used in the workflow. In this tutorial will need:
For information on how to create the SharePoint list for the leave request workflow please see here.
Once you have your SharePoint list created, we can begin on designing the workflow itself. Open the SharePoint list, where you want to create the workflow on. In the Ribbon, select Workflow Settings, and click on Create a Workflow in Nintex Workflow.
Select the Blank template and click Create.
Use a Send Notification action to send an email to the initiator acknowledging receipt of the request.
Select and drag a Send Notification workflow action onto the design canvas. Double-click on the send notification action to open the configuration dialog. In the To field, click the Lookup Icon.
Select the Lookup section and click Initiator. Click Add and OK.
In the Subject field, type "Leave Request".
In the email body text box, type the following message. "Your leave request has been received and forwarded to Manager's Display Name for review". Note: Use the Insert Reference icon to locate the Manager's Display Name value in the Common tab, to compose the message as below.
Type "Leave Details" into the textbox and then "Type" on the next line. Click on the Insert Reference icon and select the Item Properties tab. Click on Leave Type and then OK.
Press the return button to start on a new line. Repeat to insert Start Date and End Date and compose the message as shown below.
Click on the General tab and then Save.
Use the Request Approval workflow action to inform the selected user/approver of the leave request.
The next step is to configure a Send Notification action to inform the initiator of a rejected leave request.
Now we can also add a Send Notification action to inform the HR Manager that leave has been approved for the employee.
Note: Use the Insert Reference icon to locate the Initiator’s display name, Manager, Leave type, Start Date and End Date values in the Item Properties tab.
Instead of configuring the Send Notification action from scratch, we can copy the Send Notification action on the left-hand side of the Request Approval branch, to the right-hand side and then update the action as required to inform the initiator their leave request has been approved.
The workflow is now ready to use.
Done here? Move on to the next tutorial>> Starting your Workflow
Forgive me but this tutorial is supposed to be for "all products" however not for Nintex for Office365 since the [Request Approval] workflow action does not exist. Instead there should be a section for Office365 that gives steps to the [Assign a Task] action,
can you confirm ?
Hey Francois, this tutorial is applicable to Nintex Workflow 2010 and Nintex Workflow 2013. For Nintex Workflow for Office 365 please refer to Create a Leave Request Workflow in Nintex Workflow for Office 365
Hi Emily, thank you for this. I am a complete Nintex Newbie steadily working my way through the tutorials I have a question on your leave application, can this work flow instance when looking at start and end dates automatically ignore weekends when calculating a total leave days figure, to go further could it be trained to look up a list of public holidays for that year to ignore PH's falling in the leave application period?
Thank you in advance for your response.
Yes it can be.
What rules you decide to apply to dates before your workflow proceed is up to your business logic, for instance you may have a duration calculation that computes the number of working days taken with conditions taking into account if Bank holidays are within the range (compare a collection of dates to the interval from-to dates), the whole logic needs to be added for 'odd days' but essentially yes you can do what you want.
It would be very helfpul if this could be expanded to handle modifications to approved requests. Our Leave Request workflow also creates an item in another main calendar. Struggling to figure out how to modify this workflow to handle:
..that then update an existing request accordingly, or delete it if rescinded.
James Anderson why don't you start a new discussion in Getting Started describing your current process and what you need to change - that way people will see it as an open question and respond.
Were you able to get this working - to get your modified leave requests to update in a different calendar? Also to remove from the other calendar if the request is deleted ?