Introduction/Purpose:

The purpose of authorized absence in HRMS is to accurately track and manage various types of approved absences or time-off for employees within an organization. Authorized absence refers to any planned or approved time away from work that is granted to employees based on company policies, employment agreements, or legal regulations

Dependency:

• Employee Name: The “Employee name” field in the Authorized Absence refers to the full name of the Employee applying for the leave request.

• Work Type: The “Work type” field is a field in the Authorized Absence that allows the user to choose the work type such as Remote work, Official Assignment, Training Leave etc.

• Work Type Reason: The “Work type reason” field in the authorized absence is used to specify the reason why the employee chose authorized absence.

Process Flow:

How To Navigate:

The navigation to record an Authorized Absence in the HRMS system typically involves the following steps:

• Click on the main navigation icon: The main navigation icon is located on the top right corner of the screen then click on the Leave Management section which is located on the left side menus on the screen.

• Click on the authorized absence: The authorized absence which is located in the transactions under leave management. After clicking on this link you can navigate authorized absence listing.

Listing:

The authorized absence allows users to view all approved & pending authorized absence records. The key features of the authorized absence listing are included below:

• Record Filter: The filter option allows users to filter the list of records based on visible columns

• Show All Listing Columns: This option lets the user clear all Filters and display all records on the Listing page.

• Import Leave Sheet: The “Import Leave Sheet” field is a feature that enables employees to import a predefined or pre-populated authorized absence sheet.

• Advance Search: This option allows users to filter data with single or Multiple criteria in Column Name with options like
  • Equal
  • Not Equal
  • Begins, 
  • Does Not Begin with
  • Ends With
  • Does Not End with
  • Contains
  • Does Not Contain.

• Export Data: Selected Records, Current Page records or All records can be exported by users with listed Columns or All Columns to a spreadsheet or other file format for further analysis or reporting.

• Delete: The Delete option allows the user to delete the record. The user first has to select at least one record; otherwise, the system will give an error message “Please select at least one record”.
  • After clicking on the delete button, a pop-up message will appear: “Are you sure you want to delete the selected record?”
  • Along with this message, the user can perform the following actions:
    • Delete: This option allows the user to delete the selected record.
    • Cancel: This option allows the user to cancel the selected record and go back to the Authorized Absence listing.

• Hide/Show Column:
  • This option allows users to customize columns by adding/removing columns to display from the Listing page.
  • In this option user have to select the column which they want to view in the list, if the user unchecks/unselect all column then the system will give an error message that “Please check at least one column”
  • The user can view the following action in this section
    • Ok: On clicking the “Ok” button, the user can submit the checked option, and based on the selection, the column will display to the user in the list.
    • Cancel: On clicking “Cancel “button the user can cancel the check column

Recording & Update:

Users can add “New authorized absence” request by clicking the “Add new” button and filling in the required fields

• Employee Name: The “Employee name” field in the Authorized Absence refers to the full name of the Employee applying for the leave request.

• Work Type: The “Work type” field is a field in the Authorized Absence that allows the user to choose the work type such as Remote work, Official Assignment, Training Leave etc.

• Mode: The “Mode” field in the Authorized Absence is used to choose the mode of work type such as permanent or temporary.

• Start Date: The “Start date” field in the Leave request indicates the Start date of the Authorized leave.

• End Date:  The “End date” field in the Leave request indicates the End date of the Authorized Leave.

• Work Type Reason: The “Work type reason” field in the authorized absence is used to specify the reason why the employee chose authorized absence.

• Location: The “Location” field in the Authorized absence indicates the location of authorized work.
  • The user can perform the following action in this section:
    • Submit: The “Submit” option allows the user to submit the Authorized Absence record in the database.
      • Note: These Authorized absence records will get saved if No approval flow is defined and if any approval flow is defined it will go for approval to the respective approving authority
    • Discard: The “Discard” option allows the user to discard the record and no changes will get created if adding or changes will not get saved if updating.

• Action: The action option allows the user to edit the record if the record has not been approved or if the user is the final approver. Users can also view the Activity Log of that transaction.
  • Edit: On clicking the edit option user will able to edit the Authorized Absence record
    • The user will be able to perform the following action in this section:
      • Approve: This option allows the user to approve the Authorized Absence record when the request is pending.
      • Decline: This option allows the user to decline the Authorized Absence record when it is pending.
      • Update: This option allows the user to update the Authorized Absence record when it is approved.
      • Discard: This option allows the user to discard the Authorized Absence record and does not change the selected record.

• Activity Log: In the Activity Log option, the user can view the transaction history of Authorized Absence, such as
  • Status (pending, Submit for Approval,  approved).
  • Time and Date of Transaction
  • Execution time