SAP Knowledge Base Article - Public

2548343 - Time off Workflow not Triggering When Initiator is Manager, Admin User or Employee

Symptom

Workflow configuration is enabled for a specific Time Type. The below situations can arise:

  • The system is triggering the workflow only if an employee requests their own Time Off but not if the Manager or Admin User is requesting on their behalf.
  • The system is triggering the workflow only if a Manager or Admin User requests Time Off for the employee but not if the employee is requesting Time Off.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

  • SAP SucessFactors Employee Central
  • Time Off

Reproducing the Issue

  1. Go to Admin Center
  2. Search for "Manage Time Off Structures"
  3. Select "Time Type" for first dropdown and select the Time Type where you need to configure the workflow
  4. Select Take Action -> Make Correction
  5. In the option "Workflow Configuration" select the workflow you have previously created and save it.

2017-10-12_15-12-41.png

  1. Proxy as the Employee and go to Time Off
  2. Request a leave, select the period and submit it. The system will trigger the workflow you configured under the Time Type.
  3. Proxy as the administrator or Manager, perform the same process, no workflow is being triggered.

Cause

This can be caused by either:

  1. The fields "Admin Workflow Configuration" and "Workflow Configuration" are not configured correctly on the Time Type.

OR

  1. The "Employee Time" rule also may be configured incorrectly.

Resolution

  1. Go to Admin Center
  2. Search for "Manage Time Off Structures"
  3. Select "Time Type" for first dropdown and select the Time Type where you have configured the previous workflow
  4. Select Take Action > Make Correction
  5. The option "Admin Workflow Configuration" is not filled out. Select a workflow for this option and save it. This workflow will trigger if the initiator is not the employee: 

    2017-10-12_15-33-59.png

 

  • If this does not fix the issue, it means that the rule that will trigger a workflow under "Employee Time" Object is not correct.
  • Follow the next steps in order to correct the issue:
  1. Go to Admin Center
  2. Search for "Configure Object Definition"
  3. Select object, then search for Employee Time (EmployeeTime)
  4. Go to Rules Section at the bottom of the page and open the rule related to workflow
  5. The rule does not specify what workflow the system will trigger in case the user that is logged in is not the employee

    Example:

    2017-10-12_15-41-55.png

    You need to add an "else" condition and it will look similar to this rule:

    2017-10-12_15-44-53.png

Note:

For simple scenario's where you want to trigger a workflow for admin or managers submitting leave for employee's, have a basic rule to trigger the workflow mentioned on the field admin workflow configuration.

For complex scenario's, a rule with a different workflow to cover different complex scenario's is covered.

You must always have a value in the admin workflow configuration field, but in this scenario the onSave rule can trigger which ever set of workflows you need.

You should always have a catch all in this rule though that points back to the workflow in this field.

It is to ensure consistency and ensures that a workflow is triggered that matches what is on the time type.

See Also

Keywords

 SF, Success Factors, EC , KBA , LOD-SF-EC-TIM , Time Off , How To

Product

SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HXM Suite all versions