In the Time Off Request component, select the Time Off Type (e.g. Vacation) first. The balance is displayed with the type. You can check the details with entitlements, and use via the history button in the top right corner (marker: 2).
When you change the Time Off Type, the History button will display the history of the selected type.
As the next step, select a start date. If enabled, you can also select a start time for partial days, e.g. 2pm. If you just take the morning off, there is no need to enter a start time.
After that, you can
- Enter the end or last date of the time off
- Enter the number of days
- Enter the number of hours
Internally, we always calculate the hours, e.g.
- from start and end date
- convert days to hours (based on the daily Capacity in Resource - default 8h)
Note that your administrator could hide certain fields like Start Time, Requested Days, etc.
When you click Check, we calculate and display all the information:
Review the information (change if necessary) and press Submit.
The request is then saved and submitted.
You can view the time off record when you click on the (green) link.
When calculating the end date - from start date and hours (or the hours from start and end date), weekends and Holidays are considered.
Define the Holidays in > Setup > Company Settings > Holidays
Note that you can set up different Holidays, e.g. for different countries as well as create Holiday Time entries
When you enter a start date with e.g. 4 hours (and no start time), the system assumes that you take off the morning.
For the hours per day, the entry Capacity/day in the Resource record is used. If not entered, it is 8h.
The start/end time is based on the Business Hours - > Setup > Company Settings > Business Hours
If no record is found or the day is 24h (default), the system assumes: 9am - 6pm (9h with 1 hour lunch)
- morning 9am-1pm (4h) - afternoon 2pm-6pm (4h).
The Time Off entries/time is published in the personal calendar.
The Request is displayed with the approval status - here for the (1) personal calendar and (2) public calendar (see below). When partial days are requested, the time is displayed based on the start time and business hours.
The entry is removed when the request is deleted, canceled, or rejected.
You can set up a public Calendar and publish the Time Off request in addition to the personal calendar to a public one.
To set this up:
- Select/create a Public Calendar
> Setup > Calendar Settings > Public Calendars and Resources
In the calendar Sharing Settings, make sure that users can "Show Details and Add Events"
- In Accorto Settings
> Setup > Custom Cide > Custom Setting -- Manage Accorto Settings
enter the Public Calendar Name in field "Time Off Public Calendar"
Add the "Time Off Request" component to a Page (Edit Page), e.g. Home Page.
In the Page Setup, you can restrict the Time Off Types the user can select from.
What fields are displayed, is defined in the Accorto Settings
> Setup > Custom Settings -- Manage Accorto Settings
- Time Off Show End Date
- Time Off Show Hours
- Time Off Show Request Days
- Time Off Show Start Hours -- for partial days
Also, set up an Approval Process for the Time Off object.
To request Time Off in the Salesforce Classic UI
- Go to the Tab Time Off Request and enter the info
- - or go to the tab Time Off View and click on the "New Time Off Request"
- - or go to the Tab Times Off and click New
(note the classic UI does not handle start time as in the lightning UI)
Enter the request in days or hours. If entered in days, the request is converted to hours based on the daily Capacity in Resource. You can setup the system, so that the hours are not displayed.
The records created in Tab Time Off Request are automatically submitted, if created manually, submit your Request for approval.
You can check your requests
- tab Time Off Request - view history and current balance
- tab Time Off View - with the history and current balance
- Salesforce Calendar
You record your vacation / time off by selecting a Vacation Project or Activity Type in the Timesheet. Once the time is approved, a Use Record Type (rather than Request) is created.
You can modify the Time Off request as follows:
- Cancel the Time Off - this removes the impact on the Vacation balance
- Create a new Time Off request with a negative value in days or hours - e.g. for partial cancellation of a previous time off request
When you take the the Vacation, it is entered via the Timesheet (using a Vacation Project or a Vacation Activity Type). An actual record is created as a separate "Use" record.
The Request record is set to 0 - so there is no need to cancel the request, if the Time Off request was not taken. Once the time is passed for the request, the hours are set to 0 (you can still view the requested hours). In that sense the request is just the placeholder until the actual Use record is created.
You can view the originally requested hours (Orig in the tab above). When the Time Off request is rejected or cancelled, the hours impacting the balance are also reset with the original hours copied for information.
Time Off requests have the following Record Types:
- Request (entered by the user)
- Entitlement (generated from Time Off Accruals)
- Earned (generated from Time Off Accruals)
- Use (generated from T&E entries)
- Adjustment (manual administrator entry)
- Admin Layout - with access to all Time Off Record Types
- Vacation Layout - with access to Request only
(in section Page Layouts, click on the Page Layout Assignment button)
By default, the Vacation Layout is assigned to all profiles, just the Administrator has the Admin Layout.
Project - Payroll Code
You create the actual use link as follows:
In tab Payroll Codes, create or se a payroll code with the Indicator "Vacation" selected.
Create or select a Vacation Project, by selection the Payroll Code in tab Projects.
Alternatively, you can use an Activity Type and select the Vacation Payroll Code there.
A background process creates the link from the T&E Item with a Use record.
To schedule the process, go to Setup > Develop > Apex Classes and click the "Schedule Apex" button
- Enter a name
- Select the TimeOffActual Apex class
- In Frequency select Weekly
If the actual vacation use does not show, make sure that the the vacation time is reported with a project or activity type with a Vacation payroll ode.