*** BETA FEATURE***
Though visible in general release, this is a new feature. Some features may be added or removed. Changes to the screens and/or workflows may occur prior to final release.
The feature allows your team to seek approval for a meeting from a defined person. This feature is designed to use for a public PTO or Out of Office request, but is available for all calendar meetings on both public and private calendars. As it is a calendar event, the request can be for any length of time, up to All Day, for a single day or for multiple days.
As this was designed more for a Vacation or PTO/OOO calendar, the below workflow describes the setup and use based upon setting up a Vacation calendar and events.
1. Meeting Type: Menu>Admin/Manager>System Setup>Contact Management>Meeting Type
a. click Insert Row> type in Name. ex. Vacaction
b. check Use Approval Process
c. optional: if you would like to track, the type of PTO/OOO or other information, use the Custom Fields: Edit to add custom fields to the meeting type.
2) Notifications: Menu>Admin/Manager>System Setup>Transaction Preferences>Notifications Options: System Notification Messages
a. check Meeting Approvals>SAVE
3. Calendar Setup: Menu>Everyone>Calendar>...more>Display Options>Public Calendars>+ Create new Public Calendar
a) Fill in Calendar Name: ex. Vacation or PTO/OOO
b) check Block Out Attendees Only
c) Required Meeting Type: select the type defined in step #1 for approval
d) Security>+ add all appropriate security groups you want to all to "edit" the calendar
NOTE: A new calendar will also be auto-created under My Calendars: Meetings To Approve.
Approvers can select to display this calendar to see any PTO Requests that have been sent for approval.
3. Setup Employee: Menu>Admin/Manager>Employees> select employee record>Accounting> Set Meeting Approver
NOTE: There is only one defined approver for the PTO/OOO request. The request cannot be routed to other people for approval. Once the approver is set on a submitted request, it cannot be changed. It will remain with the original approver until approved/rejected.
Add PTO/OOO Calendar to View: Menu>Everyone>Calendar>...more>Display Options>+Select More Calendars To View
a) check Public: PTO/OOO calendar created above>Add Selected
Add Notification: click on Name>Default Settings>Notifications Message Settings
a) check Meeting Approvals>X
b) click SAVE
Create and Submit Event for Approval: + > Everyone>Meeting
a) Fill in Subject
b) Select Date/Time or check All Day. If requesting a multi-day, check All Day prior to selecting the Start and End Dates
c) Enter Description
d) Calendar: Select the PTO/OOO calendar created above
e) Check BLOCK OUT
f) click SUBMIT
e) click SAVE
NOTE: If a Project and Task are entered, the requestor can add time directly to the meeting and tracked to the proper PTO/OOO project.
Once the requestor clicks submit, the meeting will be sent to the Approver setup on the Employee record. The Approver will receive a notification as a popup and within the Bell icon. It will also be visible on the Meetings to Approve calendar
a) click Bell
b) click Items To Approve>Meetings To Approve
c) click Meeting "name"
d) enter Comments
e) click Approve/Reject
Meetings To Approve
This calendar is automatically added to any meeting approvers' calendar view. The approver can hide/display as needed. The calendar will display meetings that have been submitted for approval. Once approved, the event will only be shown on the "public vacation" calendar.
NOTE: The "public vacation calendar will display the meeting with the approval status: Not Submitted, Submitted, Rejected. Once approved, only the subject line will be displayed