Sometimes, a workflow is not completed by the user, which prevents the manager from receiving the expected request. We recommend asking the employee to check their task list for any running tasks that may still require action.
To confirm if this is the cause, you can follow the relevant steps below to check the stage the workflow has been left by the employee.
If the date the absence request/amendment request/cancellation request is known
In the Admin Tool, click Workflow Log.
Change the date range of the shown records, using the filters on the right, to the date of the request.
🤓 Tip: You will need to filter for the date the workflow was first started.
Look for a Running Workflow with the affected employee's username as the Initiator.
Double-click on the workflow record associated with this request.
At the bottom of the window in the Stages section, double click on the top stage record (usually a form).
This will tell you who the task is sitting with, and what they need to do to complete the workflow.
If the date of the absence request/amendment request/cancellation request is not known
To find when an absence was first created, follow the steps below.
In the Admin Tool, click Import/Export Data.
Click Create an export definition.
Click Select the data to export.
Change the database to SelectHR.
Log in.
Copy the below SQL:
SELECT TOP 100 PERCENT Person.Snapshot.[Person Number],
Person.Snapshot.[First Name],
Person.Snapshot.Surname,
Person.Snapshot.[Effective Status],
Absence.History.[Absence Number],
Absence.History.[Absence Start Date],
Absence.History.[Absence End Date],
Absence.History.Workflow,
Absence.History.[Created Date]
FROM Person.Snapshot
INNER JOIN Absence.History ON Person.Snapshot.[Person Number] = Absence.History.[Person Number]
WHERE Person.Snapshot.[First Name] = 'CHANGEME'
AND Person.Snapshot.Surname = 'CHANGEME'
ORDER BY Absence.History.[Created Date] DESCIn the top left of the data export window, click Options, Paste SQL from clipboard.
Change the First Name and Surname criteria to match the First Name and Surname of the employee.
Click Data.
Find the Absence that the request has not been received for, and make a note of the Created Date. We recommend taking a screenshot as this is easier to refer to.
Exit the export function, and go back to the Admin Tool home page.
Under Workflow, click Workflow Log.
Change the date range of the shown records, using the filters on the right, to the Created Date against the impacted absence record.
Look for a running workflow with the affected employee's username as the initiator.
If there is a workflow instance
Double-click the workflow record.
Double-click the top-most stage in the Stages section.
This should tell you which user currently owns this task and what needs to be done to progress or complete the request (e.g, complete the form).
What if no user is assigned to the authorisation task?
This would indicate that the manager to whom the request was meant does not have a user account or email address against their record.
As a result, the message and the authorisation task have no way to identify which user should receive the task, meaning you end up with the workflow in a blocked state. You will need to manually assign the task to the appropriate user to action.