Absence request workflows use absence approval rule recipients to ensure the correct user receives requests. The workflow is configured to use the same recipient as the email stages and the forms.
If your goal is for a request to reach specific recipients for certain employees, you could set up an override for any individual employee by creating a new recipient for their absence requests.
Change the recipients for the workflow approval rule
📌 Note: SelectHR is setup as standard to send holiday requests to an employee's manager.
To change the default recipient of all users' absence requests, follow these steps.
In the Configuration zone, click Workflow Approval Rules.
Click the record of the relevant Approval Rule.
On the right, click Edit.
A listing will now be displayed showing all options that can be chosen. These are as follows:
A Specific User: Used to send all approvals to a specific User. The user can be selected in the next step.A Specific User Group: Used to send all approvals to a specific user group (e.g HR group). The user group can be selected in the next step.
Employee's Head of Unit: Used to send all approvals to the employee's head of department.
Employee's Manager: Used to send all approvals to the employee's manager (system default)
Employee's Project Manager: Used to send all approvals to the employee's project manager
Employee's Supervisor: Used to send all approvals to the employee's supervisor.
Occupants of a Post: Used to send all approvals to a user within a specific post.
Select the appropriate recipient or group for the Workflow Approval Rule and on the right, click Continue.
The newly selected recipient or group will now be saved to the Approval Rule.
Additional information
The changes made to the recipient or group will not be retrospectively applied to workflows that are already running. Only workflows that are started after this change is saved will use the new recipient or group as the approver.
There are a number of workflows that specifically reference these rules. Before making any changes to the recipient or group in these approval rules, consider whether the specified recipient or group should be the approver for these workflows.
It is not possible to add an email address specifically to receive the absence requests. This is because absence authorisation has to be completed by a user account, and an email address is not a user account on SelectHR.