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How does the Time Off Request work?

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Posted on by Community Member Microsoft Employee

In Dynamics 365 it is possible to create a "Time Off Request". On the entity "Resource" you can chose whether these "Time Off Requestes" need to be approved first or not. (see Image below)

It says: "Necessary to approve Time Off Requests" | "NO".

If "NO" is selected the requests are approved and set to "inactive" automatically. The problem is that I want to control myself (with a workflow) when and how these requests are approved or not. My question is how does this system work in the backend?

Im grateful for any insights.

Best regards

Jeki

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Fannie30 2,990 on at

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RE: How does the Time Off Request work?

Time Off Requests (TORs) work as the following: 1) if the Bookable Resource setting indicates they don't need Time Off Request approval, then all of their TORs are auto approved and set to inactive (I personally don't like this functionality at all). If it requires approval, then ONLY the manager of the User (yes - manager on the user record) can approve. Once it's approved, it's also set to inactive. There are web resources behind this functionality that are hard to play with or around nicely. If this doesn't suit your fancy, my suggestion would be a basic/custom entity to achieve the same where you can make it function for your organization.
Community Member Microsoft Employee on at

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RE: How does the Time Off Request work?

Thank you for your answer!

I want to create Bookable Resource Bookings from the Time Off Requests. The Bookings then get booked and the RSO should plan around them accordingliy.

To achieve that, a workflow is used. This is necessary for the following reason.

I extended the Time Off Request by a lookup field Substatus. Substatus is an entity which contains a name and a two option set.

The name describes the kind of Time Off Request (in this example (Holiday) and the two option set defines whether the Time Off Request with this Substatus has to be approved or not.

On the left the modified Time Off Request on the right the entity Substatus.

The logic I need goes like this:

If the resource has Necessary to approve Time Off Request set to "Yes" --> all requests need to be approved

If the resource has Necessary to approve Time Off Request set to "No" --> only the requests with a Substatus that demands approval has to be approved.

The resulting problem is, that in the seccond case all Time Off Requests are instantly approved and set to inactive. I cannot find any information about the inner workings to this approval process and it does not seem to be a workflow.

I am open to suggestions, maybe there is a more elegant solution to my problem.

Thank you and best regards

Jeki
Fannie30 2,990 on at

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RE: How does the Time Off Request work?

You are correct. Currently the Time off Requests, once approved (either by the user's manager or automatically) are set to inactive. It's very limited in terms of what else you can do. What is it you are trying to accomplish, when you say a workflow for when/how these are approved ?