Evidence for absence requests

Your organization's absence policies may require evidence for some types of absence, such as sickness absence, parental leave, or jury duty.

By default, the time off request dialog in WX includes a file upload option for non-vacation requests. When the time off request is saved, the attached file is stored in a child record of the absence record. The Notes & Attachments related list for the absence record in the HR Manager Portal contains the attached files.

Settings in Absence Accrual Rule and Absence Accrual Seniority

WX displays the Evidence Message from the Absence Accrual Rule when the values set as limits for Evidence Maximum Length, Evidence Maximum Occurrence, or Evidence Maximum Total in Absence Accrual Seniority are reached.

Absence Accrual Rule fields

Field	Description
Evidence Message	Text. Used when evidence is required to support an absence. The Evidence Message is displayed to the team member and team member's manager when a defined value for this absence is reached. Set values as limits in the absence accrual seniorities for this rule. Ensure the required fields are in the Absence Manager Evidence field set; these fields are included in the manager's WX when the Evidence Trigger has been set. If you do not define a message, the standard message "Default Absence Evidence message" is used.

Field

Description

Evidence Message

Text. Used when evidence is required to support an absence. The Evidence Message is displayed to the team member and team member's manager when a defined value for this absence is reached. Set values as limits in the absence accrual seniorities for this rule.

Ensure the required fields are in the Absence Manager Evidence field set; these fields are included in the manager's WX when the Evidence Trigger has been set.

If you do not define a message, the standard message "Default Absence Evidence message" is used.

Absence Accrual Seniority fields

Field	Description
Evidence Maximum Length	Number. Trigger an alert for this type of absence if the duration of a single instance exceeds this value. If triggered: WX displays the Evidence Message defined for the absence accrual rule to the requester. Action event can be sent if configured. Select the event Evidence trigger. For example, to generate an evidence required message if a team member exceeds a period of 7 days for a single instance of sickness absence, set Evidence Maximum Length to 7.
Evidence Maximum Occurrence	Number. Trigger an alert for this type of absence if a new absence would mean the cumulative time taken exceeds this value. Cumulative time taken is measured over the Rolling Months value set in the absence accrual rule. If triggered: WX displays the Evidence Message defined for the absence accrual rule to the requester. Action event can be sent if configured. Select the event Evidence trigger. For example, to generate an evidence required message if a team member exceeds a total of 10 days compassionate absence over the Rolling Months period, set Evidence Maximum Total to 10.
Evidence Maximum Total	Number. Trigger an alert for this type of absence if a new absence would mean the cumulative time taken exceeds this value. Cumulative time taken is measured over the Rolling Months value set in the absence accrual rule. If triggered: WX displays the Evidence Message defined for the absence accrual rule to the requester. Action event can be sent if configured. Select the event Evidence trigger. For example, to generate an evidence required message if a team member exceeds a total of 10 days compassionate absence over the Rolling Months period, set Evidence Maximum Total to 10.

Field

Description

Evidence Maximum Length

Number. Trigger an alert for this type of absence if the duration of a single instance exceeds this value. If triggered:

WX displays the Evidence Message defined for the absence accrual rule to the requester.
Action event can be sent if configured. Select the event Evidence trigger.

For example, to generate an evidence required message if a team member exceeds a period of 7 days for a single instance of sickness absence, set Evidence Maximum Length to 7.

Evidence Maximum Occurrence

Number. Trigger an alert for this type of absence if a new absence would mean the cumulative time taken exceeds this value. Cumulative time taken is measured over the Rolling Months value set in the absence accrual rule. If triggered:

WX displays the Evidence Message defined for the absence accrual rule to the requester.
Action event can be sent if configured. Select the event Evidence trigger.

For example, to generate an evidence required message if a team member exceeds a total of 10 days compassionate absence over the Rolling Months period, set Evidence Maximum Total to 10.

Evidence Maximum Total

WX displays the Evidence Message defined for the absence accrual rule to the requester.
Action event can be sent if configured. Select the event Evidence trigger.

For example, to generate an evidence required message if a team member exceeds a total of 10 days compassionate absence over the Rolling Months period, set Evidence Maximum Total to 10.

Field set for Manager screens

Fields placed in the Absence Manager Evidence field set display in the manager view of time off requests in WX when the evidence related limits set in the Absence Accrual Seniority are met.

Action Event

The Action Event trigger Evidence is available for sending email notifications to the Team Member, manager, or HR to alert them when an absence request requires evidence.

To make sure the notifications are only sent when evidence is required based on the Absence Accrual Seniority limits, and the evidence flag is present, add the following condition:

Copy

fHCM2__Evidence_Trigger__c = "true"

Creating an Action Event provides more information about how to set up action events.