Handling a Request to Work Record
After entering the search criteria and running the search, all Request to Work records that meet the criteria for the worked organization unit are displayed. Depending on the authorization role of the user, selected records can be viewed, handled, edited, or deleted.
Changing the Status of a Request to Work:
- Select all the records to update by checking the box to the left of each record.
- Click on the folder of the record to view first.
The upper section displays details about the requested work schedule. The lower section displays information about the employee submitting the request.
There is a text box for the supervisor to enter any 
Reviewer Comments with a notation for the change in status of a request, for example, why the request was denied or canceled.
Free-form text field for the reviewing user to give any additional information on this request, for example why it was denied.
- Check the box to the left of the record, then click on the Approve, Deny, Cancel, or Delete action button in the left pane to change the status of the selected requests.
- If the record is set to Approve, the system validates the scheduling rules, based on the Request to Work Selection Style.
Determines the selection style to be used when validating whether an employee is allowed to work requested schedules.
For example, the selection style may validate that adding the new schedule will not cause the employee to go into overtime, will maintain a minimum rest interval, etc. The rules included in each selection style are previously set up on the Selection Styles configuration screen with the Type of Edit Validation.
- If the request is approved, the corresponding organization unit schedule is updated to include the new schedule.
- All records are set to the new status. Employees can view the change in status of their requests on their Home Page on the My Requests to Work card and on the Requests card in the employee TCS screen. The Status Icons are updated.
The icons under the Status column indicate the status of the request:
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Approved
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Indicates the supervisor has approved this request.
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Canceled
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Indicates this request was canceled by either the supervisor or the submitting employee.
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Denied
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Indicates this request was denied by the supervisor.
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Requested
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Indicates that this request has not been handled yet.
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Pending Review
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Indicates that this request has been seen by the supervisor, but has not yet been handled.
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The Requests card opens a listing of all requests, including Unavailability and Recurring Unavailability requests submitted for the employee. The requests are sorted by status (e.g. requested, pending review, etc.) and then by type (e.g. unavailability, trade, etc.)
- Click on the card arrow to the right of a specific request to open and view the details.
The following icons or fields are displayed on this card:
Note
The note icon 
indicates there is a note, which is the text entered in the Reason field by the employee for the request.
Status
The icons under the Status column indicate the status of the transaction request:
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Approved
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The request is approved by the supervisor, and is added to the employee schedule.
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Canceled
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The request is canceled by either the supervisor or the employee. The system saves a record of the transaction.
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Denied
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The request is not allowed by the supervisor.
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Requested
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The request has been submitted and is pending approval or denial from the supervisor.
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Pending Review
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The supervisor is indicating he or she has seen the request but hasn't updated the status.
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Type
The icons under the Type column indicate the type of transaction:
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Unavailability
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This icon indicates a single transaction or time frame for unavailability (for example, vacation).
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Recurring Unavailability
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This icon indicates a recurring cycle of unavailability on specific days of the week (for example, for a Continuing Education class).
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Start Date
The date the unavailability request begins.
End Date
The date the unavailability request ends.
Days
The days of the week included in a recurring unavailability request.
Reviewer Comments
Notes entered by the supervisor reviewing the request. For example, if the request is denied, this field could contain the reason for the denial.
Status
The current approval status of the request (approved, denied, pending review, canceled, or requested).
The My Requests to Work card lists the status of requests submitted by the employee to work available schedules.
- Click a folder to the left of a specific request to view the details, or to edit or cancel requests that have not been approved or denied.
- Once a request has been viewed, click the box to the left of the record to enter a check mark, and then click the Hide Selected button. The request is now hidden on the card and will no longer display. If the status of the request changes, the record will again be displayed on this card.
The following fields are displayed on this card:
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Folder
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Click on the folder icon to open the record and view the details.
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Selection Box
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To select records to hide (once they have been viewed), click on the selection box to enter a check mark. Then click on the Hide Selected button.
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Status
The icons under the Status column indicate the status of the trade request:
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Approved
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The request is approved by the supervisor, and is added to the employee schedule.
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Canceled
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The request has been canceled by either the supervisor or the employee.
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Denied
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The request is not allowed by the supervisor.
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Requested
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The request has been submitted and is pending approval or denial from the supervisor.
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Pending Review
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The supervisor is indicating he or she has seen the request but hasn't updated the status.
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Start Date
The calendar date when the requested schedule begins.
End Date
The calendar date when the requested schedule ends.
Reason
The reason for the request to work, as entered by the requesting employee.
Reviewer Comments
Any comments from the supervisor who reviewed the request, for example, the reason a request was denied or canceled.
Activity Code
The activity code assignment of the requested schedule. Built into the activity code are the start time, length, lunch, productivity, etc.
- If employees have signed up to receive a notification when a request to work transaction status is updated, the employee is sent either an email or a message. For more information, see the Preferences section>My Preferences card>Event Subscriptions.
Activity Code
Limits the available schedules by the activity code assignment of the schedule.
Note: Regular expressions may be used to search for and locate activity codes.
Employee Name
The name of the employee who submitted the request (last, first, middle initial).
Length in Hours
The length of the schedule, expressed in whole and decimal hours.
Lunch Length
The length of the lunch break, expressed in whole and decimal hours.
Position
The position associated with the Profile assignment of this schedule.
Profile
The profile code associated with the requested schedule. Built into the profile are the position, station, and skill requirements.
Reason
Free-form text field where the employee can give the reason they are submitting the Request to Work.
Requested Activity
The activity code associated with the request.
Requested Date
The date the request was submitted.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Reviewer Comments
Free-form text field for the reviewing user to give any additional information on this request, for example why it was denied.
Schedule Date
The calendar date the schedule is to occur.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Start Date
The date the scheduled activity begins.
More About Date Value Fields
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
Start Time
The time of day the scheduled activity begins, expressed in 24-hour format.
More About Time Value Fields
When a field requires a Time Value, the value must be formatted in 24-hour time. This means after noon, the hour value entered should have 12 added to the hour value shown on the clock. For example, if the time is 3:00 pm, the correct value in 24-hour format is 15:00 (12+3 = 15).
- The system automatically formats entered values to hh:mm (two-digit hour value, two-digit minute value separated by a colon).
- Enter 1500 and the system automatically adds the colon between the hour and minute values to convert this to 15:00.
- Enter 900 and the system adds the leading zeros and colon to convert this to 09:00.
- The system adds leading zeros to any value less than 4 digits. For example, if 9 is entered, the system converts this to 00:09 (nine minutes after midnight).
- If the last two digits of the entered value is larger than 59, this cannot be converted to a valid time and an error message is generated.
- If the first two digits of a four-digit value is larger than 23, this cannot be converted to a valid time and an error message is generated.
- Enter midnight as 00:00; enter noon as 12:00.
- If a "p" or "pm" is entered after the hour value, the system automatically converts the time to the corresponding afternoon value in 24-hour time. For example:
- Enter 300p or 300pm and the system converts this to 15:00 and adds the colon.
Action Buttons
The following action buttons are available in the left pane:
Add
Click on the Add button to open a screen to configure a new record.
Complete the following steps to add a new record:
- Click on the Add button in the left pane. The corresponding New Record screen is displayed.
- Enter data in applicable fields. The fields with an asterisk are required and must be completed before the record can be saved.
- Fields that require specific values display Field Look Up Values in the right pane. If there is no right pane, the List Selector icon is displayed to the right of a field to open a listing of valid values.
The List Selector icon opens a screen to select valid options for a specific field. Depending on the field, the values on this list may be set up on the corresponding configuration screen, or may be standard or client-defined values in the system.
Click on the icon to the right of a field to open the List Selector screen. Click the selected value to load it to the field.
Note: This listing option is used in screens when the right pane is not available to display the Field Look Up Values.
If specific values are required for a field, valid options may be displayed in the Field Look Up Values in the right pane. Usually, these values are previously set up on the corresponding Configuration screen. Scroll down the list to find the required value using the vertical scroll bar to the right of the list.
Note: If the first few characters are typed into the field, the list automatically scrolls to the values beginning with the corresponding values.
Screens that do not have a right pane available have the list selector icon to open a listing of valid values. Click this icon to open the list.
Note: Organization Unit information may need to be entered before values are displayed. For example, when accessing a Job Class field, the job class options available are linked to specific organization units. The organization unit where job classes are created must be entered before the options are displayed.
- Fields that require specific standard response values (for example, Yes/No) display a Drop-Down Menu arrow to open a list of valid options.
If specific standard values are required for a field, valid options may be displayed in a Drop Down Menu. These are usually standard options, or may be client defined. The values are not accessible through a configuration screen.
Click on the drop down menu arrow to display the options.
- Fields that require date values display a calendar in the Field Look Up Values in the right pane. If there is no right pane, the Date Selector icon is displayed to open a calendar to select a date. Date values can also be typed in.
When a date field is highlighted, the Date Selector is displayed in the right pane to search for the date. Use the arrows in the heading bar to scroll to the Previous or Next month's calendar. Double-click on a date to enter it into the field. Alternatively, dates can be typed into the field.
- If there are Indicator and/or Parameter tabs, these must be configured as well. Default values are displayed for all indicator settings (and selected parameter settings), but may be changed for this record. For more information on indicator and parameter settings, the Configuration section>System card>Indicators screen and Parameters screen. See also the Rules and Parameters Specification documentation.
- Depending on the screen being set up, there may also be additional Section buttons in the left pane. Click on the buttons to open and configure those additional screens.
- When all screens have been completed, click on the Save button to save the new record values.
Note: For more information and screen prints, see Adding a New Record.
Approve or Approve Selected
The Approve button is used to allow the employee to take the request.
To approve one or more records, complete the following steps:
- Click on the selection box to the left of each record to be approved.
A check mark is displayed.
- Click the Approve button.
The status of the request is updated to Approved.
Note: Depending on the record type, check boxes may not be available when a single record is open.
Cancel or Cancel Selected
The Cancel or Cancel Selected status is used to withdraw one or more previously submitted requests.
To cancel request records, complete the following steps:
- Click on the selection box to the left of each record to be canceled.
A check mark is displayed.
- Click on the Cancel or Cancel Selected button in the left pane.
The status of the request is updated to Canceled and the following icon is displayed .
Note: Depending on the record type, check boxes may not be available when a single record is open.
Delete or Delete Selected
The Delete button is used to remove one or more records from a screen.
To delete a record, complete the following steps:
- Click on the selection box to the left of each record to be deleted.
A check mark is displayed
- Click the Delete button.
- If a single record is open, select the Delete button (there are no boxes to select the record).
- A message is displayed verifying the record should be deleted. Click on Yes to continue.
Deny or Deny Selected
The Deny button is used to inform employees that their request is not allowed.
To deny one or more records, complete the following steps:
- Click on the selection box to the left of each record to be denied.
A check mark is displayed
- Click the Deny button in the left pane.
The status is updated to Denied, and the following icon is displayed .
Note: Depending on the record type, check boxes may not be available when a single record is open.
