Create a Leave request approval workflow in SharePoint using Out of box workflow

sharepoint leave request approval out of box workflow

In this blog post, I will demonstrate how to create a leave request approval workflow using SharePoint out of box workflow.

In every organization, there is a need to follow a process to track leave history for employees. So here I am using workflow to send approval to the manager for taking a leave.

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I have also explained how to create leave request approval workflow in SharePoint designer 2013 and by using Microsoft Flow.

For designing this workflow, I am going to includes three things here.

  • SharePoint List ( Requesting for leave)
  • Task list ( Create a task for approving or reject)
  • Workflow History List (track all history of the workflow)

Leave request approval workflow in SharePoint using Out of box workflow

Step 1:  Employee creates a leave request in the SharePoint list.

Step 2:  Request goes to her/his manager for approval.

Step 3.  Manager Approves the request.

Step 4:  Mail is triggered to all stakeholders required. Workflow closes.


Steps for creating a Workflow

Step 1 : In this step I have created a list called “Leave request” in SharePoint Online.

sharepoint leave request approval out of box workflow
sharepoint leave request approval out of box workflow

Step 2: For enabling content approval workflow, we need to follow below steps.

  • Click the Settings menu and choose the Site settings option.
  • Click the Site collection features link in the Site Collection Administration group on the Site Settings page.
  • Click the Activate button for the Workflows feature.
sharepoint leave request approval workflow
sharepoint leave request approval out of box workflow

Step 3: Next go to the list properties and click on Workflow settings and add a workflow as per below screenshot.

sharepoint leave request
sharepoint leave request

Step 4: Next choose the Approval- SharePoint 2010 workflow and choose the content type as this List. Next, provide your workflow name and task list where you keep your task. You can give default task list or you can create your own task list to keep the information.

sharepoint leave request approval workflow
sharepoint leave request approval workflow

Step 5: Next choose the history list. As we know History list default it stored in Workflow history list but we can also give our own list. Next Start the workflow automatically.

Note: Microsoft will disconnect the link between the task list and history list after 180 days of your workflow start date. As we know much organization they want to keep all information for audit purpose so here it would be better we will keep our task and workflow history in our different list as Microsoft only target to default task and history list which will not be creating any impact to our solution.

sharepoint 2013 leave request workflow
sharepoint 2013 leave request workflow

Step 6: Next provide your manager name whom you need the approval for leave. Next, you can also write the requested email inside the Request field. Next, give the Due date of your task. suppose your manager forget to approve it so SharePoint will remind through email till approval. If you want to loop your HR in this flow then you can also provide HR email in CC field. Next to Enable content approval.

sharepoint 2010 leave request workflow
sharepoint 2010 leave request workflow

Step 7: Most important things need to do here, before creating workflow we need to enable the Require content approval for submitted item to enable Yes. Otherwise, you will get an error while workflow complete stage.

sharepoint 2013 leave request form
sharepoint 2013 leave request form

Step 8: Once you click on OK, it will redirect to your workflow settings page where you can able to see your newly created workflow.

sharepoint leave request approval out of box workflow
sharepoint leave request approval out of box workflow

Step 9: Next go to your List and send one new leave request to your manager.

sharepoint leave request approval workflow
sharepoint leave request approval workflow

Step 10: So that one approval request will go to your manager for leave approval.

sharepoint leave request
sharepoint leave request

Step 11: If you check the Workflow health, the status will show you as in progress because your manager not yet approved your leave.

sharepoint leave request approval out of box workflow
sharepoint leave request approval out of box workflow

Step 12: If your manager trying to approve your leave, then it will appear an Approve or Reject option as below image.

sharepoint 2013 leave request form
sharepoint 2013 leave request form

Step 13: Suppose your manager approved your leave, then you will notify through email.

sharepoint online leave request approval workflow
sharepoint online leave request approval workflow

Step 14: Next if you will check the Workflow history then it will show you all steps which has already done in your Workflow.

sharepoint online leave request approval workflow
sharepoint online leave request approval workflow

You may like following SharePoint workflow tutorials:

You can also check the task list which is created after the workflow got approved. This is all about out of box leave approval workflow.

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About Rajkiran Swain

Rajkiran is currently working as a SharePoint Consultant in QATAR . Rajkiran having 6 + years of experience in Microsoft Technologies such as SharePoint 2019/2016/2013/2010, MOSS 2007,WSS 3.0, Migration, Asp.Net, C#.Net, Sql Server, Ajax, jQuery etc.He is C#Corner MVP (2 Times).

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