In the First Part of the article, we have discussed how we can design an attractive list form for our team leave request solution using Infowise Ultimate Forms in SharePoint Online.
This is a two-part article where we can discuss how we can design a team leave request management solution using Infowise ultimate forms in SharePoint online.
Configure Business Logic Action:
In InfoPath we can only set field value of current form but coming to Infowise Ultimate Forms, it offers 16 different types of actions, ranging from Creating/Updating/Deleting list items in any list, managing permissions and creating list/sites to managing Active Directory, calling web services and executing the stored procedures in any database.
InfoPath executes actions when a field value changes but Ultimate From can execute actions when an item is added/updated/deleted, on a timer or manually, through a ribbon button.
Now we will discuss how we can create actions so that it will trigger change the Status of the leave request.
Create and Configure Actions:
Go to Configure Business Logic Section click on “Actions” as shown below.
Go to Add/Update Action, In General Setting tab ,enter Action Type(Update list item ), Name (Change status)and Description(Change status). Go to Run on events, check on new as shown below.
Next, go to Action Settings tab, go to Site, select site from the drop-down or leave it as default (Current Site). Next, go to List, select your list from the drop-down or leave it as default (Current List). Next, go to Values to set, select “Status” to drop down and set the value “Pending” click on Add button. Next go to Items, set item “ID” is equal “[ID]” and click on “Add” button.
In the Conditions tab, we do not do anything, you can add any condition if you want. Next click on Save button.
Now you can see the action created successfully and will appear in the Actions section as shown below.
Settings up Alerts for Notifications
Now we will see how we can add alerts so that employee, manager etc will get notifications.
Go to Configure Business logic, click on “alerts” as shown below.
Go to General settings, Enter title related to the action know status of the workflow for approved or rejected. Next, select the Site and List.
Next, Go to Recipients, here we have To, CC and BCC sections etc.”To” Add Manager as the recipient of email and “CC” user who created the record. To do this, click on green plus box next to the “To ” section and following box will appear. Select “Manager” column in the “Column in section” and click on add button. Repeat this with the CC section and the “Created By” column.
Next, Go to What To Send Section, check the “item is added” and go down there are Conditions, select “Status equal to Pending ” then click on Add Button.
Next Go to the Mail Templates, here click on “Add or update mail templates”, it will display a dialogue box. Enter Name, Subject and write a description of the body.
We have two options for adding columns from “columns in list” in Subject and Body, one is” Add to subject” and the second one is “Add to body“.
- If you want to add a column in “Subject” section, first select column from “columns in list“, then click on “Add to subject“. It will be automatically added in the Subject section.
- if you want to add a column in “Body” section, first select column from “columns in list”, then click on “Add to body“. It will be automatically added in Body section.
Note:– Follow the same steps for Approved and Rejected for Team Leave Request. Only one change is required in Recipients section, “To” for “Created By” and “CC” for “Manager” because Employee will get the notification after the manager is Approved or Rejected leave request.
Now, go to your list, add an item to the list and status will be in the “Pending” stage as shown below.
Now the manager received mail for leave request as shown below.
Nex,t the Manager go to the mail and click on Edit Item, change status to Approved and click on Save button as shown below.
Now The “Status” column in the Team Leave Request has been changed to “Approved” as shown below.
Employee Received mail from Manager as your leave request has been approved as shown below.
If you are new to Infowise Ultimate forms, go through my previous post how easily we can do things easily in SharePoint online using Infowise Ultimate forms:
- InfoPath alternatives for designing SharePoint Forms
- Update Field Value without using Workflow by using Infowise Update Action
- Infowise Actions vs SharePoint workflows
- Easily Configure Email Notifications using Infowise Ultimate Forms action
- Infowise Actions Vs SharePoint Workflow: Automate Site Creation process Infowise Ultimate Forms Create a Site Action in SharePoint
- Implement Date Validations using Infowise Ultimate Forms in SharePoint Online List Forms
- Set Default Values in List Columns using Infowise Ultimate Forms in SharePoint Online
I hope you got an idea, how we can design a leave request solution using Infowise ultimate forms in SharePoint Online.
I am Bijay from Odisha, India. Currently working in my own venture TSInfo Technologies in Bangalore, India. I am Microsoft Office Servers and Services (SharePoint) MVP (5 times). I works in SharePoint 2016/2013/2010, SharePoint Online Office 365 etc. Check out My MVP Profile.. I also run popular SharePoint web site SPGuides.com