Leave request and approval workflows

Purpose

1.1. Automate the end-to-end process for leave requests and approvals within the Department of Motor Vehicles, ensuring compliance, traceability, and rapid response.
1.2. Automated workflows manage leave application submissions, route approvals across multiple managerial levels, send notifications, update payroll and scheduling, log records, and trigger related document or system updates.
1.3. Handles statutory, sick, annual, and emergency leave types, providing auditable records, reporting, automated escalations, and policy enforcement.

Trigger Conditions

2.1. Employee submits leave request via portal, email, or internal chat.
2.2. Manager acts on automated notification to approve or reject leave.
2.3. HR system policy or leave type threshold triggers escalations or alternate approval routing.
2.4. Calendar conflict or staffing minimum threshold reached triggers additional automated approvals or notifications.

Platform Variants

3.1. Microsoft Power Automate
• Function: “Automated cloud flow” - triggers on supported HR system form submission or Teams message.
3.2. ServiceNow
• Feature: “Flow Designer” - configure automate task assignment and approval steps for HR Service Delivery.
3.3. Workday
• API: “Absence Management API” - automate leave request create/update endpoint.
3.4. SAP SuccessFactors
• API: “Time Off Requests” - automate via OData endpoints and approval workflow triggers.
3.5. BambooHR
• API: “Time Off Requests” - automate submissions and approvals via REST API.
3.6. G Suite (Google Workspace)
• Setting: “Apps Script trigger” on Google Form submission for automated routing.
3.7. Slack
• Feature: “Workflow Builder” - automate approval messages and tracking in designated channels.
3.8. Jira Service Management
• Automation: “Issue transition rule” on leave request status change.
3.9. Zoho People
• API: “Leave API” - automate request and approval with webhooks.
3.10. Freshservice
• Feature: “Workflow Automator” - automate approval chain for HR tickets.
3.11. Monday.com
• Integration: “Automations” – automate approval notifications and leave records updates.
3.12. Oracle HCM Cloud
• REST API: “Absence Request REST resource” for automated submission and approvals.
3.13. Trello
• Power-Up: “Butler automation” – automate card movement and approval tagging on leave boards.
3.14. Salesforce
• Flow: “Process Builder” automate approval and update employee object.
3.15. Asana
• Automation: “Rules” for task assignment and automated alerts during leave workflow.
3.16. Kronos Workforce Ready
• API: “Employee Time Off Request” for automated request handling.
3.17. Adobe Sign
• Feature: “Workflows” – automate document eSignature as part of approval chain.
3.18. PagerDuty
• Integration: “Automated escalations” in staffing-critical leave cases.
3.19. Twilio
• Feature: “Programmable SMS” – automate leave notifications/alerts to managers’ devices.
3.20. SendGrid
• API: “Transactional Email” – automate multi-stage leave request communications by email.
3.21. DocuSign
• API: “Envelopes:create” – automate signed documentation flow.

Benefits

4.1. Automated workflows accelerate leave processing, minimizing manual bottlenecks.
4.2. Automation ensures compliance with departmental leave policies and audit requirements.
4.3. Automated notifications and escalations prevent leave request delays.
4.4. Automation provides live tracking, ensuring requests never go unaddressed.
4.5. Automated record-keeping and reporting supports better staffing and resource management.
4.6. Automator-driven leave management reduces errors, increases employee satisfaction, and allows HR to focus on higher-value work.