Leave request and approval workflows

Purpose

1.1. Automate the submission, approval, tracking, and notification processes for leave requests among Ground Self Defense Force personnel, ensuring compliance, auditability, and reduction of manual intervention.
1.2. Automating cross-hierarchy notifications, supervisor escalations, documentation filing, HR audits, and integration with payroll or duty rosters, eliminating bottlenecks and increasing workforce discipline.
1.3. Enable multi-channel leave request automation (web, mobile, email, SMS) for personnel with different access privileges and clearance, maintaining security and data privacy guidelines.
1.4. Streamline leave eligibility checks, automatic updates in roster/resource allocation systems, and maintain centralized automated logs for reporting and audit.

Trigger Conditions

2.1. Personnel submits leave application through approved form (web portal, email, intranet, mobile app, chatbot, SMS).
2.2. Automated validation ensures eligibility and current force requirements before routing for approval.
2.3. Supervisor/commander approval or rejection triggers cascading automated notifications and roster updates.
2.4. Automated reminders/escalations if no response within designated period.
2.5. Integration trigger from HRIS, ERP, or payroll API upon leave status change.

Platform Variants

3.1. Microsoft Power Automate
• Feature: Automates flow beginning with Microsoft Forms submission; uses Approvals connector for routing; integrates with SharePoint List API for leave records.
3.2. Google Workspace
• Feature: Google Forms submission triggers Google Apps Script workflow, automating Gmail notification and Google Sheets update.
3.3. SAP SuccessFactors
• Feature: Uses Time Off APIs to automate leave requests/approvals; notification via SuccessFactors workflow.
3.4. ServiceNow HR Service Delivery
• Feature: Automates leave through Case/HR Service APIs; configures notification to command chain.
3.5. Oracle HCM Cloud
• Feature: Automated routing via Workflow Rules; triggers REST API for leave status in personnel records.
3.6. Workday
• Feature: Automates business process for leave request using Workday Studio connectors and APIs.
3.7. Slack
• Feature: Uses Workflow Builder to automate leave requests in dedicated channels with reminder and approval bot.
3.8. Jira Service Management
• Feature: Automates leave as a service request ticket; auto-assigns approvers via Jira Automation rules and REST APIs.
3.9. Salesforce
• Feature: Flow Builder automates leave request object lifecycle; sends automated approval emails; updates HR record.
3.10. Zoho People
• Feature: Uses Leave APIs; automates approval chain and triggers notifications using Deluge scripting.
3.11. BambooHR
• Feature: Webhooks automate updates to personnel records; triggers email notification workflow via native API.
3.12. monday.com
• Feature: Automates leave board updates using monday.com automations set for status change and assigned users.
3.13. Trello
• Feature: Power-Ups and Butler automator automate card movement (leave application), label updates, and supervisor notification.
3.14. Asana
• Feature: Rule-based workflow automates personnel task creation and completion for leave tracking.
3.15. SAP ERP (On-prem)
• Feature: HR module’s custom workflow automation, BAPI for leave records, and email triggers.
3.16. IBM Maximo
• Feature: Automation Scripts and Workflows configure automated leave requests and approvals, with audit trail.
3.17. Zendesk
• Feature: Leave as automated ticket with workflow triggers for assignment, status, and notifications.
3.18. Twilio
• Feature: SMS-based leave submission automatedly triggers webhook; uses Twilio Studio flows for approval request SMS.
3.19. Okta
• Feature: Automates access and records update based on leave status via Workflows and User Management API.
3.20. DocuSign
• Feature: Automates leave form routing/signature and completion status notification via DocuSign eSignature API.
3.21. Freshservice
• Feature: Automated service request workflow for leave with approval and acknowledgment triggered by email or portal entry.
3.22. Notion
• Feature: Integrates Notion API with automator to update leave databases and send reminders for approvals.

Benefits

4.1. Automating reduces human error, enforces compliance, accelerates leave processing, and increases personnel satisfaction.
4.2. Ensures accountability and audit trail by automatedly logging each interaction and authorization step.
4.3. Eliminates manual bottlenecks, automates escalations/reminders, and integrates with force readiness planning.
4.4. Automation ensures consistent leave policy enforcement and facilitates instant reporting for command and review purposes.
4.5. Multi-platform automation allows flexibility for highly mobile or distributed self-defense forces, increasing operational efficiency.