What you need to know
Vacation rules are used to handle notifications when you are still assigned to your position but are absent i.e. on leave and therefore unable to action it.
A vacation rule can apply to messages of all item types, to all messages belonging to a specific item type, or to a specific type of message belonging to a specific item type.
What you need to do
If you need to create or update a vacation rule within Workflow, you will need to:
- logon to JPA
- navigate to JPA Self Service Employee, Armed Forces >Workflow Notifications>Workflow Notifications
The worklist screen will then appear and you will need to select the Vacation Rules link at the bottom of the page.
Creating a vacation rule
- select Create Rule button
- in the Vacation Rule Item Type page, select the item type to which the rule applies
- by default, the list of values for the Item Type field displays those item types for which at least one notification has been previously received i.e. Appraisal Workflow
- the other item type is the All option in the Item Type field - in this case the rule applies to notifications associated with any item type
- make the appropriate selection and click Next to proceed
If a specific item type is selected, in the Vacation Rule: Notification page, select the notification message to which this rule applies. Or select All, this rule is to apply to all notifications in the selected item type.
- choose the Next button
Amending an existing vacation rule
If you need to update an existing vacation rule that has already been created you will need to:
- choose All in the Vacation Rule: Item Type page or choose a notification in the Vacation Rule: Notification page
- the Vacation Rule: Response page appears
- the fields in this page vary depending on the item type(s) and notification(s) to which this rule applies
For example, if your rule applies to all item types, it is possible to automatically reassign all the notifications to another user, it is not possible however to define an automatic response to all the notifications since different notifications may have different response attributes
- enter values in the Start Date and End Date fields to specify the period that this rule should be active
- if the Start Date is left blank, the rule is effective immediately. If the End Date is left blank, the rule is effective indefinitely
- in the Message field, enter any text that is to be attached to the notification when the rule is applied
- the comments appear in a special comments field when the notification is reassigned
- select the action this rule is to perform
- reassign -Forward the notification to a designated user
- deliver notifications to me regardless of any general rules -Leave the notification in the Worklist with no automatic processing.
- it is possible to define a rule with this action to exclude a certain subset of notifications from a more encompassing rule. For example, a rule that reassigns all notification messages to another user can exclude a subset of notifications from that rule. To accomplish this, it is possible to define a new rule that applies only to that subset of notifications, whose action is Deliver notifications to me..
- if the rule action is Reassign, select the type of user or role to which it is required to reassign the notifications
- then select the user or role within that type
- then specify how to reassign the notifications
- delegate your response -Select this option if giving the new user authority to respond to the notification on ones behalf, but still retain ownership of the notification..
- transfer notification ownership -Select this option if giving the new user complete ownership of and responsibility for the notification. For example, use this option if it has been received in error and it is to be forwarded to the correct recipient or to another recipient for resolution
- click Apply
