Inform HR of absences via Power Automate
In this article, you will learn how to use absentify and Microsoft Power Automate to send automatic notifications to your HR department as soon as you enter a new absence or modify an existing one. This feature helps you keep track and ensures that all important people are informed immediately.
Please note that this support guide covers how to send leave notifications to an entire department. If you'd like to edit your own personal E-mail notification, simply navigate to My preferences > Notification settings.
A plan upgrade to either the business or enterprise plan
An absentify account with admin access
A power automate connection
The business plan includes three Power Automate connectors, while the enterprise plan offers unlimited access. To learn more about the various features offered pro plan, visit our pricing page here.
We recommend that you first make sure that the absentify Power Automate connector is available in your Power Automate environment. To learn more about
Then, navigate to Settings > Integrations > Microsoft Power Automate.
Click on Connect with Power Automate.
Go to Power Automate and select Create > Automated Cloud Flow.
Name your flow, for example, Inform HR of absences.
As a trigger, you can choose:
Request created: for when a new absence request is made.
Request status updated: for when an absence request is updated.
If you want to send notifications only under certain conditions, such as only for approved absence requests, add a condition.
Select Add an action.
Click on Control > Condition.
To configure the details of the absence type, click on the lightning bolt and select details Leave type.
Set the condition to apply when the status is "approved".
In the "If yes" branch, add an action to notify the HR department, such as by sending an email with Office 365 Outlook.
Now click on Send an email.
Configure the email with details such as the recipient address (of the HR department), subject, and message.
Use dynamic content from the absentify request. You can either copy the provided example content or use the specified variables to customize your message.
Option 1: You can copy this content as an example:
Option 2: You can use the following variables from the data list:
Employee: details Request requester Request requester name
Absent from: Request start date `Request start at`
Absent until: Request end date `Request end at`
Reason: details Request reason
Type of absence: details Request requester Allowances allowance
Duration in days: details Request duration subtracted
Deduction from the allowance: details Request requester allowances taken
Save your flow and perform tests by submitting or updating an absence request in absentify. This ensures that the HR department is informed as expected.
With these steps, your HR department is automatically informed about new or updated absences, significantly reducing administrative effort!
Keep learning how to maximize absentify's absence management process by checking out this support article on approving leave requests.
If you encounter any difficulties during setup or while testing your flow, our support team is happy to help. We are here to assist you in getting the most out of absentify!
Selecting a user's approver
Managing departments
Power BI custom connector guide
Please note that this support guide covers how to send leave notifications to an entire department. If you'd like to edit your own personal E-mail notification, simply navigate to My preferences > Notification settings.
Let's get started!
Prerequisites:
A plan upgrade to either the business or enterprise plan
An absentify account with admin access
A power automate connection
The business plan includes three Power Automate connectors, while the enterprise plan offers unlimited access. To learn more about the various features offered pro plan, visit our pricing page here.
We recommend that you first make sure that the absentify Power Automate connector is available in your Power Automate environment. To learn more about
Step 1: Configure Power Automate
Then, navigate to Settings > Integrations > Microsoft Power Automate.
Click on Connect with Power Automate.
Step 2: Create a new flow
Go to Power Automate and select Create > Automated Cloud Flow.
Name your flow, for example, Inform HR of absences.
As a trigger, you can choose:
Request created: for when a new absence request is made.
Request status updated: for when an absence request is updated.
Step 3: Adding a condition (optional)
If you want to send notifications only under certain conditions, such as only for approved absence requests, add a condition.
Select Add an action.
Click on Control > Condition.
Step 4: Configuring the notification action
To configure the details of the absence type, click on the lightning bolt and select details Leave type.
Set the condition to apply when the status is "approved".
In the "If yes" branch, add an action to notify the HR department, such as by sending an email with Office 365 Outlook.
Now click on Send an email.
Step 5: Entering conditional variables
Configure the email with details such as the recipient address (of the HR department), subject, and message.
Use dynamic content from the absentify request. You can either copy the provided example content or use the specified variables to customize your message.
Option 1: You can copy this content as an example:
Hello HR Team,
This is to inform you that a request with the following details has been created or updated:
Employee: @{triggerOutputs()?['body/details/requester_member/name']}
Absent from: @{triggerOutputs()?['body/start']} @{triggerOutputs()?['body/start_at']}
Absent until: @{triggerOutputs()?['body/end']} @{triggerOutputs()?['body/end_at']}
Reason: @{triggerOutputs()?['body/details/reason']}
Type of absence: @{triggerOutputs()?['body/details/leave_type/name']}
Duration in days: @{triggerOutputs()?['body/duration']}
Deduction from the allowance: @{triggerOutputs()?['body/duration']}Option 2: You can use the following variables from the data list:
Employee: details Request requester Request requester name
Absent from: Request start date `Request start at`
Absent until: Request end date `Request end at`
Reason: details Request reason
Type of absence: details Request requester Allowances allowance
Duration in days: details Request duration subtracted
Deduction from the allowance: details Request requester allowances taken
Step 6: Save and test your flow
Save your flow and perform tests by submitting or updating an absence request in absentify. This ensures that the HR department is informed as expected.
With these steps, your HR department is automatically informed about new or updated absences, significantly reducing administrative effort!
Keep learning how to maximize absentify's absence management process by checking out this support article on approving leave requests.
If you encounter any difficulties during setup or while testing your flow, our support team is happy to help. We are here to assist you in getting the most out of absentify!
Related articles:
Selecting a user's approver
Managing departments
Power BI custom connector guide
Updated on: 31/07/2024
Thank you!