Create Menu - Activities
The Activities function allows you to create Calendar Activities for the leave period specified in a Leave Application. Creating these Activities has two purposes:
- Providing the Employee specified in the Leave Application runs this function, the resulting Activities will appear in their Calendar to make colleagues aware that the Employee will not be available for the leave period.
- The Activities will be used to calculate the Days Taken figure in the Leave Balance report. You should therefore always create Activities from Leave Applications to ensure the Leave Balance report is up-to-date.
When you select the function, the relevant Activities will be created in the Activity register, one for each day in the leave period (except non-working days and public holidays if you have excluded them in the relevant
Leave Scheme). The Activities will not be opened, but you can open them yourself through the Leave Application's
Workflow Manager or the
Calendar if you want to check them.
The details in the new Activities will be as follows:
- The Activity Type in each Activity will be taken from the Leave Type in the Leave Application.
- The Comment from the Activity Type will be copied to the Text field in the header of each Activity.
- The Contact Number of the Employee and their Name will be copied to the fields on the 'Contact' card of the Activity.
- The Task Type will be Calendar.
- The Calendar Type, Alarm and Alarm Type will be taken from the Activity Class to which the Activity Type belongs.
- The Symbol will be Other.
- The Person will be the current user (so the function will be most useful when it is run by the Employee that is applying for leave).
- If you create the Activities from a Leave Application that has been marked as OK, the Activities will be marked as Done.
You can only create Activities once from a particular Leave Application. Therefore, it is recommended that you do so after marking the Leave Application as OK and saving. Otherwise, there is a risk that the Activities will not correspond to the Leave Application (for example, if you create Activities from a Leave Application and then change the dates in the Application).
The Leave Application and the Activities will be connected to each other through the Link Manager and Workflow Manager. When reviewing one of the Activities, you can return to the Leave Application quickly and easily using the Link Manager in the Activity, while you can open any of the Activities from the Leave Application using the Workflow Manager.
If you invalidate a Leave Application after creating Activities, the Activities will be invalidated as well. However, if you invalidate the Activities, the Leave Application will not be invalidated.
If the function does not create Activities when expected, the probable reasons are—
- The Employee does not have an Employment Contract.
- The Employee does not have a Leave Scheme (i.e. no Leave Scheme has been specified in the Employee’s Employment Contract).
- The Leave Type in the Leave Application is not one of the Leave Types listed in the Employee’s Leave Scheme.
- The Leave Application does not have Start and End Dates.
Please refer
here for full details about Activities.
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The Leave Application register in Standard ERP:
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