Who this guide is for, System administrators – Requires 'System Admin' role
Overview
This guide explains the new month-of-absence option for Workflow Builder conditions (Total record durations and Total record occurrences) and shows how to use it—for example, to enforce a one-day-per-month limit on a specific absence type.
How Workflow Builder Month-of-Absence Conditions Work, you can now choose between:
- Timeframe – existing options (e.g. within the last X months).
- Within the month of absence – new option that evaluates totals in the calendar month the booking falls in.
- Logic notes:
- The system totals the selected absence type(s) in the same calendar month as the booking.
- If a single booking spans multiple months, the condition is true if the rule is met in any month it touches.
- Example: A rule “Total record durations ≥ 2 days in a month” is false for one 2-day booking that spans 1 day in each of two months, but true if both days fall in the same month.
How to Set Up Month-of-Absence Conditions
- Open Workflow Builder
- Go to Admin tools > Admin panel > Workflow Builder.
- Open an existing workflow or click + New workflow.
- In Conditions, choose Total record durations or Total record occurrences.
- Set Scope to Within the month of absence.
- Select the relevant Absence Type(s).
- Choose the operator and threshold (e.g. Equal to or more than, 2 days).
- Add your Action(s) (e.g. Auto-decline absence, Notify user/manager).
- Click Save (top of page) and Enable the workflow.
Example: Restrict an absence type to 1 day per calendar month
Create two workflows:
- Block multi-day bookings
- Condition: Booking duration ≥ 2 days (use a booking/record duration condition on create).
- Filter: The specific Absence Type you want to limit.
- Action: Auto-decline absence (include a helpful message about the 1-day monthly limit).
- Block additional bookings in the same month
- Condition: Total record durations → Within the month of absence → Equal to or more than 1 day.
- Filter: The same Absence Type.
- Trigger: On booking, create.
- Action: Auto-decline absence (message explaining they’ve reached the monthly limit).
Additional Information
- Total record durations: Sums approved/pending durations for the chosen absence type(s) based on your scope.
- Total record occurrences: Counts bookings (not duration) for the chosen absence type(s) based on your scope.
- Within the month of absence: Evaluates totals in the calendar month of the booking; cross-month bookings are assessed per month touched.
- Requires 'System Admin' role' to configure workflows.
- Warning: Multiple active workflows can interact; review conditions to avoid conflicting actions.
- Best practice: Pilot with Notify actions first, then switch to Auto-decline once validated. Add clear decline messages, so users know how to comply.
- Save is at the top of the page in Workflow Builder.
- Tip: Use the search function within the platform to quickly find features or settings.