I have a custom record where users can designate t...
# generall
Luis
09/29/2022, 1:30 PMI have a custom record where users can designate the Alternate Approver in case they will be on leave or not be around. My goal is to use it to update the Alternate Approver field in the existing POs that are pending approval. Is there a way to link it to the POs, so that I can just use a scheduled WF to update those POs?
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Sam-I-Am
09/30/2022, 6:34 AMThere are multiple ways to skin this cat!!! have One option is to add a custom field list/record type for employee in the employee record it self and call it delegated approver or alternate approver. Select the field with appropriate alternate approver. Now create a custom record where employee can create a time frame which they will be out. Now use a saved search for that custom record type and find who will be out and use that result in the workflow to flip the approver to alternate approver from the original approver's employee record. Other easy option would be to just have custom date fields in the employee record to define when that employee would gone and use that date range to flip the approver to delegated one via workflow. Other option could be have the employees use a Netsuite calendar record for out of bound/office use that as a trigger. So there many options it's your choice, I can go on and on with options. Suiteworld is making me suitemaniac LOL 🤣
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Luis
09/30/2022, 11:28 AMThank you, @Sam-I-Am. I was just afraid that it'll have to be scripted to work but it's a relief that it isn't the case and there are actually various ways to achieve this.
Initially, I did it from the Employee record like you described but the users will only have access to Employee Center role and it seems that it's not possible to expose a custom field in the Employee form available in the Employee Center.
It sounds like I'm going to do the custom record route linked to the Employee record. So, I will have 2 scheduled workflows then, one that updates the Employee record based on the custom record and another that updates the existing POs based on the Employee record.
Luis
09/30/2022, 11:29 AMIf you've got the time, I'm open to other options as well. Haha.
Luis
09/30/2022, 11:30 AMCan you please elaborate how the calendar can be used as a trigger? Is it like creating an Event record and use that to update the Employee record then the existing POs?
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Sam-I-Am
09/30/2022, 4:39 PMUse chained workflow with calendar means - one workflow triggers another one. For the calendar it should work in theory.
Sam-I-Am
09/30/2022, 6:47 PMOther option would be to have the same check box "out of office" which is usually unchecked. Let the employees enter a time span of their absence in the custom record. Since it is a custom record you can give access to the employee center role. Once they create that record a workflow should trigger and update the checkbox in employee center, making sure that custom record is a child record of employee record. Have a condition in your approval workflow to check the out of office status in the employee record for the approver and set the approver accordingly. You may have another schedule workflow using saved search results of the custom records and uncheck the out office checkbox of the employee record based on absence time span. Told ya, many ways to skin a cat
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Luis
11/03/2022, 8:43 AM@Sam-I-Am thank you so much. I was able to make it work with all your help.
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Sam-I-Am
11/03/2022, 4:10 PMGlad that worked, happy to help anytime @Luis
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