Restrict Changes on Approved Historical Absences

Introduction

Many a times there is a need that we would not want to allow any changes to be made on Approved Historical Absences.

Meaning of Approved Historical Absence

An absence transaction which has an end-date prior to current system date and has already been approved is referred to as a Approved Historical Absence

For Example, considering today’s date (31-May-2020) as current system date:

Absence Booked From 03-May-2020 To 04-May-2020 and unapproved is not a Approved Historical Absence.

Absence Booked From 03-May-2020 To 04-May-2020 and approved is Approved Historical Absence.

Absence Booked From 29-May-2020 to 01-Jun-2020 and approved is not a Approved Historical Absence.

Absence Booked From 29-May-2020 to 01-Jun-2020 and not approved is not a Approved Historical Absence.

Scenario	Absence Start Date	Absence End Date	Absence Status	Approval Status	Approved Absence	Historical Absence	Approved Historical Absence
1	01-May-2020	01-May-2020	Completed	Pending Approval	No	Yes	No
2	01-May-2020	01-May-2020	Completed	Approved	Yes	Yes	Yes
3	29-May-2020	01-Jun-2020	In Progress	Pending Aproval	No	No	No
4	29-May-2020	01-Jun-2020	In Progress	Approved	Yes	No	No

As per the above table our intent is to ensure that we get an error message if we try to make changes in scenario 2, in all other cases changes should be allowed.

We will demonstrate how we can achieve the same.

Worked-Out Example

We need to ensure we already have a Absence Type present in the system on which we can apply the new condition. For this example we will use “Special Vacation Leave” Absence Type.

We will also need to create a Custom Error Message.

Navigation: Setup And Maintenance -> Manage Messages (Create)

Attribute Name	Attribute Text
Message Name	XX_ANC_RESTRICT_CHANGES_ERR
Application	Absence Management
Module	Absence Recording
Message Number	90000001
*Message Type	Error
Category	System
Severity	High
Logging Enabled	Checked
*Short Text	You cannot make changes to approved historical absences.

Also we would need to create a Custom Fast Formula . Details of Formula are given below:

Formula Text

/******************************************************************************

FORMULA NAME: XX_ANC_SPECIAL_VACATION_LEAVE_VALIDATION

FORMULA TYPE: Global Absence Entry Validation

DESCRIPTION: This formula ensures that no changes can be made to approved past absences

Change History: Name Date Comments

--------------------------------------------------------------------------------------------------------------------------

Ashish Harbhajanka 31-May-2020 Initial Version

*******************************************************************************/

DEFAULT FOR PER_ASG_PERSON_NUMBER is 'X'

DEFAULT FOR ANC_ABS_ENTRS_ABSENCE_STATUS_CD is 'Y'

DEFAULT FOR ANC_ABS_ENTRS_APPROVAL_STATUS_CD is 'Z'

DEFAULT FOR ANC_ABS_ENTRS_PER_ABSENCE_ENTRY_ID is 0

DEFAULT FOR GLOBAL_PAY_INTERFACE_EXTRACTION_DATE is '1951/01/01'

/*=========== DATABASE ITEM DEFAULTS END =====================*/

/*================ FORMULA SECTION BEGIN =======================*/

/*==============INPUTS SECTION BEGIN================*/

INPUTS ARE IV_START_DATE (date), IV_END_DATE (date),IV_TOTALDURATION

lc_valid = 'Y'

lc_error_msg = ' '

ln_abs_entry_id = ANC_ABS_ENTRS_PER_ABSENCE_ENTRY_ID

lc_abs_status_cd = ANC_ABS_ENTRS_ABSENCE_STATUS_CD

lc_abs_appr_status_cd = ANC_ABS_ENTRS_APPROVAL_STATUS_CD

ld_current_date = TO_DATE(GLOBAL_PAY_INTERFACE_EXTRACTION_DATE)

/*==============INPUTS SECTION BEGIN================*/

IF (ln_abs_entry_id <> 0 AND lc_abs_status_cd = 'SUBMITTED' AND lc_abs_appr_status_cd = 'APPROVED' AND IV_END_DATE < ld_current_date)

THEN

(

VALID = 'N'

ERROR_MESSAGE = 'XX_ANC_RESTRICT_CHANGES_ERR' /*You cannot make changes to approved historical absences. */

lc_valid = 'N'

lc_error_msg = 'XX_ANC_RESTRICT_CHANGES_ERR'

RETURN VALID,ERROR_MESSAGE

)

VALID = lc_valid

/*================ FORMULA SECTION END =======================*/

RETURN VALID

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Description automatically generated

As a next step, we will attach this new formula to Validation formula section of “Special Vacation Leave”.

And with this we have completed the configuration piece. We can now record some absences and check application behaviour.

Verification

We have already recorded two absence for an employee and they have the following status:

As per the business requirement we should be able to make changes to the “In Progress” Absence transaction. We would add a comment “May extend for one more day” and try to submit.

We would try to add the same comment on the Historical Approved Absence and here we should not be able to make any change.

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Summary

So this is how we can restrict any edits/changes to be made on Approved Historical Absence. One may try and extend this to ensure that this restriction only applies to Employees and Line Managers but not to HR Administrators.

Ashish Harbhajanka

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Comments

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