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NOVAtime Technical Library NOVAtime Professional Services Page 1 of 7 Summary NOVAtime integrates with Microsoft Outlook, which provides the ability to add an employee’s approved time-off request as part of their Microsoft Outlook calendar. These calendar entries can be included in a shared Outlook calendar, which may be used to view the all employees’ approved requests. NOVAtime also integrates with Google Calendar and Yahoo Calendar. We further enhanced the MS Outlook calendar support after the 05/07/16 NOVAtime 5000 SaaS update to include system users: All “Send Schedule/Approval Requests” system users may choose to receive the Outlook “ics” file to add to their calendar for any employee schedule request approvals and cancellations. Procedure 1) Login to Administrator Web Services (AWS). 2) Navigate to the Access category > Advanced > Scheduler page & open the Email section. 3) Select the applicable supervisor/administrator access group, and enable the “Enable Outlook Calendar updates (Add/Cancelled) to the employee’s supervisor (Send Requests To)” option. Title: NOVAtime 5000 – Outlook Approval/Cancellation Requests Date Created: 06/14/2016 Date Revised: 06/29/2016 Created by: NOVAteam Approval: NOVAteam
Transcript of NOVAtime Technical...
NOVAtime Technical Library
NOVAtime Professional Services Page 1 of 7
Summary NOVAtime integrates with Microsoft Outlook, which provides the ability to add an employee’s approved time-off request as part of their Microsoft Outlook calendar. These calendar entries can be included in a shared Outlook calendar, which may be used to view the all employees’ approved requests. NOVAtime also integrates with Google Calendar and Yahoo Calendar.
We further enhanced the MS Outlook calendar support after the 05/07/16 NOVAtime 5000 SaaS update to include system users: All “Send Schedule/Approval Requests” system users may choose to receive the Outlook “ics” file to add to their calendar for any employee schedule request approvals and cancellations. Procedure
1) Login to Administrator Web Services (AWS).
2) Navigate to the Access category > Advanced > Scheduler page & open the Email section.
3) Select the applicable supervisor/administrator access group, and enable the “Enable Outlook Calendar updates (Add/Cancelled) to the employee’s supervisor (Send Requests To)” option.
Title: NOVAtime 5000 – Outlook Approval/Cancellation Requests
Date Created: 06/14/2016 Date Revised: 06/29/2016
Created by: NOVAteam Approval: NOVAteam
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4) Select the applicable employee access group, and enable the “Allow employees to remove approved time off requests (original-style request page)” option if you authorize your employees to remove approved (when timesheet is not approved) time-off requests. Keep in mind this feature only works in the original template-style request page.
5) Login to Supervisor Web Services (SWS).
6) Navigate to the Employees category > General page & verify the supervisor assigned in the “Send Schedule / Approval Requests to.”
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Usage
1) Login to Employee Web Services (EWS).
2) An employee logs in to submit a time-off request. In the sample screen below, two vacation days (7/5 and 7/6) were requested.
3) After the supervisor approves the request, the employee will receive a time-off request
approval/declination email. Within the email, the MS Outlook “ics” file will be attached if the option “Add requests to the Microsoft Outlook Calendar” is enabled in Access > Advanced > Scheduler page.
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4) Double click on the attached “ics” file, the calendar entry appears as follows. The calendar entry’s Show as for the employee will be set to Out of Office.
5) If the “Enable Outlook Calendar updates (Add/Cancelled) to the employee’s supervisor (Send Requests to)” option is enabled, the supervisor will receive an “ics” attachment to the Time-Off Request email.
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6) The supervisor may double-click on the email attachment, and click on Yes to add to their Outlook calendar.
7) This appears in the supervisor’s Outlook calendar. The default Show As is set to Free for a
supervisor calendar entry. If it’s more than one day, click on the Recurrence icon to verify the End by date.
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8) If the system is configured to allow an employee to cancel their approved time-off requests, employees will see a red icon to cancel their requests. In the sample screen below, this employee has an approved vacation on 6/30.
9) Click on the red icon, this page will appear with the message, “The approved time-off request is
about to be completely removed from the system. Click OK to continue or Cancel to exit.” Click on the Save button to save your change.
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10) The page should refresh, replacing the time-off pay code with the normal work schedule.
11) This employee’s supervisor will receive an email notification of the approved time-off request
being cancelled by their employee.
Note: Approved requests that are removed by employees do not generate an “ics” file to remove them
from the private of shared calendar.
For further information, please contact [email protected].
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