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Current Leave Approval Workflow (As-Is Process)
CURRENT LIMITATION:
Implicit 30-Day System Timeout
If no action is taken at any stage, the request silently expires after 30 days with no notifications or reminders. Process just ends.
Requestor
Submits Leave
(SharePoint Calendar)
Backup Resource
Acknowledgment
Backup
Approves?
Notify Requestor
(Rejected)
→ End Process
Program Manager
(PM) Approval
PM
Approves?
Notify Requestor
(Rejected)
→ End Process
Line Manager
(LM) Approval
LM
Approves?
Notify Requestor
(Rejected)
→ End Process
Leave Approved &
Requestor Notified
→ End Process
Slide 1 Caption: The standard linear process lacks active management for inaction, resulting in a silent “fail” state after 30 days.
Enhanced Leave Approval Workflow
(To-Be Process with Automated Reminders)
Start
Reminder Timer
(Parallel)
Send Reminder 1
(to Approver &
Requestor)
Send Reminder 2
(to Approver &
Requestor)
EXPIRE REQUEST:
Update SharePoint
Status to “Expired”,
Notify Requestor,
Terminate Workflow
Requestor
Submits Leave
Backup Resource
Acknowledgment
PM Approval
LM Approval
Leave Approved
NOTE: If main approval action occurs at any step, this green parallel reminder path is IMMEDIATELY CANCELLED.
Slide 2 Caption: The new workflow adds a parallel, automated reminder and expiry system (in Green) to actively manage pending requests and eliminate the silent timeout.

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