Setting up regular reminders

For your employees to be able to easily submit a vacation or sick leave in advance, create a queue and a request form and configure request status auto checks with a reminder to be sent to the HR staff should they fail to start processing the request on time.

Create a queue

1. Create a queue using the HR processes template.
2. Enter a name for the queue. For example: Vacations Queue.
3. Set up a workflow for the Vacation issue type.
4. Create additional issue types and workflows if needed.

Set up a request form

Create a form

1. In the left-hand panel, click  Create issue.
2. Under Try Yandex Forms for creating issues, click Create form.
3. Create a new form:
   • Name it Vacation request.
   • Add a description, e.g., Form for vacation requests.
   • Click Next.
4. Wait for the page to load and click Yandex Forms full version.
5. Create a request form, e.g., with the following fields:
   • Full name (short text, required field).
   • Department (short text, required field).
   • Vacation type (drop-down list, required field). Add options to the list, such as:
     • Paid leave
     • Unpaid leave
     • Maternity leave
     • Sick leave
   • Start (date, required field)
   • End (date, required field)
6. Add other fields if needed.

Set up integration with Yandex Tracker

1. Click Configure integrations and wait for the page to load.
2. In the Issue type field, select Vacation.
3. In the Header field, click and select Response. In the dialog box, select Vacation type in the Question field and click Save.
4. In the Description field, click and select Responses. In the dialog box, click Select all and choose Formatted in the Response formatting field. Click Save.
5. Click Add issue parameters and select the Deadline option using the search field.
6. Use the Deadline field to add an answer to the Start question.
7. Click Save to save the form.
8. Return to the form builder by clicking To builder at the top of the page.
9. Click Publish and copy the link to the form in the dialog box.
10. Return to the Vacations Queue settings and click Form integration.
11. Click Add form and fill out the form that opens pasting the link you copied earlier into the Link to form field.
12. Click Save to save the form integration.

Set up an auto action

Tracker has the auto actions feature to perform regular actions in a queue. Use an auto action to set up regular checks of the Vacations Queue for requests that work is not started on yet. To avoid overloading the employees responsible for registration of vacations with reminders, configure them to be sent once a day and not earlier than two weeks prior to the vacation start date specified in the request.

1. Click  Queue settings in the top right corner of the Vacations Queue page.

2. Select Automation in the left-hand panel.

3. In the top right corner, click Create → Auto action.

4. In the Name field, enter a name for the auto action, such as Vacation reminder. You can add a description below the name.

5. In the Auto action type field, enable Issue update.

6. Under  Trigger schedule, set the update frequency to once a day (for testing purposes, once an hour is recommended).

7. In the header of the  When the issue matches section, select QL query.

8. Using the query language, enter the following in the field below:

   Deadline: <= today() +14D Status: New
   

   The condition will trigger for an issue with a vacation start date within the next two weeks which is still in the New status.

9. Under  Perform actions, select Add comment to issue.

10. In the comment section, click  Invite and select employees responsible for vacation registration.

11. In the comment field, add the following text:

    Vacation is not registered! Deadline: "{{issue.dueDate}}".
    

12. To save an auto action, click Save.

Test the auto action

1. On the issue creation page, select Never in the Allow issues to be created without a form field at the top right.
2. Select the widget named Vacation.
3. Fill out the form. In the Start field, specify a date that is a week from now.
4. Submit the form.
5. Make sure that, after the deadline specified in the auto action, the comment you set previously appears in the issue.