Arbor Workflows: Arbor Data: Add an Absence Record

Integrating your staff leave requests with Arbor Workflows ensures that once an absence is approved, the data flows directly into your Arbor MIS without the need for manual re-entry. 

The Arbor Data step configured to "Add an Absence Record" to automated action. It is typically placed in a workflow after a Decision (Approval) step. Once the decision-maker clicks "Yes," the workflow automatically pushes the absence details into the staff member's record in the MIS.

A pre-configured template for Planned Absence is available that we would recommend using. This includes the Arbor Data step that is mapped to the reasons for absence within the MIS. To find out how to use templates, see Building from a Template.

This video gives an overview of the process of adding the step.

Arbor Data Step: Adding a Staff Absence:

Add the Automated Step

In the Workflow Builder, click the (+) icon after your approval step and select Arbor Data. 

Configure the Action

Under the Arbor Data menu, select the action: Add an Absence Record. This relates to staff absence.

Map Your Data Fields

To ensure the information reaches the correct staff record, you need to "map" the information captured in your forms to the fields in Arbor. This information will be available to select as tags. The required field and required format are as below. If a tag is unavailable, it may not match the required format. Check out: Unable to locate tags.

Required field formats:

Staff Member: My Arbor Data (find out more here: My Arbor Data Question Type)

Absence Start Date: Text: Date

Absence Start Time: Text: Time

Absence End Date: Text: Date

Absence End Time: Text: Time

Reason for Absence: Arbor Option Set: Absence Reasons (find out more here: Arbor Option Sets Question Type)

The 'Reasons for Absence'

If using the template the reasons for absence have been pre-configured to match the reasons list on the MIS using an 'Option Set' to enable automation. 

Best Practices for Absence Workflows

• The Approval Loop: Always ensure a Decision step precedes the MIS update. You don't want unverified absences appearing in your official MIS data!

• Use Updates: Add an Update to the previous step so the staff member receives an automated email or notification the moment their absence is successfully synced to Arbor.

   

Troubleshooting

• Staff Record Not Found: Ensure the email address entered in the workflow form matches the primary business email recorded in the Arbor MIS Staff Profile.

• Duplicate Records: If a workflow is "Rewound" and re-submitted, be sure to check if a record was already created to avoid duplicates in the MIS.