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Author's profile photo Gertrud Beisel

How to Add – and Track – Attachments to Leave Requests

With the release of HR Renewal FP2, you can now access enhancements to the employee self-service leave request functionality. One valuable new feature is the ability to upload attachments as part of the leave request, which comes in particularly handy for sick leaves.

If your company is like many others, it requires that employees use the leave request not only for vacations, but also for sick leave. You may also make it mandatory for employees to provide a doctor’s note in these cases. In the past, you could automate the leave request and approval but had to separately and manually process the required documentation.

We’ve listened to you, our customer, and have made it possible to directly upload documents such as doctor’s notes and attach them to a leave request. Because these attachments are available in the leave request approval, the approving manager can see that appropriate documentation was submitted. In fact, HR and managers alike can better track, archive, and retrieve this documentation. Plus, by automating this formerly manual process, you reduce paperwork and boost productivity.

Here’s how it works.

Your employees can now attach an e-certificate when creating a leave request through the new ESS user interface.

Leave Request Attachments 1.jpg

The approver can view the attachment when reviewing the leave request.

Leave Request Attachments 2.jpg

And the HR administrator – or any authorized user – can then track the attachment in the PA30 section of the user interface.

The Leave Request enhancement makes use of the ArchiveLink functionality. ArchiveLink is a component of SAP software that makes it possible to link external storage systems such as optical archives and document management systems to SAP business applications such as SAP ERP.

As a key user, you have a range of flexibility in configuring the attachment functionality. First you can configure attachment enablement based on the leave type. Then you can choose which format can be supported as an attachment.

Leave Request Attachments 3.jpg

You can also determine which content repository the document type is linked to, and find the infotype for the attachment document type. In this case, you link the document type for the Leave Request attachments to the infotype Absences. This infotype holds all information related to employee absences and by making this link, you enable the attachments to be accessed via the absence record.

Leave Request Attachments 4.jpg

Using an integrated Business Add-in (BADi), you can customize SAP ERP without modifying the standard code. You can take advantage of three BADis for Leave Request attachments to further adapt the functionality. 

1. CHECK_ATTACHMENT_MANDATORY allows to make the inclusion of attachments mandatory for specific leave types, e.g. for sick leave or for leave exceeding a certain time period.

2. GET_ATTACHMENT_CONFIG allows to specify attributes of the attachments, e.g. to indicate a maximum file size for the attachment.

3. CONVERT_FILE_FORMAT allows to restrict the file types which can be used as attachments and, if necessary, convert a file to the allowed format.

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      28 Comments
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      Author's profile photo Siddharth Rajora
      Siddharth Rajora

      excellent information, we had many customers asking for it 🙂

      Author's profile photo Rajasekhar Reddy
      Rajasekhar Reddy

      waiting from many days , excellent & thanks for sharing this valuable information

      Author's profile photo Sikindar T
      Sikindar T

      Thanks it was helpful

      Author's profile photo Former Member
      Former Member

      Thanks it was very helpful 🙂

      Author's profile photo Former Member
      Former Member

      Wonderful. A functionality that was sorely missed for many years.

      Author's profile photo Former Member
      Former Member

      This is great. I am currently busy looking into such functionality. On which EHP is FP2 availible EHP5 or EHP6. Where can i find more info on the Renewal FP2 ?

      Author's profile photo Former Member
      Former Member

      Hi Phillip.

      More information about HR renewal releases you can find here.

      You need EHP6 to implement HR renewal functionality.

      With Regards,

      Vasiliy

      Author's profile photo Former Member
      Former Member

      How can i achieve same functionality in EHP5.

      Author's profile photo Gertrud Beisel
      Gertrud Beisel
      Blog Post Author

      Hi Goli Satyapal,

      The functionality requires EhP6. There are currently no plans to downport it to EhP5.

      Best regards,

      Gertrud

      Author's profile photo Former Member
      Former Member

      Hi Gerturd,

      Do you have any Step by  Step Doc ?

      I'm having a problem saying 'NO VALID TARGET AREA  FOUND' when I used component configuration HRESS_AC_PTRAQ_LEAVEREQ in LPD_CUST.

      Do I need to use HRESS_AC_PTRAQ_LEAVEREQ or HRESS_AC_PTRAQ_LEAVEREQ_1 ?

      When I use HRESS_AC_PTRAQ_LEAVEREQ_1 the attachment option is not showed.

      Thanks,

      Gowri

      Author's profile photo Former Member
      Former Member

      Gowri,

      I am also facing exactly the same issue. Have you got any solution for it..?

      Thanks,

      Namsheed

      Author's profile photo Former Member
      Former Member

      Hi Gertrud,

      Thanks so much for a wonderful blog, we are currently look at the functionality and your blog has provided us with some great information.

      Regards

      Val

      Author's profile photo Swapnil Takte
      Swapnil Takte

      Thanks, Its very use-full as many client are asking thesame .

      Author's profile photo Mahesh Chandra VVNS
      Mahesh Chandra VVNS

      Thanks for an excelling blog.

      Author's profile photo Former Member
      Former Member

      Hi Gertrud,

      Excellent, a feature that's much expected for a long time. Another frequently requested feature is to be able to apply multiple leave types within a single application. Hope SAP will consider it soon.

      Thanks and regards,

      Kir Chern

      Author's profile photo Former Member
      Former Member

      Hello,

      we have deployed HR Renewal 1.0 SP05 (EA-HR 607: SP 0005 ). Is this equivalent to HR Renewal 1.0 FP2? Or do we have to upgrade the EA_HR components level SP07

      Author's profile photo Gertrud Beisel
      Gertrud Beisel
      Blog Post Author

      Hi Goli Satyapal,

      EA-HR 607 SP5 is sufficient for this enhancement. It is equivalent with HR Renewal 1.0 FP2.

      Best regards,

      Gertrud

      Author's profile photo Former Member
      Former Member

      hi Gertrud,

      We have made all of above configs but we are still getting following error .Please guide what we are missing.

      leave error.JPG

      Author's profile photo Former Member
      Former Member

      Hi Trijoy,

      You still need to add your Archive ID via Transaction OAC0

      Phillip

      Author's profile photo Former Member
      Former Member

      oac0 prop.JPGDear Phillip ,

      I have already defined archive id in OAC0 as shown in image.also please check the properties of this archive id,if they are correct.

      oac0.JPG

      Author's profile photo Former Member
      Former Member

      Dear All,

      I am also facing the same error. How to resolve above error.

      Author's profile photo Former Member
      Former Member

      Thanks Gertrud

      Excellent Information, Infact many customers were asking the same. I have the same requirement, but unfortunately I'm into EHP5 🙁 & can't drift into this options. Is enhancing screen is only the possibility to achieve this in EHP5???? 😕 as we don't have any plans to go for HCM P&F.

      Kindly suggest ℹ

      Cheers 😉

      Pradyp

      Author's profile photo Gertrud Beisel
      Gertrud Beisel
      Blog Post Author

      Yes, this enhancement requires EhP6.

      Best regards,

      Gertrud

      Author's profile photo Former Member
      Former Member

      tats gr88 i am on EHP7 ..I am safe

      Author's profile photo Former Member
      Former Member

      great functionality and description Gertrud ! thanks

      Author's profile photo Former Member
      Former Member

      I used the wrong application configuration.

      Please use the application configuration HRESS_AC_PTARQ_LEAVREQ_1 instead of the (old) HRESS_AC_PTARQ_LEAVREQ. the Systems functionality is correct only in HRESS_AC_PTARQ_LEAVREQ_1 integrated.

      Author's profile photo Frank Krause
      Frank Krause

      The functionality, UI and integration to ESS/MSS is great. At the end of the process, HR Admin may want to check/review the attachments and there haven't been functional enhancements to Form SHOW_OPT_ARCH in SAPFP50A.

      Its a sound solution if this is enhanced too.

      Author's profile photo Stefan Dillian
      Stefan Dillian

      Hi Gertrud,

       

      Thanks for the guide. Unfortunately it does not work in our config.
      The attachment section is beeing shown in the specific leave req. type (0601 military service/civilian service). The flag "enable attachment" in the leave req. type is set.
      Where could we search for the solution?

      Thanks

      Stefan