Use Case: Approve/Reject Vacation Requests and PTO

This use case demonstrates how to manage team vacation requests by setting up an approval workflow in a SharePoint list and accessing it directly through Virto Calendar.

Steps to Enable Vacation Request Approvals:#

1. Set Up Content Approval in SharePoint List.
   • Open your Vacation List.
   • Click the cog icon (top-right corner) and select List settings.

• Go to Versioning settings.

• Enable Content approval by selecting Yes.

• Choose who can view draft items and click OK.

2. Create an Approvers Group:

• Navigate to Site settings via the cog icon.

• Under Users and Permissions, select People and groups.

• Click More… in the left-hand menu under Groups.

• Select New → New group.

• Enter a group name and assign the Design permission level (includes “Approve”).

• Add users to the group by selecting New → Add Users

• Find the users, and click Share.

• Now you have a list of uses who can approve/reject vacation requests:

Approve/Reject Requests in SharePoint:

• Open the Vacation List.
• Select a vacation request.
• Click the Approve/Reject button on the ribbon.

In the dialog window, update the Approval Status as needed.

The same way approval is now available in Virto Calendar:

• Open your Virto Calendar app.
• Click on a vacation event in the calendar.
• Use the Approve/Reject button to update the approval status directly within the calendar.

Color-Code Vacation Calendar by Approval Status:#

1. Click the calendar name (top-left corner).

2. Open General settings → Edit data source.

3. Go to the Color-code tab:

• Select Approval status in the drop-down menu.
• Assign colors to different statuses.

4. Go to the Tooltip tab. Add Approval status and Approver comments to display in the tooltip for your convenience.

Here’s an example of a tooltip showing the approval status and comments: