Workforce Central

Configure Time-Off Requests at the

Kronos 4500

An end-to-end guide for configuring time-off requests.

Kronos Workforce Central suite version 8.0

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Document Revision History

Document Revision Release Date

Rev A May 2015
Contents

Configure time-off requests for the Kronos 4500 5

Step 1 Customize the TimeOffRequest 4500 template 5
Task 1: Load the default TimeOffRequest_4500 template 5
Task 2: Customize the TimeOffRequest_4500 template 6
Step 2 Assign the template to your employees 6
Task 1: Activate the TimeoffRequest_4500 template 7
Task 2: Assign the TimeoffRequest template to a Process Profile 7
Task 3: Configure employees to use the TimeoffRequest template 7
Task 4: Edit employees function access profiles 8
Step 3 Assign the Time Off Request function to your devices 8
Task 1: Create a Smart View that uses the new TimeOffRequest_4500 template 8
Task 2: Assign TimeOffRequest_4500 Smart View to a soft key 9
Task 3: Assign the Soft Key setting to a Device Configuration Profile 9
Task 4: Assign the Device Configuration Profile to a device 10
Task 5: Download the Device Configuration Profile to a device 10
4
Configure time-off requests
for the Kronos 4500

Note: Before you begin, you must have administrator rights with access to Process Designer, Workforce
Central Setup, and Device Manager Setup. You also need to set up a Smart View transaction. Series
4000 devices with part number 8602004-xxx or 8602800-xxx support Smart View transactions.

Like climbing the rungs of a ladder, configuring Workforce Central so your employees can request time off
at a Kronos 4500 device builds on a series of interrelated steps.

Step 1 Customize the TimeOffRequest 4500 template

Note: You need access to Process Designer for this step. Process Designer is the visual process design
tool used to modify preconfigured process templates. Install it on an client desktop from the Timekeeper
installation kit.

The Workforce Central system includes a template called TimeOffRequest_4500.template.xml. To

customize this template for your environment, complete the following tasks.

Task 1: Load the default TimeOffRequest_4500 template

1. Start Process Designer (Start > Programs > Kronos Workforce Central > Process Designer or
click the Process Designer icon on your desktop.
2. In the Process Designer Logon box, enter the URL of your Workforce Central web server with your
user name and password, and then click Log On.
 3. In Process Designer, select File > Check for Extension and when the confirmation message appears,
click Yes. When the system finishes loading the extensions, close Process Designer.

Task 2: Customize the TimeOffRequest_4500 template

1. Restart Process Designer.
2. Select File > Open and in the Open box, navigate to Kronos > processdesigner > kpe > xml > wtk.
3. Select TimeOffRequest_4500.template.xml and click Open.
The TimeOffRequest_4500.template opens.

Note: Do not rename the active TimeOffRequest_4500. template.xml file. This will break the 4500
time-off request because there is a .jsp file looking for that file name.

4. Select Edit > Process Properties and select the Attributes tab in the Properties Sheet.
5. In the Default Value column, enter your accrual code names in three places for each accrual code.
AccrualBalance 1, 2, and 3
AccrualLabel 1, 2, and 3
AccrualName 1, 2, and 3
The 4500 can display only three accrual balances because of the physical size of the display.

Note: The accrual names must be spelled exactly how they are spelled in Workforce Central Accrual
Policies. To check the accrual names used by your organization, log on to Workforce Central and
select Setup > Accruals > Accrual Policies. The Accrual names are listed in the second column.

If you specify fewer than three accrual codes in the Attributes tab, delete the rows you do not use.
6. Click Apply and OK.
7. Click File > Save.
8. Select File > Deploy To Server and then click Yes in the Confirm Deployment box.
When the following message appears, the TimeOffRequest_4500 template has been deployed to the
Workforce Central server.
The process template has been deployed.
You can close Process Designer.

Step 2 Assign the template to your employees

Note: You need to log on to Workforce Central for this step and you must have access to the Setup

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 functions as well as the People Editor.

To assign the TimeoffRequest_4500 template to your employees, you need to complete the following tasks.

Task 1: Activate the TimeoffRequest_4500 template

1. Select Setup > Process Management > Process Templates. Note that the TimeoffRequest_4500
template is listed, but the status is Inactive.
2. Select TimeOffRequest_4500 and click Edit.
3. Select the effective date, set the end date to Forever, and set the status to Active.
4. Click Save, then Return.
5. Press the Refresh button. The template is now active.

Task 2: Assign the TimeoffRequest template to a Process Profile

1. Select Setup > Process Management > Process Profiles.
2. Create or modify a Process Profile for the employees who will use the TimeOffRequest_4500 template.
For example, click New and move TimeOffRequest_4500 from the Available Items to the Selected
Items box. Give the profile a name and description and click Save.

Task 3: Configure employees to use the TimeoffRequest template

Each employees People Record must be assigned a Process Profile that contains the TimeOffRequest_
4500 template along with a Pay Code Edit Profile that has access to your accrual policys takings pay
codes (as defined in Setup > Accruals > AccrualsPolicies).
For example:
1. From QuickFind, select one or more employees, right-click, and select People.
2. In the People Editor, select the Person tab and then click Process Profiles.
3. In the Process Profiles workspace, select the Process Profile you just created or modified and then
click Save.
4. Select the Job Assignment tab and then click Employee Role. Select a Pay Codes Edit Profile that
has access to your accrual policys takings pay codes, then click Save.

Note: The pay code definition must have a code number defined.

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Task 4: Edit employees function access profiles
In the function access profiles assigned to employees who will request time off at the 4500, ensure that
specific access control points are set to Allowed.
1. In Setup, select Function Access Profiles in the Access Profiles menu group.
2. From the list, select the function access profile to edit and click Edit.
3. In the Function column, select +Everyone.
4. Ensure that the following access control points are set to Allowed:
Open an online form
Start a business process
View the Inbox
5. Click Save.

Step 3 Assign the Time Off Request function to your

devices
To assign the Time Off Request function to your devices, you now need to complete the following tasks.

Task 1: Create a Smart View that uses the new TimeOffRequest_4500

template
Smart View transactions use the device browser for online transactions like a user accesses a web site on
a computer. Unlike other device transactions, Smart View transactions are not collected by Device
Manager. Instead, the server to which the device is connected immediately processes the transaction.
Smart View transactions are displayed in the list of transactions that can be assigned to soft keys in the
employee or manager mode. They are also listed in the list of transactions that can be assigned as default
transactions.
To create a Smart View that uses the TimeOffRequest_4500 template:
1. Select Setup > Device Manager Setup > Smart View Transactions.
2. Select Request Time Off and click Duplicate.
3. Enter a new name and description.
4. Enter the Smart View code. The code is a unique name of the transaction (5 characters maximum).
5. Enter the URL to your server, for example:
http://config447vm3/wfc/URLDispatcherServlet
6. Edit the URL parameter to include the new template name. For example, for a template called
TimeOffRequest_4500, you would enter:

8
 &url=/applications/m8m/html/4500RequestController.jsp&filename=
TimeOff&templateName=TimeOffRequest_4500.template&
7. Specify the timeout (01800 seconds). This setting controls how long the device displays the current
HTML page before it declares an inactivity timeout and terminates the Smart View.
8. If employees must swipe or enter their badge immediately after selecting the Smart View soft key,
select Prompt for Employee Badge.
9. Select Biometric Verification if employees must verify their identification by using a finger scan
identification device. This option is available if Prompt for Employee Badge is selected.
10. Click Save & Return to save your edits.

Task 2: Assign TimeOffRequest_4500 Smart View to a soft key

1. Select Setup > Device Manager Setup > Device Configuration Building Blocks > Soft Key Settings
and click New.
2. Enter a name and description.
3. Select an Application Configuration Setting. This setting controls the group of configurable transactions
that can be assigned to a soft key. Only configurable transactions that use the same Application
Configuration Setting building block appear.
4. Select 4500 model.
5. Select the Employee Mode or Manager Mode tab, depending on the soft key assignments that you are
configuring.
6. In the Transaction column, click the drop-down list from the next available Soft Key and select the
Smart View you created, for example, Request Time Off 4500 (Smart View).
7. (Optional) Enter a soft key label (40-character limit), for example, Request Time Off. If you do not
enter text, the system uses the default name for the transaction.
8. In Employee Mode, select a Soft Key Schedule.
9. Click Save & Return to save your edits. Click Refresh to update the workspace with any new or
updated information that has been saved. When you are using an editor to change a workspace, save
the changes before you click Refresh.

Task 3: Assign the Soft Key setting to a Device Configuration Profile

1. Select Setup > Device Manager Setup > Device Configuration Profiles.
2. Select the applicable Device Configuration Profile and click Edit. (If using a default profile, click
Duplicate and enter a new name and description.)
3. Scroll down to the Building Blocks section and add the soft key that you just defined (for example,
Request Time Off 4500) to the Soft Key Settings box.
4. Click Save & Return.

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Task 4: Assign the Device Configuration Profile to a device
1. Select Setup > Device Manager Setup > Devices.
2. Select a device, and then click Edit.
3. Make sure that the Configuration Profile for which you added the TimeOff Request is selected from
the drop-down list.
4. Click Save. Click Refresh to update the workspace with any new or updated information that has been
saved.If you changed the workspace, save the changes before you click Refresh.

Task 5: Download the Device Configuration Profile to a device

1. Select Setup > Device Manager Setup > Devices or Device Groups, and schedule an Initialize
Configuration event.
2. Select Device Manager > Devices > Actions > Initialize Devices. The event or action sends device
configuration data to the specified device or device group.

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