Leave requests management with SharePoint Forms at EFAFLEX

EFAFLEX is a leading manufacturer of high-speed industrial doors. They share their experience automating leave requests with Plumsail Forms for SharePoint.

In modern organizations, efficient leave management is crucial for maintaining smooth operations and ensuring employee satisfaction. EFAFLEX faced the challenge of migrating their leave request system from SharePoint On-Premise to SharePoint Online. Their solution: implementing a comprehensive leave management system using Plumsail Forms for SharePoint.

Further in the article:

• About EFAFLEX
• Challenge of finding the right SharePoint forms solution
• Solution: Plumsail Forms for team management and more
• How does the SharePoint leave request system work?
• Technical details for employee time management
• Results of using SharePoint Forms in HR management
• Get started with Plumsail Forms for SharePoint

About EFAFLEX

EFAFLEX produces high-speed doors for industrial applications. Founded in 1974, the company works for clients in industry, trade, food production and the chemical and pharmaceutical sectors, among others. EFAFLEX is the only manufacturer of high-speed industrial doors to be listed in the World Market Leader Index, making it one of the 461 leading companies in Germany, Austria and Switzerland.

EFAFLEX headquarters in Bruckberg, Bavaria

The family-owned company employs more than 1400 people worldwide. Headquartered in Bruckberg, Bavaria, EFAFLEX is firmly anchored as the largest employer in the region. The company also taps into international markets with ten subsidiaries on five continents. EFAFLEX generates over 60 percent of its turnover abroad.

EFAFLEX's team of professionals

Challenge of finding the right SharePoint forms solution

As we already had a form generator in our SharePoint On-Premises days, it was a matter of course for us to use it in the online environment too. However, it was just as clear that we needed a different tool. Although the previous tool was very comprehensive, it had its problems here and there. Particularly when subsequent changes to the design were required, major modifications had to be made.

Our service provider finally drew our attention to Plumsail Forms and it quickly became clear that we would be using this tool from now on.

Solution: Plumsail Forms for team management and more

We have always customized our SharePoint forms using available form editors, but they weren't suitable to SharePoint Online environment. As for default SharePoint Online forms and customization options, they were just too simple and did not offer enough functions we've needed, especially lacking dynamic customization through JavaScript.

We were able to solve all of this in SharePoint Online using Plumsail SharePoint Forms.

The interface can be created by simply moving the mouse, and existing JavaScript code from the old form generator could also be reduced by a third using Plumsail Forms.

How does the leave request system work?

The "leave request" system (which now handles all time management requests) follows a structured workflow:

1. Employee Request Submission
   • Employee fills out the request in SharePoint
   • System automatically populates personal data
   • Request is prepared for review

Leave request form with dynamic field population

2. Approval Workflow
   • Request routes to line manager for review
   • Manager can accept or reject the request
   • Approved requests forward to HCM (Human Capital Management)

Multi-step approval workflow

3. Request Management
   • Centralized dashboard for request tracking
   • Automated processing and notifications
   • Comprehensive reporting capabilities

Leave request management

Technical details for employee time management

The system leverages Plumsail's JavaScript capabilities to provide advanced features:

• Dynamic field population with employee data (name, personnel number, cost center) from SharePoint lists
• Automatic calculation of vacation days, including:
  • Weekend consideration
  • Public holiday adjustments based on federal state
• Conditional field activation/deactivation based on request type
• Dynamic field labeling based on browser language for multilingual support
• Rapid authorization updates through PowerAutomate flow integration
• Response times reduced from 5 minutes to 20 seconds for data protection

Results of using SharePoint Forms in HR management

The implementation of Plumsail Forms has delivered significant improvements:

• Streamlined form creation and modification process
• Enhanced data protection compliance
• Reduced JavaScript code complexity by 33%
• Improved response times for authorization updates
• Better user experience through dynamic form behavior
• Successful migration from SharePoint On-Premise to Online

Get started with Plumsail Forms for SharePoint

Ready to transform your SharePoint forms? You can check out our article on how to automate a leave request in SharePoint and get started with a 30-day free trial of Plumsail Forms to see how easy it is automate your business processes in SharePoint Online.