HR profiles within the organization in legacy HR

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 8 minutes to read

    • HR profile records store confidential employee data, such as name, personal contact information, email addresses, employment history, and contacts, in the non-scoped version of HR.

    HR profile records enable the organization to access and track employee information throughout the period of employment and beyond. HR profile records are associated with user records, but unlike user records, HR profile records are stored confidentially and are not publicly viewable.

    HR profile records are created as part of an HR process, such as the onboarding process. The default onboarding process creates an HR profile record for the new employee and automatically associates the profile record to the employee user record when the onboarding case is approved.

    Organizations can use an integration method to populate HR profile records from their employee database. In addition, an HR profile is created automatically for Employee Data Management Cases.
    Note:
    HR profiles are automatically created or modified when the HR case category is New Hire Onboarding, Employee Information Change, Employee Offboarding, or Employment Verification Letter.

    Besides basic user information that is also in the user record, the HR profile includes the following sections and related lists.

    Table 1. HR profile sections and related lists
    Section or related list Description
    Notes Comments and work notes.
    Employment Information Information such as employment status and type of employment, employee number, and start and end dates.
    Contact Information Information such as address, phone number, personal email address. Some field values are copied from the onboarding form.
    Emergency Contacts A list of the employee emergency contacts. One contact in the list is designated as the primary and others can be entered as alternates.
    Employment History List of prior employers and dates of employment.
    The following related lists are automatically populated. You can view records in the list, but you cannot enter new records from the related list.
    Direct Reports List of the employees who report directly to the user.
    Colleagues List of other employees who have the same manager as the user.
    Cases Open HR cases for the user.

    HR profile and HR case security in legacy HR

    Because HR profile information is sensitive and confidential, it is secured from being viewed by the system administrator. The same is true for some of the information in HR cases and HR tasks.

    In the system, system administrators with the admin role are able to perform all tasks and view all data. However, HR profile information is confidential and should be viewed only by authorized HR personnel who are assigned a role that includes hr_profile_reader or hr_profile_writer, such as hr_basic.

    Similarly, for HR cases and HR tasks, only authorized HR personnel should be allowed to view attachments, work notes and comments, description, calendar, and payload (if your company configured the form to show the Payload field). Authorized HR personnel include those who are assigned a role with hr_case_reader and hr_task_reader, such as hr_basic.

    Therefore, access to specific HR profile, case, and task data is restricted from view by users with the admin role.

    HR profile information that system administrators can access

    System administrators cannot create a new HR profile. They can see the list of HR profiles and open HR profile records, but have access only to the following information.
    • The HR profile number and employee's prefix.
    • Employment information that is synchronized with the user record [sys_user]. This includes name, employee number, department, manager, and location.
    • Work contact information, such as work email address and work phone number. Personal information is hidden.
    • Comments. Work notes are hidden.
    • Information that appears in the following related lists.
      • Emergency Contacts
      • Employment History
      • Direct Reports
      • Colleagues
      • Cases

    HR case and HR task information that system administrators can access

    System administrators can view the employee user information, such as location and department, and the short description. Activities, such as state changes, are displayed in the activity stream, but comments and work notes are hidden.

    When the system administrator opens an HR case or HR task, a message describes the information that is not displayed.

    Impersonating a user

    If the system administrator impersonates a user, even if the impersonated user has an HR role that allows access to the HR profile, the system administrator is restricted from viewing HR profile information. The following constraints are applied when a user is impersonated.
    • If the impersonated user has HR profile access, the HR profile list displays a message that the records are removed based on security constraints. No HR profile records are listed.
    • For any impersonated user, the My Profile link from the HR Service Portal displays no profile information. It displays only information in the related lists described above.

    Customized profile information in legacy HR

    As part of designing the HR processes, you can customize the way HR profile information is processed. Keep in mind that some of the fields that appear are referenced from the User [sys_user] table.

    If you have the hr_admin role, you can customize HR profile information.

    Extend profile information

    You can collect additional profile information in a separate table. For example, you can create a Dependents table that extends the HR Profile [hr_profile] table.

    Because profile information is sensitive and confidential, the system administrator cannot view it. For more information, see HR profile and HR case security in legacy HR.

    Associate profiles with user records

    An HR profile record must be associated with the employee record in the User [sys_user] table, to ensure that both employee records can be accessed conveniently. During the creation of an HR profile record, you can select the user record to associate with the profile.

    With the default employee onboarding process, this association occurs automatically when an onboarding record is created and approved. As a general practice, retain automatic association for onboarding processes you design.

    Certain fields are displayed in both the user and HR profile records, but they are in only one of the tables, User [sys_user] or HR Profile [hr_profile]. The following fields are in the User [sys_user] table.

    • Prefix [introduction]
    • First name [first_name]
    • Middle name [middle_name]
    • Last name [last_name]
    • Manager [manager]
    • Department [department]
    • Location [location]
    Note:
    Bot phone number sync is not supported.

    The following table describes the other fields that are synchronized by the Synchronize fields to hr_profile business rule.

    Table 2. Fields synchronized using the business rule
    HR profile [hr_profile] field User [sys_user] field Notes
    Position [position] Title [title] Position in the HR profile is a referenced field. The HR profile could not be updated message appears:
    • When the title is updated in the User form
    • A position record with the same value does not exist
    Home address [address] Street [street]
    Country [country] Country code [country] Although the field names are the same, these fields are of different types. In the HR profile, [country] is a reference field. In the user record, [country] is a choice list. The country code appears in the User form instead of the country name when the country selected in the HR profile is not in the choice list.
    Work email [work_email] Email [email] The HR profile contains both personal and work email fields, while the user record only contains the work email.
    Note:
    The User form must be configured to show address, country, and email fields.

    Create or modify an HR profile in legacy HR

    Employees can directly edit some information in their HR profile, such as emergency contact information, but they’re restricted from editing certain fields. If employees want to change information that they’re restricted from editing, they must submit requests to HR for the changes.

    Before you begin

    Role required: hr_profile_writer, hr_basic, or hr_manager

    About this task

    The HR administrator [hr_admin] can configure which HR profile fields an employee can update. The employee submits an HR employee information change request for information that cannot be updated. To update the HR profile when an employee information change request is assigned to you, complete the following steps.

    Procedure

    1. Navigate to All > HR • Administration > Organization > HR Profiles.
      The HR Profiles list opens.
    2. Find the existing HR Profile to update by selecting User from the HR Profiles list drop-down search menu.
      You can type the user name, and pressing Enter. Also, you can click a profile number to open a user profile. To create an HR profile, click New from HR Profiles. Type the user name in the User field on the HR Profile New record form to create the profile. You can’t change the user name after an HR profile is saved.
    3. Click the profile number to open the user profile.
      The profile opens displaying populated name, manager, department, location, and contact fields from the user record.
    4. Complete or update the form with as much additional information as you have.
      Table 3. HR profile sections and related lists
      Section or related list Description
      Notes Comments and work notes.
      Employment Information Information such as employment status and type of employment, employee number, and start and end dates.
      Contact Information Information such as address, phone number, personal email address. Some field values are copied from the onboarding form.
      Emergency Contacts A list of the employee emergency contacts. One contact in the list is designated as the primary and others can be entered as alternates.
      Employment History List of prior employers and dates of employment.
      The following related lists are automatically populated. You can view records in the list, but you cannot enter new records from the related list.
      Direct Reports List of the employees who report directly to the user.
      Colleagues List of other employees who have the same manager as the user.
      Cases Open HR cases for the user.
    5. Click Submit or Update.
      Note:
      Some HR profile information, such as department, is synchronized between the User [sys_user] and HR Profile [hr_profile] records. Updating information in one record automatically applies the updates in the other record.

    View the user directory in legacy HR

    HR user directory is a view of the corporate user directory with HR case information in a related list.

    Before you begin

    Role required: admin, hr_admin, hr_basic, or hr_manager

    About this task

    Corporate user directory refers to the records in the User [sys_user] table.

    Procedure

    1. Navigate to All > HR • Administration > Organization > User Directory.
    2. Click a user record to view or edit the Human Resources view of a user record.
      This view is a subset of the user information, including job information and contact details. In addition, there are two related lists:
      • HR Cases: Lists all HR cases for a user.
      • Users: Lists users managed by that user.