HR skills management in legacy HR

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

    • Your organization can define HR skills to establish the qualifications of HR staff, in the non-scoped version of HR. Skills can be included in the auto-assignment process used to assign HR agents to HR cases and tasks.

    Some HR skills are predefined, and you can create as many other skills as you need. You can assign skills to users or groups. When you assign a skill to a group, the skill is assigned to every group member.

    Skills can contain other skills. For example, you may have an HR Policies skill that contains Travel & Expense and Corporate Policies skills.

    You can create skills from the Manage HR Skills module in HR - Administration Catalog & Templates or from the Skills application. However, you must use the Skills application to define the skill hierarchy.

    Skills and auto-assignment of HR cases and tasks

    In the Configuration module for Human Resources, the Auto-selection of agents for tasks requires them to have skills option determines whether the organization is including skills in the auto-assignment of HR cases and tasks. If this option is set to some or all, then it is important to ensure that the proper skills are defined and assigned to HR staff.

    You then assign the necessary skills to the HR case and task templates that are used to create HR cases. For example, an HR task template for submitting a travel & expense policy question is assigned the HR Policies and Travel & Expense skills. When the template is used to submit an HR case, the auto-assignment process finds an HR agent with one or both of these skills, depending on the configuration setting.

    Create or modify an HR skill in legacy HR

    You can create HR skills and assign them to HR staff to assist with the auto-assignment of HR cases and tasks.

    Before you begin

    Role required: admin or hr_admin

    About this task

    Skills can contain other skills. For example, you may have an HR Policies skill that contains Travel & Expense and Corporate Policies skills.

    The following procedure describes how to create and edit HR skills from the Skills application. Although you can create and edit skills in the HR - Administration > Catalog & Templates > Manage HR Skills module, you must use the Skills application to assign child skills.

    Procedure

    1. Navigate to Skills > Skills.
    2. Click New or open an existing skill.
    3. Enter or edit the skill Name and Description.
    4. Save or submit your changes.
    5. To associate child skills, complete the following steps.
      1. In the Contains Skills related list, click Edit.
      2. Double-click skills in the Collection list to move them to the Contains Skills List.
      3. Click Save.
      If you add child skills to a skill that is assigned to a group, the child skills are assigned to the members of the group. Messages are displayed to notify you of the group members who were assigned the child skills.
    6. To assign users to the skill, complete the following steps.
      1. In the Users related list, click Edit.
      2. Double-click users in the Collection list to move them to the Users List.
      3. Click Save.
      If you add users to a skill with child skills, the child skills are assigned to the user. Messages are displayed to notify you of the skills that were assigned.
    7. To associate task models with the skill, complete the following steps.
      1. In the Models related list, click Edit.
      2. Enter a term in the filter field above the Collections list to see just the HR models.
        For example, enter hr if this is a standard prefix used to name tasks that are added to HR templates.
      3. Double-click a model in the Collection list to move it to the Models List.
      4. Click Save.
    8. Click Submit or Update.

    Assign an HR skill to a group in legacy HR

    When you assign skills to HR groups, all members of the group inherit the skills and any child skills.

    Before you begin

    Role required: admin or hr_admin

    Procedure

    1. Navigate to All > Skills > Groups.
      This is the same list that appears under User Administration > Groups.
    2. Select the HR group that you want to assign skills to.
    3. In the Skills related list, click Edit.
    4. Double-click skills in the Collection list to move them to the Skills List.
    5. Click Save.
      Messages are displayed to notify you of the skills that were assigned to each group member.
      Figure 1. Messages displayed for group skill assignment
      Group skill assignment messages

    Assign an HR skill to a user in legacy HR

    You can assign skills to HR users to facilitate the auto-assignment of HR cases and tasks.

    Before you begin

    For more information about HR skills and the auto-assignment process, see HR skills management in legacy HR.

    Role required: admin or hr_manager

    About this task

    The following procedure describes how to assign HR skills in the Manage HR Skills module. If you want to define a parent and child hierarchy for HR skills, you must use the Skills application.

    Procedure

    1. Navigate to All > HR • Administration > Catalog & Templates > Manage HR Skills.
      Figure 2. HR skills assignment
      HR skills

      Skills appear on the left. Select a skill to see the assigned users on the right. The user cards indicate how many skills each employee is assigned. If no skills are assigned to a user, the number on the user card is red. Skills with no assigned users are red in the skills list.

    2. Select a skill in the All Skills list to assign to users.
    3. Click Assign/remove users.
      The list of all users in the HR department appears on the right. Users assigned to the skill are highlighted in blue.
    4. To search for an HR user, type any information, such as name, location, or title, in the search box above the list of users.
      As you type, the list narrows to display user cards that contain those letters in any field.
    5. Perform any of the following actions.
      OptionDescription
      Assign a user Click the user card. It is then highlighted in blue.
      Unassign a user Click the highlighted user card. Its highlight is removed.
    6. Click Save.
    7. To assign other skills to a user, complete the following steps.
      1. Select All Users in the list on the left and locate the user on the right.
      2. Click the arrow next to Skills: # in the user card.
      3. Select the skills for the user, and click Save.
    8. To configure skills, perform any of the following actions.
      OptionDescription
      Add a skill Click New Skill, enter the skill name and description, and click Submit.
      Edit a skill Click the pencil icon beside the skill name in the HR Skills list. Change the information and click Submit.