Evidence Management for Employee Relations

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

    • Use Evidence Management to capture and categorize evidence for Employee Relations or related cases.

    Evidence is defined as any digital artifacts gathered as part of an investigation, like files that are either uploaded to Evidence Management or reside in another system.

    Setting up Evidence Management

    Set up HR Service Delivery Management so your agents can collect evidence and information related to Employee Relation (ER) cases.

    You can activate Evidence Management [com.sn_evidence_management] plugin if you have the admin role. This plugin activates when the Human Resources Scoped App: Employee Relations [com.sn_hr_employee_realtions] plugin is activated. For more information, see Activate Employee Relations.

    Roles

    The following roles are installed with the Evidence Management [com.sn_evidence_management] plugin:
    Table 1. Evidence Management roles
    Role title [name] Description Contains roles
    Evidence admin [sn_em.admin] Can access and configure all areas within Evidence Management.
    • sn_em.evidence_config_manager
    • sn_em.evidence_reader
    • sn_em.evidence_writer
    Evidence Configuration manager [sn_em.evidence_config_manager] Can access, create, and manage evidence type records.
    Note:
    requires the evidence reader and writer roles to manage the evidence type records.
    Evidence reader [sn_em.evidence_reader] Can view evidence if the ER case is accessible.
    Evidence writer [sn_em.evidence_writer] Can create and manage evidence records. sn_em.evidence_reader

    Employee Relations roles include Evidence Management roles.

    Users are unable to read evidence when impersonating.

    When an Employee Relations case is restricted, users can only view the evidence record if they can view the ER case.

    Evidence types

    Before you can add evidence to an ER case, you must set up evidence types. Evidence types help you categorize and organize the evidence you collect related to ER cases. The base system provides:
    • Audio
    • Chat logs
    • Email
    • Photos
    • Screenshots
    • SMS
    • Video

    You can create additional evidence types. For more information, see Create evidence types.

    Create evidence types

    Create evidence types to catalog and organize employee relation evidence in an efficient and logical way to enhance your business processes.

    Before you begin

    Role required: sn_em.evidence_config_manager
    Note:
    The base system provides preconfigured evidence types.

    Procedure

    1. Navigate to All > Evidence Management > Evidence Types.
    2. Select New.
    3. Fill in the form or edit the fields.
      FieldValue
      Name The name that identifies and describes the evidence type.
      Active Indicates if the evidence type is active and available for use.
    4. Select Submit.

    Using Evidence Management

    You can create, edit, and categorize evidence related to an employee relations case using the Core UI or HR Service Delivery Agent Workspace.

    You can associate evidence to an Employee Relations (ER) case. For more information on ER cases, see Employee Relations cases.

    Adding evidence to an Employee Relations case in the legacy UI

    Create evidence records to attach to an Employee Relations case to help with investigations.

    Before you begin

    Role required: sn_hr_er.case_writer

    Procedure

    1. Navigate to All > Employee Relations > Cases.
    2. Select a case.
    3. Scroll down to the Evidence tab in the related list.
    4. Select New.
    5. Fill in the form.
      Table 2. Evidence form
      Field Description
      Number The number that identifies the evidence record. This is automatically generated by the application.
      Name The name that describes the evidence.
      Evidence type The evidence type associated with the evidence.
      The base system provides the following:
      • Audio
      • Chat logs
      • Email
      • Photos
      • Screenshots
      • SMS
      • Video

      For more information, see Create evidence types.
      Created by Name of the user that created the evidence record.
      Submitted by involved party Name of the person who submitted the evidence.

      Select the Lookup using list icon Lookup using list icon and search for the person that submitted the evidence.

      If no names appear, you can select New and create an involved party. For more information, see Create an involved parties record.
      Involved parties Any person involved with the evidence provided in the ER case.

      Select the Unlock involved parties icon (Unlock involved parties icon) and search for people you want to include as involved parties.

      If no names appear, you can select New and create an involved party. For more information, see Create an involved parties record.
      Table The table evidence is associated with. The default is the Employee Relations Case [sn_hr_er_case] table, but you can associate evidence to any table.
      Parent The parent case the evidence is related to.

      To associate a parent case, select the Lookup documents using list icon Lookup documents using list icon and select the table associated with the parent case. The default is the Employee Relations Case [sn_hr_er_case] table.

      Select the table and the associated case that is the parent case.
      Note:
      If you have a parent case and evidence is added to it, this field is pre-populated.
      Evidence source type Indicates if the evidence is an attachment or a URL.

      Select one. If the evidence is an attachment, attach the file using the Manage Attachments icon (Manage attachments icon) at the top, right of the form.

      If the evidence is a URL, enter the URL in the URL source field.
      URL source Select the Edit this URL icon (Edit this URL icon ) and enter the URL.

      This field displays only when you select URL from the Evidence source type field.
      Interview The associated interview number.

      If you came from the interview record, the number automatically displays.

      For more information, see Interview Management.
      Description Description of the evidence.
    6. Select Submit.

    Add evidence to an Employee Relations case in Agent Workspace for HR Case Management

    Create evidence records to attach to an Employee Relations case to help with investigations using HR Service Delivery Agent Workspace.

    Before you begin

    Role required: sn_hr_er.case_writer

    Procedure

    1. Navigate to All > HR Case Management > HR Agent Workspace.
    2. Select the Lists icon (Lists icon).
    3. Select Other.
    4. Select Employee Relations Cases.
    5. Select an ER case you want to attach evidence to.
    6. Select more from the row of tabs below the Case Timeline.
    7. Select Evidence from the row of tabs below the Case Timeline.
    8. Select New.
    9. Fill in the form.
      Table 3. Evidence form
      Field Description
      Number The number that identifies the evidence record. This is automatically generated by the application.
      Name The name that describes the evidence.
      Evidence type The evidence type associated with the evidence.
      The base system provides the following:
      • Audio
      • Chat logs
      • Email
      • Photos
      • Screenshots
      • SMS
      • Video

      For more information, see Create evidence types.
      Created by Name of the user that created the evidence record.
      Submitted by involved party Name of the person who submitted the evidence.

      Select the Search for Record icon Search for record icon and search for the person that submitted the evidence.

      If no names appear, you can select New and create an involved party. For more information, see Create an involved parties record.
      Involved parties Any person involved with the evidence provided in the ER case.

      Click into the field and a list of involved parties appears.

      If no names appear, you have to create an involved party record. For more information, see Create an involved parties record.
      Table The table evidence is associated with. The default is the Employee Relations Case [sn_hr_er_case] table, but you can associate evidence to any table.
      Parent The parent case the evidence is related to.

      To associate a parent case, select the Lookup documents using list icon Lookup documents using list icon and select the table associated with the parent case. The default is the Employee Relations Case [sn_hr_er_case] table.

      Select the table and the associated case that is the parent case.
      Note:
      If you have a parent case and evidence is added to it, this field is pre-populated.
      Evidence source type Indicates if the evidence is an attachment or a URL.
      Select one of the following:
      • Attachment
      • URL
      If the evidence is an attachment, select Browse from Attachments on the right and attach the file.

      If the evidence is a URL, enter the URL in the URL source field.
      URL source Select the Edit this URL icon (Edit this URL icon) and enter the URL.

      This field displays only when you select URL from the Evidence source type field.
      Interview The associated interview number.

      If you came from the interview record, the number automatically displays.

      If no interview number appears, click into the field and you can select one.

      For more information, see Interview Management.
      Description Description of the evidence.
    10. Select Save.