Configuration in legacy HR

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

    • You can set the configuration of the HR application to determine how to handle day-to-day operations, in the non-scoped version of HR.

    Before you begin

    Role required: admin or hr_admin

    About this task

    You must be in the global domain to set HR configuration options. Administrators in domains lower than the global domain can view the Configurations page, but cannot modify the settings.

    Procedure

    1. Navigate to All > HR • Administration > Administration > Configuration.
      The options on the configuration screen are arranged in a multiple-tabbed layout:
      • The Business Process tab contains options for setting up the request life cycle, creating catalogs and requests, and configuring notifications.
      • The Assignment tab contains options for setting up manual and auto-assignment.
      • The Add-ons tab contains options for enabling the knowledge base, managed documents, and task activities.
      • The Human Resources tab contains specific options for the HR application.

      A configuration option is enabled when the switch appears green and is toggled to the right. All configuration options listed in the Dependency column must be enabled for the option to be displayed.

    2. Select configurations on the Business Process tab.
      Table 1. Business process tab options
      Field Description Dependency
      Lifecycle
      Assignment method for requests Select the method for assigning requests.
      • using auto-assignment: Requests are automatically assigned.
      • using a workflow: Select the assignment workflow.
      • manually: Manually assign requests.
        Note:
        The assigned state was removed from the base system. When you have customizations that use the assigned state, import it into your current version. Go to your previous instance, copy your custom assigned state (export to XML), and import it to your current instance.
      		 Automate state flows on the Human Resources tab is enabled.
      Use this workflow to assign requests Select the workflow for assigning requests. Automate state flows on the Human Resources tab is enabled.
      Assignment method for tasks Select the method for assigning tasks:
      • using auto-assignment: Tasks are automatically assigned.
      • using a workflow: You are prompted to select the workflow you want to use for assignment.
      • manually: Manually assign tasks.
      		 Automate state flows on the Human Resources tab is enabled.
      Use this workflow to assign tasks Select the workflow for assigning tasks. Automate state flows on the Human Resources tab is enabled.
      Copy task work notes to request Enable this option to synchronize task work notes with the work notes on the order or request. When work notes are added in the task, the same work notes appear in the order or request. Automate state flows on the Human Resources tab is enabled.
      Catalog and Request Creation
      Create or update requests by inbound email. Enable this option to allow inbound email messages to create or update requests.
      Templates create a dedicated catalog item Enable this option to allow automatic publishing of catalog items for the application.
      Notification
      Table

      Field

      Recipients

      		 Set up notifications for changes to HR cases or tasks.
      • Table: Select whether this notification is sent for a change to the Request or the Task table.
      • Field: Select the field that must change for the notification to be triggered.
      • Recipients: Select the recipients of the notification. If you select a specific user or a specific group, you are prompted to select a user or group.

      Enter as many notifications as you need. To remove a notification, click the delete (-) icon on the right.
    3. Click the Assignment tab and select configurations.
      Table 2. Assignment tab options
      Field Description Dependency
      Manual Assignment
      Assign requests or tasks based on assignment group coverage areas Enable this option to limit the selection of groups from the Dispatch group and Assignment group fields to groups that cover the location of the task.
      Auto-Assignment / Scheduling
      Auto-selection of agents will consider time zone for tasks Enable this option to consider the time zone of the agent when assigning a task Automate state flows on the Human Resources tab is enabled.
      Additional Factors
      Auto-selection of agents will consider location of agents Enable this option to use the agent and location when determining who to assign the task to. Agents closer to the task location get preference.
      • Automate state flows on the Human Resources tab is enabled.
      • Assignment method for requests: using auto-assignment
      • Assignment method for tasks: using auto-assignment
      Auto-selection of agents for tasks requires them to have skills This option determines the degree to which skills must be matched to a task when determining auto-assignment.
      • Select all to require that an assigned agent has all the skills to perform the task. An agent who lacks one skill is eliminated.
      • Select some if you want agents who have most of the skills to perform the task.
      • Select none to auto-assign agents without the required skills.
      • Automate state flows on the Human Resources tab is enabled.
      • Assignment method for requests: using auto-assignment
      • Assignment method for tasks: using auto-assignment
      Auto-selection will attempt to assign the same agent to all tasks in a request Enable this option to auto-assign all tasks for a request to the same agent.
      • Automate state flows on the Human Resources tab is enabled.
      • Assignment method for requests: using auto-assignment
      • Assignment method for tasks: using auto-assignment
    4. Click the Add-ons tab and select configurations.
      Table 3. Add-ons tab options
      Field Description Dependency
      Documentation
      Enable a dedicated knowledge base Enable this option to install the knowledge base for the application.
      Enable managed documents Enable this option to add a related list to managed documents.
      Enable task activities Enable this option to log the task interactions and communications, such as phone calls and email messages.
      Associated Task Tables
      Select associated tables Click Add to select more tables.
    5. Click the Human Resources tab and select configurations.
      Note:
      If you are using Microsoft Internet Explorer 8 or 9, the Human Resources tab does not appear. You can set these properties in the System Properties [sys_properties] table.
      Table 4. Human Resources tab options
      Configuration setting Description
      HR profile fields that users or managers can edit without HR approval include <number of fields> Select the HR profile fields that are editable. Click Save to exit the selection dialog and save your changes.

      The personal information fields that you enable, such as name, address, and personal contact information, are editable by employees directly in their HR profile. For example, you may allow employees to edit their home address and personal email address, but not their name or marital status.

      The sensitive and employment information fields marked editable allows the manager of the employee or an HR agent to submit an employee change request. If only editable information is changed, the HR profile is updated and the HR case that is created when the request is submitted and closed.
      Human Resources group email Enter the email address for the HR team. This email address is for the Contact HR link on the HR Portal. When it is used, an HR case is created using an inbound email action.
      Automate state flows Enable this option to use state flows for HR cases and tasks. Disable it to use only workflows to automate the status of HR cases and tasks.

      If state flows are automated, HR agents are not able to manually change the state of HR cases and tasks.

      If state flows are not automated, the state of HR cases and tasks can be changed manually. Also, the HR business rules that invoke the state flow process are inactive.
      Default HR case priority for VIP user is 2-High Select the default priority to assign to an HR case that is entered for a VIP user.
    6. Click Save.
      Clicking Save on any tab saves all configuration settings.

    HR profile editable field configuration in legacy HR

    An option in Human Resources Configuration provides a list of HR profile fields that can be enabled for edit. Understand the difference between how the personal and the employment information fields are updated in the HR profile based on this configuration.

    Typically, organizations allow employees to update certain personal information, but not sensitive and employment information. HR agents or the manager of the employee changes sensitive information. For example, employees can change their home address and personal email address, but the manager must update the position when the employee is promoted.

    The HR profile fields that users or managers can edit without HR approval include <number of fields> option in Human Resources Configuration provides the list of editable HR profile fields. The following list of fields indicates which of the configurable fields contain personal and which contain sensitive and employment information.

    Table 5. Information fields
    Personal information fields Sensitive and employment information fields
    • Home address
    • Home city
    • Home country
    • Home phone
    • Home state/province
    • Home zip/postal
    • Middle name
    • Personal email
    • Personal mobile phone
    • Prefix
    • Work email
    • Work mobile
    • Work phone
    • Date of birth
    • Department
    • Employee number
    • Employment end date
    • Employment start date
    • Employment status
    • Employment type
    • Ethnicity
    • First name
    • Gender
    • Last name
    • Location
    • Location type
    • Manager
    • Marital status
    • Nationality
    • Notice period
    • Place of birth
    • Position
    • Probation end date
    • Probation period
    • Time type

    In the configuration option field list, all personal information fields are enabled for edit by default. All employees can open their HR profile from the HRSM Portal and update these fields. If you do not want to allow employees to update one or more of these fields, disable editing by clearing the check box in the configurable list. For example, you may not want employees updating their work email address or phone number.

    ACLs control the HR profile personal information fields, which can be modified when more controlled access is needed.

    The employment information fields that you enable for edit allow the manager of an employee to update the field. However, the manager cannot open the HR profile of the employee. The manager must submit an employee information change request with the updated information. When the request to change the editable fields is submitted, the HR Employee Change Workflow takes the following actions.
    • Opens an HR case.
    • Updates the HR profile of the employee.
    • Closes the HR case.

    To update any HR profile fields that are not editable, employees or their managers submit an employee information change request. An HR case is created and the HR Employee Change Workflow is started. The workflow requires that the change request is approved. When it is approved, the fields are updated and the HR case is closed.