Setting up your Alumni Service Center

  • Release version: Washingtondc
  • Updated February 1, 2024
  • 2 minutes to read
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    Summary of Setting up your Alumni Service Center

    The Alumni Service Center (ASC) allows organizations to communicate with former employees or non-employees effectively. To set up ASC, certain plugins must be activated, including the Human Resources Scoped App: Core and Employee Center.

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    Key Features

    • Required Plugins: Activate the following plugins before enabling ASC:
      • Human Resources Scoped App: Core (com.snhrcore)
      • Employee Center (snexsp)
      • Explicit Roles (com.glide.explicitroles) for user segregation
    • Roles Installed: Activating the ASC plugin installs essential roles, including:
      • ASC admin [snasc.admin]
      • ASC manager [snasc.manager]
      • Alumni [snasc.alumni]
      • External ASC user [sncexternal]
      • Content Delivery manager [sncd.contentmanager]
    • Catalog Items: The ASC provides services such as:
      • Payroll Discrepancy
      • Employment Verification Letter
      • General Inquiry
    • Content Management: Use the same widgets as the HR Service Delivery Employee Center for content publishing and automation.
    • Data Loading: Bulk import alumni users using System Import Sets, requiring personal emails and headers for each alumnus.

    Key Outcomes

    By setting up the ASC, organizations can effectively manage alumni communications, streamline user access, and automate content delivery. This enables efficient handling of alumni-related inquiries and data management, enhancing the overall user experience for former employees.

    Set up your Alumni Service Center (ASC) so you can communicate with your former employees or non-employees.

    The following plugins must be activated prior to activating the Alumni Service Center (sn_asc) plugin:
    • Human Resources Scoped App: Core (com.sn_hr_core)
    • Employee Center (sn_ex_sp)

    For more information on requesting activation of a plugin, see Request a plugin.

    To set up ASC, you must request activation for the following: Explicit Roles (com.glide.explicit_roles). The ASC uses this plugin to help segregate external users from internal users.

    Note:
    The Explicit Roles (com.glide.explicit_roles) plugin must be activated before activating the Alumni Service Center (sn_asc). For information on installing a ServiceNow Store application, see Install a ServiceNow Store application.
    Roles installed
    By activating the Alumni Service Center (sn_asc) plugin, the following roles install and are required to configure your Alumni Service Center:
    Table 1. Roles installed with Alumni Service Center
    ASC role Description Contains roles
    Alumni Service Center admin [sn_asc.admin] Lets you configure all aspects of the ASC.
    • Role delegator [role_delegator]
    • Skill user [skill_user]
    • ASC manager [sn_asc.manager]
    • Live feed administrator [live_feed_admin]
    • Chat administrator [chat_admin}
    • Service Portal administrator [sp_admin]
    • Service Catalog administrator [catalog_admin]
    Alumni Service Center Alumni [sn_asc.alumni] Lets you access the ASC as an alumnus. External Alumni Service Center user [snc_external]
    Alumni Manager [sn_asc.manager] Lets you manage the ASC, which includes alumni records and some of the import process. Content Delivery manager [sn_cd.content_manager]
    Adding the alumni role to a user
    You can add the alumni roles (sn_hr_core.hrsm_alumni and sn_hr_sp.hrsp_alumni) to any user. For more information, see Assign a role to a user.
    Catalog items
    The base system provides the following catalog items:
    • Payroll Discrepancy - Alumni
    • Employment Verification Letter - Alumni
    • General Inquiry - Alumni
    Supported task types
    The base system supports the following task types:
    • Collect Employee Input
    • Checklist
    • E-signature (HR core only)
    • Mark when complete
    • Take survey
    • Upload documents
    • URL
    • View video
    Adding content
    The ASC uses the same widgets as the HR Service Delivery Employee Center. For more information, see Employee Center widget instance options.
    Use Content Publishing to add and display content to your ASC. For more information, see Content Publishing.
    To add content as part of a campaign, use Content Automation. For more information, see Working on Campaigns.
    Load data
    To add alumni users in bulk, use System Import Sets. For more information, see Import sets key concepts.
    At a minimum, the file you upload must have a header and the personal email for each alumnus.
    Note:
    Use the Imported Alumni [sn_asc_user_imp] table when importing users.
    Transform and edit
    After loading your file:
    • Transform your import set so that it moves to staging.
    • Go to Staged Alumni to view what was loaded from your file.
    • You can edit the loaded users, ensure unique user IDs, or approve if they look valid.
    • From the list view of Staged Alumni, click Import All Approved to start the Import Approved Staged to Alumni scheduled job.