Installed with HR Service Management Legacy

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

    • Several types of components are installed with HR Service Management in the non-scoped version of HR.

    Tables installed with HR Service Management Legacy

    Human Resources Application: Core plugin adds the following tables.

    Table Description
    HR Case Model

    [cmdb_hr_case_product_model]

    		 The product models used for HR case record producers.
    HR Task Model

    [cmdb_hr_task_product_model]

    		 The product models used for HR task record producers.
    HR Assignment Data Lookup

    [dl_hr_assignment]

    		 The details of who HR cases can be assigned to.
    HR Case

    [hr_case]

    		 The details of a submitted HR case.
    HR Category

    [hr_category]

    		 The categories that can be assigned to HR cases, used for assignment and reporting.
    HR Document Acknowledgement

    [hr_document_acknowledgement]

    		 Record that a preboarding employee has signed an online document.
    HR Document Template

    [hr_document_template]

    		 Templates for generating HR documents as PDF files in HR cases.
    HR Contact

    [hr_emergency_contact]

    		 The name and contact information for emergency contacts. The details of emergency contacts, displayed in the hr_profile record for a sys_user. Contains a reference to Profile [hr_profile].
    Employment History

    [hr_employment_history]

    		 The details of employment history, displayed in the hr_profile record for a sys_user. Contains a reference to Profile [hr_profile].
    Position

    [hr_position]

    		 The job positions and a reference to the departments the positions are part of.
    HR Profile

    [hr_profile]

    		 The details of a profile for an employee that contains sensitive information.
    HR Task

    [hr_task]

    		 The details of a task associated with a particular HR case.
    HR Case Flow

    [sf_hr_case]

    		 The details of HR case state flows.
    HR Task Flow

    [sf_hr_task]

    		 The details of HR task state flows.
    HR link

    [hr_link]

    		 The details of HR links.
    HR links for template lookup

    [hr_m2m_link_template_lookup]

    		 The details of HR links for looking up templates.
    HR todo tasks for template lookup

    [hr_m2m_task_template_lookup]

    		 The details of to-do tasks for looking up templates.
    Task templates

    [hr_template_lookup]

    		 The details of looking up templates.
    Content Block Open Header

    [content_block_open_header]
    Signature Image

    [signature_image]

    		 Contains images of captured signatures.
    Table 1. Tables for PDF generator
    Table Description
    General Element

    [general_elements]

    		 The formats used by the PDF generator that can be used to customize the template for the PDF document.
    General List

    [general_list]

    		 A list of the properties and query used to generate the PDF document, for example, the employment verification letter.

    Roles installed with HR Service Management Legacy

    Human Resources Application: Core plugin adds the following roles.

    Role title [name] Description Contains Roles
    HR specialist

    hr_specialist

    		 Can create and update HR cases. hr_case_writer
    HR generalist

    hr_generalist

    		 Can create and update HR cases. hr_case_writer
    HR recruiter

    hr_recruiting

    		 Can create and update HR cases. hr_specialist
    HR payroll specialist

    hr_payroll

    		 Can create and update HR cases. hr_specialist
    HR manager

    hr_manager

    		 Full control over all HR functions.
    • All hr_basic roles
    • survey_admin
    • hr_position_writer
    • hr_profile_reader
    • hr_case_reader
    • hr_task_reader
    • catalog_admin
    • skill_admin
    Director of HR

    hr_director

    		 Full control over all HR functions. hr_manager
    Assignment rule reviewer

    hr_assignment_reader

    		 Can read HR assignment rules. None
    Assignment rule updater

    hr_assignment_writer

    		 Can update HR assignment rules. hr_assignment_reader
    HR system administrator

    hr_admin

    		 Full control over all human resources data and can administer territories and skills.
    • all HR roles
    • territory_admin
    • skill_model_admin
    • survey_admin
    • catalog_admin
    • template_admin
    • skill_admin
    • knowledge_manager
    • assignment_rule_admin
    • model_manager
    HR agent

    hr_basic

    		 Can create, update, and delete HR cases.
    • document_management_user
    • hr_case_writer
    • hr_kb_writer
    • hr_profile_writer
    • hr_task_writer
    • skill_model_user
    • skill_user
    • survey_reader
    HR case reviewer

    hr_case_reader

    		 Can read HR cases and HR profiles.
    • hr_read
    • hr_profile_reader
    • hr_task_reader
    HR agent

    hr_read

    		 Can read and create HR cases. hr_profile_reader
    HR case worker

    hr_case_writer

    		 Can create and update HR cases.
    • hr_case_reader
    • hr_task_writer
    HR approver

    hr_approver_user

    		 Can approve HR cases. approver_user
    HR task reviewer

    hr_task_reader

    		 Can view HR tasks. None
    HR task worker

    hr_task_writer

    		 Can create and update HR tasks. hr_task_reader
    HR profile reviewer

    hr_profile_reader

    		 Can read HR profiles. None
    HR profile specialist

    hr_profile_writer

    		 Can create and update HR profiles. hr_profile_reader
    HR position specialist

    hr_position_writer

    		 Can create, update, and delete HR position records. None
    HR knowledge article writer

    hr_kb_writer

    		 Can create and update HR knowledge articles. None
    Content formatter

    [content_block_open_header_user]

    		 Can edit the HR Portal header. None

    User groups installed with HR Service Management Legacy

    Human Resources Application: Core plugin adds the following user groups.

    User group Description
    HR Parent to other HR groups. It grants the HR manager role, and its child groups inherit the HR manager role.
    HR Benefits Group members administer HR benefits. Inherits the HR manager role.
    HR Employee Relations Group members administer employee relations.
    HR Investigations Group members investigate HR cases. Inherits the HR manager role.
    HR Leadership Group members manage HR teams. Inherits the HR manager role.
    HR Payroll Group members administer HR payroll. Inherits the HR manager role.
    HR Recruiting Group members perform recruiting and hiring activities.
    HR Systems Group members grant system access, perform system password resets, create system reports, and provide HR Service Portal
    HR VIP Watchlist Members of this group are added to the watchlist of HR cases for VIP users. No roles are granted.

    Script includes installed with HR Service Management Legacy

    Human Resources Application: Core adds the following script includes.

    Script include Description
    GeneralHRForm Implementation script for the HR employment verification letter.
    hr Container for commonly used values.
    GenericHierarchyProcessor Displays hierarchical data based on a parent child relationship.
    hr_Case Wrapper class for HR Case records.
    hr_CaseAjax Wrapper class for HR Case Ajax requests.
    hr_Task Wrapper class for HR Task.
    hr_Profile Wrapper class for HR Profile records.
    hr_SysUser Wrapper class for HR functionality on sys_user records.
    hr_Utils Generic functionality for the HR application.
    hr_Configuration Manages data reviewed by the HR Configuration option HR profile fields that users or managers can edit without HR approval
    hrUserAuthentication Verifies that users have access to documents that they are being asked to acknowledge.
    hr_AssignmentRulesSecurityManager Wrapper for Assigned Rules security.
    hr_KnowledgeSecurityManager Wrapper class for HR Knowledge Base articles security.
    hr_KnowledgeM2MSecurityManager Wrapper class for Attached Knowledge related list security on hr_case form.
    hr_EmergencyContactSecurityManager Wrapper class for HR Profile Emergency Contact security.
    hr_EmploymentHistorySecurityManager Wrapper class for HR Profile Employment History security.
    hr_PositionSecurityManager Wrapper class for HR Position security.

    Client scripts installed with HR Service Management Legacy

    Human Resources Application: Core adds the following client scripts.

    Client script Table Description
    Reset priority on opened_for change HR Case

    [hr_case]

    		 Adjusts HR case priority based on whether or not the user is a VIP.
    Auto populate fields HR Case

    [hr_case]

    		 Automatically sets location and department fields in HR cases, based on details from the user associated with that record.
    Populate profile and assignment group HR Case

    [hr_case]

    		 Populates the Assignment Group and HR profile fields (if the Opened for user has an HR profile) in an HR case.
    Custom Knowledge Search HR Case

    [hr_case]

    		 Custom knowledge search in the HR case form view.
    End date must be after start date HR Employment History

    [hr_employment_history]

    		 Validates that the employment end date is not before the employment start date.
    Enforce unique user HR Profile

    [hr_profile]

    		 Prevents creating a new profile when the selected user already has an HR profile.
    Hide Record Producer variables HR Case

    [hr_case]

    		 Hides record producer variables which would otherwise be displayed in the HR case form view.
    Highlight VIP employee HR Case

    [hr_case]

    		 Formats an HR case for a VIP user in the HR case list.
    Populate Category using template HR Case

    [hr_case]

    		 Populates the category based on the selected HR template.
    Populate fields using sys_user HR Profile

    [hr_profile]

    		 Updates fields in a new HR profile record when an existing user is selected.
    Populate HR profile onChange HR Case

    [hr_case]

    		 Updates the HR profile fields in an HR case automatically when the opened for user is changed.
    Populate Opened for field onChange HR Case

    [hr_case]

    		 Updates the Opened for field when a profile is added to an HR case.
    Populate template using category HR Case

    [hr_case]

    		 Populates the template on an HR case when a category is changed.
    Start date must be before end date HR Employment History

    [hr_employment_history]

    		 Validates that the employment start date is not after the employment end date.
    Field Access [onLoad] hr_profile Sets HR Profile fields to read only if the user does not have the hr_case_writer role.
    update manager when department changes hr_case When the Department field is updated, sets the Manager field if the case is an Onboarding case.
    Set Category hr_document_template Sets the default value for the Category field to Employment Verification.
    Clear task on change of user hr_document_acknowledgement Disassociates the document asknowledgement if the user in the referenced task is changed.
    EnforceFields hr_case Ensures that the form cannot be submittted unless the mandatory fields are completed.
    Populate Department from Position hr_case When the Position field is updated, sets the Department field if the case is an Onboarding case.
    Validate Email Address on submit hr_emergency_contact Ensures the email address is valid when the form is submitted.
    Make Ack Type mandatory in HR Task. hr_task Make the Acknowledgement type field mandatory when assigned to an Opened for user on the HR case.
    User field is only writable for hr_admin hr_profile User field on the hr_profile form is read-only for all the users except for hr_admin users.

    Business rules installed with HR Service Management Legacy

    Human Resources Application: Core adds the following business rules.

    Business rule Table Description
    Assigned

    #Ready for work (approval off)

    Ready for approval

    Ready for work (approval on)

    #Start work

    #Cancellation

    		 HR Case [hr_case] Invokes the state flow process for HR cases.
    Accept

    Assigned

    #Cancel cleanup

    Ready for work

    Reassign

    Resume HR case

    Start work

    		 HR Task [hr_task] Invokes the state flow process for HR tasks.
    Add categories to scratchpad HR Case [hr_case] Loads the HR case types and associated categories and maps the template to the case type.
    Add HR Supervisor to watch list HR Case [hr_case] Adds members of the HR VIP Watchlist group to an HR case when the user is a VIP.
    #Add User Acceptance State HR Case [hr_case] Places an HR case into Waiting for user acceptance state.
    #Auto-assessment business rule HR Case [hr_case] Triggers an HR survey when the case is closed or canceled.
    #Clear durations HR Case [hr_case] Clears the Duration value on hr_case records when the case is reactivated (when Active changes to true on a record inserted or updated).
    Close HR task HR task [hr_task] Closes the HR task that was created to request documentation from an employee when the employee replies to the email and attaches the file.
    Display action required HR Case [hr_case] Displays HR has requested some actions on your part message.
    Display Ready for Work message HR Case [hr_case] Displays a message if the HR case is in draft state instructing the agent to start work.
    Display reminding message on HR case HR Case [hr_case] Checks the access level of the current user and displays appropriate information in the HR case. If the admin is impersonating a user, display a message that they are not allowed access.
    Enforce unique user HR Profile [hr_profile] Ensures that a duplicate HR profile is not entered for a user.
    Exit survey trigger HR Task [hr_task] Sends a link to the exit survey when the exit survey task state changes to Work in Progress.
    Notify HR Case owner when all task close HR Task [hr_task] Sends a notification to the HR case assigned-to agent when all HR tasks are complete.
    Populate case SLAs Task SLA [task_sla] Inserts a Service Level Agreement timer when an HR case is active.
    Reassignment counter for Case HR Case [hr_case] Counts the number of times the case is reassigned.
    Remove HR Supervisor from watch list HR Case [hr_case] Removes HR VIP Watchlist group members from an HR case when the user is no longer a VIP.
    Restrict query HR Case [hr_case] Amends the query used to get HR case records to display in list view.
    Restrict query HR Task [hr_task] Amends the query used to get HR task records to display in list view.
    Restrict query Emergency Contact [hr_emergency_contact] Amends the query used to get records to display in list view.
    Restrict query Employment History [hr_employment_history] Amends the query used to get records to display in list view.
    Send hr_case events HR Case [hr_case] Adds events to the event queue when records are inserted or updated.
    Set HR mailto System properties [sys_properties] Sets the email address specified in the Configuration module when the user selects Email HR on the HR Portal.
    Set user fields HR Case [hr_case] Sets the Opened for value on an hr_case record when the record is inserted or updated.
    Start HR User Acceptance timer HR Case [hr_case] Starts the timer when an HR case is resolved. The user is notified to accept the resolution and close the case. With no user response, the case is automatically closed when the time ends.
    #Synchronize fields to hr_profile User [sys_user] Synchronizes fields between associated hr_profile and sys_user records on update of the sys_user record.
    #Synchronize fields to sys_user HR Profile [hr_profile] Synchronizes fields between associated sys_user and hr_profile records on update of the hr_profile record.
    Update durations HR Case [hr_case] Sets the Duration value on hr_case records when the case becomes inactive (when Active changes to false on record inserted or updated).
    #Update HR Case percent complete Task [task] Updates the task percent complete for an HR case based on the state of associated HR tasks.
    Update name field HR Profile [hr_profile] Updates the Name value on an hr_profile record if the First name or Last name value changes when a record is inserted or updated.
    #Validate end date is after start date HR Profile [hr_profile] Validates that Employment end date is after Employment start date when any of the two values changes when an hr_profile record is inserted or updated.
    #Validate opened_for against hr_profile HR Case [hr_case] Updates the Opened for value on hr_case records when State is not Requested and the record is updated.
    ValidateChanges HR Task [hr_task] Ensures that changes are valid.
    #Verify Work Notes HR Case [hr_case] Requires that work notes are entered when the HR case state changes.
    #Verify Work Notes HR Task [hr_task] Requires that work notes are entered when the HR task state changes.

    Email notifications installed with HR Service Management Legacy

    Human Resources Application: Core uses the following email notifications. All are based on the HR Case [hr_case] table.

    Script action Description
    HR Case opened Sends an email to the caller and the user who enters the case when Active is true on record inserted.
    HR Case created from email Sends an email to the sender when an HR case is created from an inbound email action.
    HR Case assigned to me Sends an email to the assigned user when Active is true AND Assigned to is not empty AND Assigned to change AND On record inserted or updated.
    HR Case assigned to my group Sends an email to the assignment group members when Active is true AND Assigned to is empty AND Assignment group changes AND Assignment group is not empty AND On record inserted or updated.
    HR Case commented Sends an email to the creator, the caller, the assigned user, and members of the watchlist when Active is true AND Additional Comments changes AND On record updated.
    HR Case resumed Sends an email to the assigned user when an HR task is closed complete and the HR case is automatically resumed.
    HR Case worknoted Sends an email to the assigned user when Active is true AND Assigned to is not empty AND Work notes changes AND On record updated.
    HR Company welcome email Sends an email to the HR profile manager on an event fired by the Employee Onboarding HR Workflow.
    HR Task assigned to me Sends an email to the assigned user when Active is true AND Assigned to is not empty AND Assigned to change AND On record inserted or updated.
    HR Task assigned to my group Sends an email to the assignment group members when Active is true AND Assigned to is empty AND Assignment group changes AND Assignment group is not empty AND On record inserted or updated.
    HR Task commented Sends an email to the assigned user, and members of the watchlist when Active is true AND Additional Comments changes AND On record updated.
    HR Employment Verification Sends an email to the third party who requested the employment verification letter.

    Events installed with HR Service Management Legacy

    Human Resources Application: Core registers the following events.

    Event Description
    hrc.case.resume Triggers when an HR task is closed and the HR case is resumed.
    hrc.request.changed Triggers when the state, assignee, assignment group and work notes are changed.
    hrc.request.email.creation Triggers when a request is inserted from an email.
    hrc.task.changed Triggers when the state, assignee, assignment group and work notes are changed.
    hrc.task.closed Triggers when a task is closed complete, but the parent case is not resumed and one or more tasks are still pending.
    hr_case.approved Triggers on approval of an HR case.
    hr_case.assignment_group.changed Triggers when the assignment group is changed.
    hr_case.commented Triggers when a comment is added to an HR case.
    hr_case.emp_verification Triggers from a UI action for employment verification to send the employment verification email to the requestor.
    hr_case.inserted Triggers on insertion of an HR case.
    hr_case.inserted.assigned Triggers on insertion and auto-assignment of an HR case.
    hr_case.inserted.unassigned Triggers on insertion of an HR case that is not auto-assigned.
    hr_case.updated Triggers when an HR case is updated.
    hr_case.welcome_email Triggers on insertion of an onboarding case to send the welcome email for a new employee.

    HR skills installed with HR Service Management Legacy

    Human Resources Application: Core adds the following HR skills.

    HR skill Description
    Employee Career Provides guidance about an employee's career path
    Employee Offboarding Manages offboarding cases to ensure all tasks are completed
    Employee Onboarding Manages onboarding cases to ensure all tasks are completed
    Employee Relations Assists employees with employee relations cases
    Employee Transfer Manages process for transferring employees to ensure all tasks are completed
    Exit Interviews Interviews offboarding employees to ensure compliance and collect feedback
    Hiring Manages processes, such as personnel requisitions, for the hiring of new employees
    HR Is contained within all HR skills.
    HR Benefits Assists employees with benefits cases
    HR Policy Assists employees with questions about company policies
    HR Systems Manages HR systems, such as payroll, learning management system, and employee database
    Leave of Absence Assists employees to schedule leaves of absence, such as maternity leave
    Payroll Assists employees with payroll questions and issues
    Spanish Language Speaks Spanish, and can act as a translator if needed
    Time Tracking Assists employees with timecard questions
    Vacation/Leave Assists employees with vacation or leave questions

    HR catalog items installed with HR Service Management Legacy

    Human Resources Application: Core adds the following HR catalog items.

    HR catalog item Description
    401(k) benefits Submit a question about 401(k) benefits. For example: How much can I contribute? or When will withdrawals start?
    Career guidance Submit a question about your career at the organization. For example: What is required to be considered for a promotion?
    Employee information changes Enter and submit changes to your HR profile information, such as a new personal email address. Some fields update automatically, and others are updated by an HR agent.
    Employee offboarding Submit an offboarding request for an employee who is leaving the company. Variables include the employee who is leaving, the offboard type, and the employment end date.
    Employee onboarding Submit an onboarding request for a new hire that is due to start in the future. Variables include HR profile information, employment information, and personal information.
    Employee relations questions Submit a question about employee relations. For example: My office mate talks too loudly on the phone all day long.
    Employment verification Submit a request to have an employment verification letter generated and sent to a third-party contact, such as a bank loan officer. Variables include the name of the institution, contact name and info, and email address.
    General Submit a question about benefits that are not covered by the other catalog items. For example: Does the company have a discount program?
    Grievance Submit a case describing an occurrence or situation that needs to be addressed. For example: Someone is smoking cigarettes every afternoon in the 2nd floor bathroom.
    Leave of absence Submit a request for a leave of absence. Variables include the type of leave and when it starts and ends.
    Life events Submit a question about life events such as marriage or domestic partnership.
    Medical/dental/vision Submit a question about your health coverages, such as what you need to do to cover your domestic partner.
    Payroll Submit a question about payroll. For example: How do I change my W2 deductions?
    Retirement Submit a question about retirement benefits and options, such as how many years must you have with the company to qualify for retirement.
    Tuition Submit a request for tuition reimbursement following your company guidelines. Variables include the educational institution, class taken, completion date, and the tuition amount.
    Vacation Submit a question about vacation policies, such as when you get an additional week per year.