Legal services on the Employee Center portal

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Legal services on the Employee Center portal

    The Legal Service Portal within the ServiceNow® Employee Center enables employees to submit and track requests for legal support and access legal service information through a unified portal experience. This portal consolidates legal services alongside other departmental services for streamlined employee access.

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    Legal services are delivered via a predefined legal taxonomy integrated into the Employee Center, which categorizes legal requests and knowledge base articles to assist employees effectively.

    Key Features

    • Legal Service Delivery Integration: Requires installation of Legal Service Delivery applications, Employee Center plugin (snexsp), and Employee Experience Taxonomy plugin (snect) to enable the portal.
    • Legal Taxonomy Structure: Organized under the Employee taxonomy, it includes categories such as Contracts (e.g., Sales Contract Review, NDA intake), Privacy and Data (Privacy Impact Assessment), Ethics and Compliance (Conflict of Interest, Ethics Complaints), and a general Legal Requests category.
    • Customizable Content Taxonomy: Customers can clone and modify the default legal taxonomy to incorporate their specific service content types and subtopics, tailoring the portal to organizational needs.
    • Intake Forms and Knowledge Base: Enables creation and association of legal request intake forms and knowledge base articles with taxonomy topics to support self-service and request submission.
    • Configurable Approvals: The Employee Center supports configurable approval workflows using Task Configuration for both task-based legal items (requests, matters) and non-task items (artifacts, templates). This replaces previous To-dos Widget Mapping settings and allows approvers to manage tasks directly via the My Tasks tab.

    Practical Implications for ServiceNow Customers

    • By enabling legal services on the Employee Center portal, customers provide employees with a centralized, easy-to-navigate interface to request legal help and access relevant information.
    • Customizing the taxonomy and content ensures alignment with specific organizational legal services, enhancing user experience and service relevance.
    • Configurable approvals streamline the legal request review process, improving efficiency and transparency for both employees and approvers within the legal department.
    • Installation of the required plugins and applications is necessary to activate these capabilities.

    Employees can submit and track requests to get legal support or get information on legal services through the Employee Center portal.

    Legal Service Portal enables employees to submit legal requests to get services and support from the legal department only. Whereas ServiceNow® Employee Center provides a single and unified portal experience for employees to find information and request services across various departments, including Legal. Using the Content Taxonomy framework, you can modify the default Legal taxonomy to include your service-specific content types and child topics.

    To enable legal services on the Employee Center portal, ensure you've the following ServiceNow applications and plugins installed:
    • Legal Service Delivery applications
    • Employee Center plugin (sn_ex_sp)
    • Employee Experience Taxonomy plugin (sn_ect)

    Legal taxonomy on Employee Center

    The base system taxonomy — Employee — is installed when you install the Employee Experience Taxonomy plugin. To provide legal services, the following Legal taxonomy structure is available by default under the Employee taxonomy:​
    1. Contracts – Contains Sales Contract Review, Third Party Contract Review, and NDA intake forms.​
    2. Privacy and Data – Contains the Privacy Impact Assessment intake form​.
    3. Ethics and Compliance – Contains the Conflict of Interest, Stock Preclearance, and Ethics Complaints​ intake forms, and a knowledge base article on Insider Trading Policy. When enabled, an ethics complaint can also be submitted through the Anonymous Report Center portal.
    4. Browse all legal – Contains General Legal Request, Marketing Content Review, Digital Forensics, and Subpoena intake forms.

    Enabling legal services on the Employee Center portal

    Complete the following tasks to enable legal services on the Employee Center portal:
    1. To customize the base system taxonomy, duplicate the taxonomy and then make the required changes in the cloned taxonomy.

      For more information, see Clone taxonomy for employee content.

    2. Create intake forms and knowledge base articles for legal services and support.

      For more information on creating a legal request intake form, see intake forms for legal requests; and for more information on creating a knowledge base article, see knowledge base articles.

    3. Associate the content with a topic in the taxonomy.

      For more information, see Associate connected content to a topic.

    Approvals for legal items through Employee Center

    Employee Center uses configurable approvals using Task Configuration for the approvers to view and approve various items. The approvers review the detailed information about the item that needs approval from the My Tasks tab in Employee Center. The Task Configuration can be set up for both task tables (legal requests, legal matters, and practice area tables) and non-task tables (artifacts, matter templates, custodians and non-custodians, and external storage documents.)

    The following base system Task Configurations in the To-dos Configuration are available with Legal Service Delivery apps:
    • Legal Request Management
      • Legal Requests
      • Legal Request Attachments
      • Legal Request External Documents
    • Legal Matter Management
      • Legal Matters
      • Legal Matter Attachments
      • Legal Matter External Documents
      • Legal Matter Tasks
      • Legal Matter Artifacts
      • Legal Matter Templates
    • Legal Digital Forensics
      • Custodial data
      • Non-Custodial data
    Note:
    These new Task Configurations, which are mapped to tables of Legal Service Delivery apps, replace the existing To-dos Widget Mapping settings for the approvals via Employee Center. To use the existing mappings for approvals, you must disable the Task Configurations.
    For more information about configurable approvals in the Employee Center and how to configure them, see Configurable approvals experience.