HR profile editable field configuration

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of HR profile editable field configuration

    This configuration enables ServiceNow customers to control which HR profile fields employees and managers can edit within the Human Resources Service Management (HRSM) environment. It distinguishes between personal information fields that employees can typically update themselves, and sensitive or employment information fields that require manager intervention through a formal change request process.

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    Key Features

    • Editable Fields List: A system property (snhrcore.hrprofileeditablefields) holds a configurable comma-separated list of HR profile fields that users can edit. This list is managed via HR Administration Properties.
    • Personal vs. Employment Information: Personal fields (e.g., home address, personal email, phone numbers) are enabled for employee self-service editing by default. Employment and sensitive fields (e.g., position, department, employment dates) require manager-initiated change requests.
    • Access Controls: ACLs enforce controlled access to sensitive fields. For example, viewing Social Security information requires the snhrcore.secureinforeader role, typically granted to managers.
    • Change Request Workflow: Managers cannot directly edit employment information in an employee’s HR profile. Instead, they submit a change request that triggers the HR Employee Change Workflow, which opens an HR case, updates the profile upon approval, and closes the case.
    • Employee Information Change Requests: Any edits to non-editable fields by employees or managers must be processed through an approved change request workflow.
    • At a Glance Panel Configuration: The HR profile fields visible in the Agent Workspace’s At a Glance panel depend on the fields present in the HR profile. Fields without data do not appear, and additional fields can be added by configuring the form layout.

    Practical Implications for ServiceNow Customers

    • You can tailor which HR profile fields employees can update themselves, improving data accuracy and reducing administrative overhead.
    • Managers maintain control over sensitive employment-related information through a formalized, auditable change request process.
    • Role-based ACLs protect sensitive data while allowing appropriate visibility and editing rights.
    • The system’s workflows ensure changes are tracked, approved, and applied systematically, supporting compliance and governance.
    • Customizing the At a Glance panel helps HR agents focus on relevant employee information quickly.

    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 managers change this 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.

    Note:
    Use the configurable allow list to add fields that users can modify themselves. This allow list is a system property and accessed by going to All > HR Administration > Properties. The list of user editable fields appears as comma separated list. The property name is sn_hr_core.hr_profile_editable_fields.
    For more information about adding or modifying HR profiles, see Add or modify an HR profile

    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 1. Configurable 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 type
    • Ethnicity
    • First name
    • Gender
    • Last name
    • Location
    • Location type
    • Manager
    • Nationality
    • Notice period
    • Place of birth
    • Position
    • Probation end date
    • Probation period
    • Time type

    In the configuration option field list, all the 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 do not want employees updating their work email address or phone number.

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

    You must have the sn_hr_core.secure_info_reader role to view the Social Security field on an HR profile. This role is contained in the sn_hr_core.manager role.

    The employment information fields that you enable for edit allows a manager to update the field. However, the manager cannot open an employee HR profile. 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 employee HR profile.
    • 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.

    At a Glance panel in Agent Workspace for HR Service Delivery

    The fields that appear on the At a Glance panel in Agent Workspace for HR Service Delivery are dependent on what fields appear in an HR profile.
    Note:
    Fields with no data on the HR profile do not appear in the At a Glance panel.

    If you want additional fields to appear on the At a Glance panel, see Configuring the form layout.