HR Catalog

The HR catalog contains the items that employees use to request HR assistance.

You can review and modify predefined catalog items as needed. You can create catalog items to use for other types of HR requests that are important to your company.

Case field configuration by topic detail provides

Terms used with the HR catalog

Several terms used throughout the Human Resources application are synonymous with each other. These items are often referred to one way in the navigator, but when you open the module the name at the top is different. The following list includes terms used for items associated with the HR catalog.

Table 1. Synonymous HR Catalog terms
Term Synonymous with term
Catalog item Record producer
HR request HR case
HR template Product model or Model
Knowledge article Knowledge model
It is also important to understand the two types of HR categories.
  • HR catalog categories, which are used to group catalog items in the HR Service Portal or HR Catalog.
  • HR case categories, which are used for reporting and selected to assign a template to an HR case. Typically used when an HR agent is entering a case for a caller through HR Case Management > Create New Case.

Catalog item planning and creation

The following outlines a process to use when planning for and creating catalog items.

  1. Define the new catalog item: Determine the purpose of the HR request, and whether it needs variables, tasks, or both.
    • Variables are used to ask questions and to map the answers to fields, such as the comment field.
    • Tasks are used to define work that must be completed in a specified order before the request can be completed. Tasks can be assigned to different HR agents.
  2. Create the catalog item: Use the Manage HR Catalog module to create a catalog item. It provides a simplified form where you enter a name and description, and select a catalog category, assignment group, and default priority.

    You can submit or publish the catalog item. If you click Submit, the catalog item is saved but is not active. You can then update it, for example, to add variables, before you publish it. You can publish the catalog item to make it active immediately.

    When you submit or publish in the simplified form, a catalog item, HR case category, and HR case template are all created.

  3. Modify the catalog item: After you create the catalog item, you can access the catalog item or the HR case template from the Manage HR Catalog page. Access the HR case template to add fields, define required skills and assignment group, and add tasks. Access the catalog item to add variables and specify user criteria.

Manage HR catalog

The HR catalog categories contain the items that employees use to request HR assistance.

Before you begin

Role required: sn_hr.core_manager, or sn_hr.core_admin

About this task

When you create an HR catalog category, you must assign a catalog item to the category to publish to the HR Service Portal and HR Catalog. An HR case category and HR case template are created automatically.

Procedure

  1. Navigate to HR Administration > HR Services > Manage HR Catalog.
  2. To create or modify a catalog category, perform one of the following actions.
    OptionDescription
    Create a catalog category Click New Category, enter the category name and description, and click Submit.
    Edit an existing catalog category Point your cursor to the category and click the edit icon. Modify the category or description fields as needed and click Submit.
  3. To assign HR catalog items to a category, select the HR category in the list on the left and complete the following steps.
    1. Click Assign / Remove Catalog Items.
    2. Select the catalog items to assign and deselect catalog items to remove.
    3. Click Save.
  4. To assign a category to a catalog item, select All Catalog Items in the list on the left and complete the following steps.
    1. Locate the catalog item on the right and open the Categories choice list.
    2. Select the categories to assign the catalog item, and deselect the categories to remove the assignment.
    3. Click Save.

Create an HR catalog item

You can create an HR catalog item from the Manage HR Catalog module.

Before you begin

Role required: sn_hr_core.manager, or sn_hr_core.admin

About this task

When you create an HR catalog item from the Manage HR Catalog module, an associated HR case category and HR case template are created automatically.

Procedure

  1. Navigate to HR Administration > HR Services > Manage HR Catalog.
  2. Select the HR category in the list on the left that contains the new catalog item.
  3. Click New Catalog Item.
  4. Enter the catalog item Name and Short description.
    The short description is used to help the employee make a selection from the HR catalog. It also appears in the Short description field when the catalog item is selected.
  5. Click and select Case type the item falls under.
  6. Select the Topic Category from the choice list. The choices change depending on what was selected in Case type.
  7. Click and select Topic Detail from the choice list. The choices change depending on what was selected in Case type.
  8. (Optional) Select the HR Assignment group to enable an HR agent to be auto-assigned when this catalog item is submitted.
  9. (Optional) Change the Priority if this type of HR case is prioritized higher or lower than the typical case.
  10. Click Publish to save the catalog item and make it available for use immediately.
    If you click Submit, the catalog item is saved but is not active and allows you to update it, to add variables, before you publish it.
    The following three items are created.
    • Catalog item that includes the hrsm_benefit_questions variable set. The defined fields include Opened for, Priority, Short description, and Question. Contextual search of the knowledge base is enabled also for the Short description field.
    • HR case category with the name of the catalog item.
    • HR template with the name of the catalog item.

What to do next

If you want to customize the new, published catalog item to add variables, click the edit icon that appears when you hold your cursor over it. Follow the steps in Modify an HR catalog item. If you submitted the catalog item without publishing it, its listing has a gray background. When you edit it, be sure to check Active to enable it for use.

To edit the associated HR case template, you can click the template icon next to the edit icon. Follow the steps in

Modify an HR catalog item

An HR catalog item is a record producer that enables users to submit HR requests from the HR catalog. You can modify catalog items.

Before you begin

Role required: admin, sn_hr_core.manager, or sn_hr_core.admin

About this task

The easiest way to create catalog items is from the Manage HR Catalog module. When you create a catalog item, an associated HR case category and HR case template are also created. You can also attach knowledge articles to the catalog item and customize the catalog item.

You can edit a catalog item after you create it in the Manage HR Catalog module. If you click the edit catalog item icon, it opens the same form described in the following steps.

Procedure

  1. Navigate to HR Administration > HR Services > Manage HR Catalog.
  2. Open the catalog item to customize.
  3. Modify the catalog item as needed, but do not change the Model, which is the HR case template.
    See for descriptions of the fields on this form. The Category selection in the Accessibility section identifies where the catalog item you are creating appears in the catalog, for example, under Payroll, HR Systems, Employee Relations, General, or Benefits.
  4. In the What it will contain section, make sure the Script field includes one of the following scripts based on the HR case type.
    OptionDescription
    Case Management
    hr_Factory.wrap (current, gs).configure (producer, "case_management",
     "<HR category>");
    Employee Change
    hr_Factory.wrap (current, gs).configure (producer, "employee_change",
    "<HR category>");
    Note: Employee change case type is used for the employee onboarding, offboarding, and information change catalog items.
    Where <HR category> is the case category, such as Benefits, that are displayed in the Category field of a case opened from this catalog item. When you create a catalog item, the default script must be replaced with the Case Management or Employee Change scripts.
  5. Verify that variable names match column names in the HR Profile [hr_profile] table. For example, to have a personal_email catalog item variable, there must be a matching field named personal_email in the hr_profile table.
    Matching the variable and column names ensures that the value entered in the catalog item is automatically populated in the HR profile and corresponding HR case.
  6. Click Update.