HR Templates

Templates simplify the process of submitting new records by populating fields automatically.

To use a template, populate the most-used fields for a specific table, save it as a template, and then make the template accessible to your users. Users can manually apply a template when creating records, or an administrator can define scripts to apply templates automatically.

Refer to Templates.

Like sys templates, HR templates are used to automatically populate data into HR cases that fall under specific HR service and Center of Excellence (COE). Several HR templates are predefined and others are added as you create custom HR case templates with associated HR tasks. You can modify any HR template.

HR templates are based on sys templates, but have a custom UI to reduce complexity. There are two types of HR templates:
  • HR case templates
  • HR task templates

Create or modify an HR case template

HR case templates are based on sys templates, but have a custom UI to reduce complexity.

About this task

HR case templates are used to auto-populate information for HR cases.
Note: You can access legacy HR Templates by clicking on the Switch to Classic UI button.

Procedure

  1. To create or modify an HR template, navigate to HR Administration > HR Services > HR Templates.
  2. Click New or an existing template to modify it. Alternatively, to modify an HR template, navigate to HR Administration > HR Services > HR Service Configuration to access an HR Service form. Click the search icon icon next to the Template field. The HR Case Template form opens. Clicking New takes you to the legacy, native template page. Clicking on an existing template name takes you to the HR Case Template form.
    Table 1. HR Case Template form fields
    Field Description
    Name Unique and descriptive name for this template.

    The name referenced from the HR Service Configuration form and how the template is applied to an HR case. When you create an HR Service, the name auto-populates. Refer to Create or modify HR services.

    Active Check to make template available for use.
    COE The Center of Excellence (COE) the case belongs to. The COE automatically displays and comes from the HR Service form.
    Owning Group Select the group responsible for the case template. Owning Groups are defined in the Manage Owner Groups in the Lifecycle Eventsmodule.

    Refer to Create or modify Lifecycle Events owner groups.

    Short Description

    Enter a short description that appears on the HR case.

    Skills

    Select the skills of an HR employee appropriate for this type of case. Skills help determine case assignment.

    Assignment Group

    Select the HR group assigned to the case. Assignment groups manage and resolve the HR case.

    Refer to Manage HR Groups.

    Priority Select the priority assigned to an HR case by default. Priority determines the impact and urgency for HR case completion.
    State This field only appears for templates that require a default case status. Click Add field to add this field on the template.

    The default state of the HR case when it is created.

    PDF Template This field only appears for templates that require a document. Click Add field to add this field on the template.

    Select a document or letter for HR cases that request a signature or document acknowledgement.

    Workflow This field only appears for templates that require a workflow. Click Add field to add this field on the template.

    Select the workflow assigned to the HR case by default. Workflows automate multi-step processes.

    Refer to Workflow.

    Add field Click to add fields to the HR Case Template.
    Note: You can control what fields are available. Go to sys_properties.list in the Navigation bar. Search for sn_hr_core.template_exclude_fields. To exclude a field, enter the field names separated by commas in the Value field.
  3. Click Save to save your work and remain on the HR Case Template form or click Submit to save the HR case template and assign it to the HR Service.

Create or modify an HR task template

HR task templates, like case templates, are based on sys templates, but have a custom UI to reduce complexity.

About this task

HR task templates are used to automatically populate data into HR tasks that fall under specific HR cases, service, and Center of Excellence (COE). Several HR task templates are predefined, and others are added as you create HR task templates with associated HR cases.
Note: The legacy HR Templates are still available from the Switch to Classic UI button.

Procedure

  1. Navigate to HR Administration > HR Services > HR Templates. Or, you can access an HR task template from the HR Service form. Create an HR service, click the search icon icon next to the Template field, and click New.
  2. Click New or an existing template. Clicking New takes you to the legacy/native template page.
    Table 2. HR task template fields
    Field Description
    Name Unique and descriptive name for this template.

    The name is referenced in the HR Service Configuration form and how the template is applied to an HR case. Refer to Create or modify HR services.

    Active Check to make template available for use.
    Owning Group Select the HR group responsible for the task template.
    Table 3. Task Assignment and Due date
    Field Description
    Parent case table The HR case table of the parent case.
    Assign to The person the task is assigned to.
    Due date source The source of the due date for the task.
    Date offset type Further defines the due date. You can choose to have the due date to be before or after the source date.
    Date offset units Only appears if a date offset type of before or after is selected.

    Select the offset unit of the due date.

    Date offset quantity Only appears if a date offset type of before or after is selected.
    Enter a numeric quantity to correspond to the offset units. For example, enter:
    • Due date source = HR Case/Created
    • Date offset type = After
    • Date offset units = Days
    • Date offset quantity = 2

      The due date is two days after the HR case was created.

    Table 4. Template Fields
    Field Description
    Short Description Enter a short description that appears on the HR case.
    Optional Select True to make this task optional.
    HR Task Type When assigning a task to an employee, you can request how the employee acknowledges completion of the task. The tasks appear on the HR Service Portal for the employee.
    Note: The short description comes from the template, but you can add or modify it. It appears on the HR Service Portal.
    • Credential - Send a document (PDF Template) that the user acknowledges by entering a password.
    • E-Signature - Send a document (PDF Template) that the user acknowledges by entering an e-signature.
    • URL - Send a URL link that the user acknowledges when accessed.
    • HR Service - Notify the user a task on the HR Service Portal related to an HR service is assigned.
    • Submit Catalog Item - Notify the user to select equipment or other items for an employee. Catalog Item appears when Type is Submit Catalog Item.
    • Submit Order Guide - Requests the Subject person to select an order guide. An example is a hiring manager requesting a new employee to select items like hardware and software as part of the onboarding process. Order Guide appears when Submit Order Guide is selected.
    • Sign Document - Requests the Subject person to edit or sign a document. An example is sending an education agreement to be signed for tuition reimbursement.

      Select a document from the PDF Template and enter a short description.

      Note: After the user signs the document, the document is generated with the signature and attached to the task. The task is closed complete and the document is attached to the case.
    • Mark When Complete - Notify the user a Completed button appears on the HR Service Portal. Use the Short description to provide details about this task.
      Note: Mark When Complete changes the state of the task to Closed Complete.
    • Upload Documents - Requests the Subject person to upload documents. Examples are receipts, course registration, or transcripts for tuition reimbursement. Use the Short description and Description fields to provide instructions.
      Note: The task must be in Ready or Work in Progress.
    • View Video - Requests the Subject person to view a video.

      Click the lock icon and enter an embedded URL and short description.

    • Take Survey - Requests the Subject person to take a survey.

      Enter a short description.

    State
    The work status of the case. The states are:
    • Draft
    • Ready
    • Work in Progress
    • Closed Complete
    • Closed Incomplete
    • Cancelled
    • Awaiting Acceptance
    • Suspended
      Note: Change the state to Ready or Work in Progress for the employee to see the task that you created.
    Add field Click to add fields to the HR case template.
    Note: You can control what fields are available. Go to sys_properties.list in the Navigation bar. Search for sn_hr_core.template_exclude_fields. To exclude a field, enter the field names separated by commas in the Value field.
  3. Click Submit or Update to save the HR case template and assign it to the HR Service.