Create or modify bulk HR cases

You can create the same type of HR case for multiple employees.

About this task

Bulk HR cases can be created for all active users.

HR profiles are created automatically for users without one.

You can create individual HR cases for each employee in a group. Examples are:
  • Every year you want to send a group of employees a recertification task.
  • Onboarding multiple new hires.
  • Payroll issue that affects multiple employees.
    Note: HR bulk case creation is designed to create up to 10,000 basic HR cases. Basic HR cases are cases that are not Lifecycle Event or cases that use workflows. HR bulk case creation is designed to create 1,000 Lifecycle Event or cases using workflows. Performance can be affected when attempting to create more.

Procedure

  1. Navigate to HR Case Management > Create Bulk Cases.
  2. What appears in Step 2 depends on what you select in Step 1.
    OptionDescription
    Upload File Check to upload a file with user names or email addresses to create a bulk case.
    Note: File must contain user names or email addresses in the first column.
    Select a predefined HR Criteria Check to create bulk cases based on an HR Criteria. HR Criteria define the conditions used to group employees.
    Filter HR Profiles Check to create bulk cases based on filtering HR profiles.
    Filter Users Check to create bulk cases based on users.
    You must have the sn_hr_core.case_writer or sn_hr_core.admin roles to view and edit the choices in step 1.
  3. The choices in Step 2 change depending on what was selected in Step 1. You can also select multiple filters using OR and AND buttons.
    OptionDescription
    user_name template Check to upload users by user name.
    • Click the Download Template button to download a pre-formatted Excel spreadsheet with the user name as the first column header.
    • Enter the user names of employees that the bulk HR case is to be created for.
    • Click Choose File button to find and select the user name file.
    • Click Upload.
      Note: The Upload button only appears after a file is selected.
    email template Check to upload users by email address.
    • Click the Download Template button to download a pre-formatted Excel spreadsheet with the email address as the first column header.
    • Enter the email addresses of employees that the bulk HR case is to be created for.
    • Click Choose File button to find and select the email file.
    • Click Upload.
    Choose predefined HR Criteria to filter users Select an existing HR criteria or click New to create one.
    Filter HR Profiles Select one or multiple conditions based on employee profile information to filter.
    Filter by Users Select one or multiple conditions based on user information to filter.
    New Criteria Select to create a new set of conditions.
    If you are opening this case for a different person, please choose below: Opened for Select the user that is submitting the hr case request only if this person is different from the Subject Person.

    For example, a manager wants to create a bulk case for all employees to take a recertification class. The manager is the Opened For person.

  4. Enter the case details in Step 3.
    OptionDescription
    HR Service Select the HR Service for the bulk case.
    Short description Enter a short description of the bulk case creation.
    Note: This field auto-fills by the HR template when the HR service is selected, but you can edit it.
    Create a parent case Check to indicate that you want a parent case created with the bulk cases as a child case.

    A parent case with the HR service as Bulk Parent Case and the person creating the bulk case as the Subject person is created.

  5. To view a list of users selected for the bulk HR case, click the number displayed next to Users Selected.
  6. Click Create Cases. This button only activates when at least one user has been selected based on the parameters defined in steps 1 and 2.
    When multiple cases are being created, the progress bar appears. You can navigate away, but when you return, the progress bar does not appear. The job is still running and an HR admin [sn_hr_core.admin] can view the progress bar by going to the Execution Tracker table [sys_execution_tracker].