Customized profile information in legacy HR

As part of designing the organization's HR processes, you can customize the way HR profile information is processed, in the non-scoped version of HR. Keep in mind that some of the fields that display are referenced from the User [sys_user] table.

If you have the hr_admin role you can customize HR profile information.

Extend profile information

You can collect additional profile information in a separate table. For example, you can create a Dependents table that extends the HR Profile [hr_profile] table.

Because profile information is sensitive and confidential, it is secured from being viewed by the system administrator. For more information, see HR profile and HR case security in legacy HR.

Associate profiles with user records

An employee's HR profile record must be associated with the employee's record in the User [sys_user] table, to ensure that both employee records can be accessed conveniently. During the creation of an HR profile record, you can select the user record to associate with the profile.

With the default employee onboarding process, this association occurs automatically when an onboarding record is created and approved. As a general practice, retain automatic association for onboarding processes you design.

Certain fields are displayed in both the user and HR profile records, but they are in only one of the tables, User [sys_user] or HR Profile [hr_profile]. The following fields are in the User [sys_user] table.

  • Prefix [introduction]
  • First name [first_name]
  • Middle name [middle_name]
  • Last name [last_name]
  • Manager [manager]
  • Department [department]
  • Location [location]

The Home phone [home_phone] field is in the HR Profile [hr_profile] table.

The following table describes the other fields that are synchronized by the Synchronize fields to hr_profile business rule.

Table 1. Fields synchronized using the business rule
HR profile [hr_profile] field User [sys_user] field Notes
Position [position] Title [title] Position in the HR profile is a referenced field. If the title is updated in the User form and a position record with the same value does not exist, the user sees a message that the HR profile could not be updated.
Home address [address] Street [street]
Country [country] Country code [country] Although the field names are the same, these fields are of different types. In the HR profile, [country] is a reference field. In the user record, [country] is a choice list. If the country that is selected in the HR profile is not in the choice list, the country code is displayed in the User form instead of the country name.
Work email [work_email] Email [email] The HR profile contains both personal and work email fields, while the user record only contains the work email.
Work phone [work_phone]

Work mobile [work_mobile]

Business phone [phone]

Mobile phone [mobile_phone]

The HR profile contains a personal mobile number field as well as the work mobile phone. The user record only contains one mobile phone number field.
Note: The User form must be configured to show address, country, email, work phone, and mobile phone fields.