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Create or modify bulk HR cases

Create or modify bulk HR cases

You can create the same type of HR case, for multiple employees, without having to create the same case multiple times.

Before you begin

Role required: sn_hr_core.case_writer or sn_hr_core.admin

About this task

Bulk case creation can save you time and effort. For example, onboarding 20 new hires, a payroll run issue, or an annual recertification process, are cases that can be created as a bulk case.

Bulk HR cases can be created for all active users. For users without an HR profile, like new hires, an HR profile is automatically created.

HR bulk case creation is designed to create up to 10,000 basic HR cases, or 1,000 cases using workflows such as Lifecycle Event cases.

Note: Performance declines when attempting to create more bulk cases than the system is designed to handle.
You can create one bulk case that creates individual HR cases for each employee in a group. Examples include:
  • Sending an annual recertification task to a group of employees every year.
  • Onboarding multiple new hires.
  • Managing a payroll issue that affects multiple employees.
Scheduled job
The Bulk case creation scheduled job runs to process the HR bulk case submittal. By default, the scheduled job runs every six hours, but is configurable.
Navigate to System Definition > Scheduled Jobs.
To run the scheduled job immediately, click Execute Now.
See Create a scheduled job.

Procedure

  1. Navigate to HR Case Management > Create Bulk Cases.
  2. Complete or edit the form.
    OptionDescription
    Filter by Select how you want to determine who to create the bulk HR case for:
    • Upload file: Upload a file with user names or email addresses. Click Download Template for the correctly formatted file.
    • HR criteria: Use pre-defined HR criteria. Criteria based on conditions defined by the HR Profile [sn_hr_core_profile] or User [sys_user] tables. The base system provides examples that can be used.
      Note: Only available to users with the sn_hr_core.content_reader, sn_hr_core.content_writer, or sn_hr_core.admin roles.
    • User criteria: Criteria based on role, department, group, location, or company. User criteria is a platform feature. See User criteria for Service Portal .
      Note: Only available to users with the sn_hr_core.content_reader, sn_hr_core.content_writer, or sn_hr_core.admin roles.
    • HR profiles: Use conditions based on the HR profile [sn_hr_core_profile] table with custom conditions you choose.
    • Users: Use conditions defined by the User [sys_user] table with custom conditions you choose.

    After selecting a filter, the number of matching users appears in blue as a link. Click the link to view all users selected based on the filter.

    For the HR Profile and Users filter, you can refine the selection. Right-click on a column, select Filter Out or Show Matching.

    Upload file Appears when Upload file is selected from the Filter by field. Check the one you are uploading:
    • user_name template: Indicates that you are uploading a file with user names.
    • email template: Indicates that you are uploading a file with email addresses.

      Click Download Template to download a pre-formatted Excel spreadsheet.

      Note: The header of the first column must contain user_name or email.

    Click Browse to find and select the file you are uploading.

    The Upload button activates after a file is selected.

    After uploading the file, the number of users appears. This number represents the number of HR cases to be created.

    HR criteria Criteria based on HR profiles to determine the Subject person of each HR case created.

    Select one or more HR criteria.

    Note: Only available to users with the sn_hr_core.content_reader, sn_hr_core.content_writer, or sn_hr_core.admin roles.
    User criteria Criteria based on user records to determine the Subject person of each HR case created.

    Select a User criteria.

    Note: Only available to users with the sn_hr_core.content_reader, sn_hr_core.content_writer, or sn_hr_core.admin roles.
    HR profiles Select filter conditions on the HR profile [sn_hr_core_profile] table to determine the Subject person of each HR case created.

    Select one or multiple conditions.

    Users Select filter conditions on the User [sys_user] table to determine the Subject person of each HR case created.

    Select one or multiple conditions.

    All cases have same Opened for Check to assign the same person as the Opened for on each case.
    Opened for Appears when All cases have same Opened for is checked.

    Select the person that is the Opened for on each case created.

    HR service

    Select the HR Service for the bulk case.

    Note: HR criteria on an HR service can also filter who is selected for bulk cases. This filter further refines the selections from the Filter by field.

    See .

    Short description Short description of the HR service.
    Note: This field auto-fills by the HR template when the HR service is selected, but you can edit it.
    Create a parent case (Choose this if you want to group the cases under a parent case) Check to indicate that you want to create a parent case with the bulk cases as a child cases.

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

  3. Click Create Cases. This button only activates when at least one user has been selected based on the parameters defined.
    A message appears at the top of the form with the bulk case number. Click the link to go to the Bulk Case Request form.

View bulk case request

Bulk Case Requests show a list of all created and processed HR bulk cases.

Before you begin

Role required: admin

After an HR bulk case request has been submitted, the details about the case appear in the Bulk Case Request form.

Additional details appear after the Bulk case creation job runs to process the request. See Create a scheduled job.

Procedure

  1. Navigate to HR Case Management > Bulk Case Requests.
  2. From the Bulk Case Requests list, click the bulk case number to see the details of the HR bulk case.
  3. Click the Show cases created link to view the individual HR cases created from the bulk HR case.