Create or modify lifecycle events activities

Activities create cases, requests, or employee tasks that are a child of a Lifecycle Event case.

Before you begin

Roles required: Lifecycle Activity Writer [sn_hr_le.activity_writer].

About this task

Activities are part of an activity set and activity sets make up a lifecycle event.

Activities are associated with HR services and define tasks assigned to HR, a new hire, hiring manager, IT, facilities, or any licensed application. With Manage Activities, you can:
  • Include multiple activities inside an activity set.
  • Associate activities with different activity sets.
  • Target activities to specific users using HR criteria and helps personalize the workflow for the subject person.

Procedure

  1. Navigate to Lifecycle Events > Administration > Manage Activities.
  2. Click New or on an existing activity to modify it.
    OptionDescription
    Title The title of the activity.
    Note: Use titles that easily correspond to an HR service.
    Description Description of the activity.
    Activity type The activity type that determines who is assigned to the HR case it creates, or if it is an approval or a notification.
    • Approval: Activity requires approval from a group, user, or from the HR case.
    • Employee: Activity creates a case for an employee or new hire.
    • Fulfiller: Activity creates a case for an agent in any department (HR, IT, Facilities, and so on).
      Note: When Fulfiller is selected and Fulfiller activity is selected as HR Service, the HR Service field appears.
    • Notification: Send an email notification for an activity to anyone associated with the case.
    Fulfiller activity What the activity creates. Appears when Fulfiller is selected from Activity type.
    • Automated Order Guide
    • Catalog Item
    • Facilities request
    • HR Service
    • HR Task
    • Incident

    See Create or modify Lifecycle Events fulfiller activity configurations.

    HR task template The template that goes to the HR task and is created from the HR task activity. Appears when Employee is selected from Activity type. It also appears when Fulfiller is selected from Activity type and HR Task is selected from Fulfiller activity.
    Note: mapping fields are not allowed on HR tasks.
    See Add or modify an HR task.
    Order guide Order guides submit a single service catalog request that generates several items.

    Appears when Automated Order Guide is selected from the Fulfiller activity field.

    See Create an order guide .

    Catalog Item Catalog items are items that the fulfiller chooses to select for an onboarding employee. Examples are a computer, phone, software, and more. Appears when Catalog Item is selected from the Fulfiller activity field.

    See Create an order guide rule to add a catalog item .

    Service Management template A Facilities Service Management request assigned to a fulfiller for an onboarding employee. Examples are, create an employee badge, request desk space, and more.
    Note: This field only appears for customers that have a license for Facilities Service Management.
    HR service The HR service assigned to the fulfiller.

    Appears when Fulfiller is selected from the Activity type field and HR Service is selected from Fulfiller activity.

    See Create or modify an HR service.

    Template The incident assigned to a fulfiller.

    Appears when Fulfiller is selected from the Activity type field and Incident is selected from Fulfiller activity.

    Email template The email template to send that represents a notification.

    Appears when Notification is selected from Activity type field.

    See Create or modify an email template for Enterprise Onboarding and Transitions.

    From When sending an email notification, the person or group the email is from.

    Appears when Notification is selected from Activity type field.

    Active Makes the activity active and available. A new lifecycle case for an event launches the activity.
    Use badge from HR Service Configuration HR badges identify the organization of the Assigned to person responsible for fulfilling the activity.

    Appears when Fulfiller is selected from Activity type and HR Service is selected from Fulfiller activity.

    Check to use the badge from the HR service configuration for this activity. Uncheck to use another badge or custom badge.

    Refer to Create or modify HR badges.

    Badge The code that represents the organization of the Assigned to person responsible for fulfilling the HR activity.

    You can select an existing badge or create a new one. The default value comes from the Fulfiller activity. If fulfiller activity is not used, an unassigned badge for the Assigned to person appears on the HR Service Portal Ticket Page.

    Custom badges can only be used for activities with:
    • Activity type = Fulfiller
    • Fulfiller activity = All

    See Create or modify HR badges.

    Owning group The group responsible for this activity.

    See Create or modify Lifecycle Events owner groups.

    Note: Only members of this group can select and edit this activity. Lifecycle Event Admin [sn_hr_le.admin] can also select and edit the activity.
    Activity set The activity set the activity belongs to. Activity sets are a way to group activities. For example, Complete I9 Form is an activity that belongs to the Pre-boarding activity set.
    HR criteria The HR criteria that determines when to trigger an activity for the subject person selected on the Lifecycle event case. This step helps to personalize the workflow for the subject person.

    See Create or modify HR Criteria.

    Approvers Tab to assign approvers and determine approval options.

    Appears when Approval is selected from Activity type.

    Approver groups The group to approve the HR activity.
    Approver users Specific employees that are required to approve the HR activity.

    Select yourself (+) or other users to approve the HR activity.

    Approvers from case A user from the HR case required to approve the HR activity.

    There are pre-defined selections or you can create a new one based on the table and field.

    Approval Options Tab to select different options for approvals. Determines how approvals work.

    Appears when Approval is selected from Activity type.

    Wait for The approval requirements for an HR activity before it can proceed.
    • Anyone to approve
      • Only one person is required to approve the HR activity.
    • Everyone to approve
      • Everyone assigned to the HR activity is required to approve it. If one person rejects, the Assigned to person receives a message with a link to select a substitute approver.
    • First response from anyone
      • The first person to respond (approve or reject) to the HR activity determines the state.
    On rejection What to do after an approval is rejected.
    • Allow resubmit of approvals
      • An HR agent can resubmit for approval. The Assigned to person receives a message on the case with a link to resubmit approval requests. All approvers are resubmitted the approval request.
    • Close incomplete
      • When the HR service is rejected, change the State of the case or task to Closed and Incomplete.
    Missing any approver What to do when the HR service is missing an approver.
    • Select replacements
      • When an approver is missing, the Assigned to person can select a replacement. If the activity is configured to have the Opened for Manager to approve, but the Opened for person has no manager assigned, the activity has a missing approver. If Select replacements is selected in the Missing any approver field, the Assigned to person receives a message with a link to select a substitute approver.
    • Skip missing approvers
      • Bypass any missing approver and continue.
    • Close incomplete
      • Change the state of the case or task to Closed Incomplete when there is a missing approver.
    Missing all approvers What to do when an HR service is missing all approvers.
    • Select replacements
      • When all approvers are missing, the Assigned to person can select replacements. If the activity is configured to have the Opened for Manager to approve, but the Opened for person has no manager assigned, the activity has a missing approver. If Select replacements is selected in the Missing any approver field, the Assigned to person receives a message with a link to select a substitute approver.
    • Close incomplete
      • Change the state of the case or task to Closed and Incomplete when all approvers are missing.
    Recipients Tab to determine who should receive a notification.

    Appears when Notification is selected from Activity type.

    Recipient users Users to receive the email notification related to the HR activity.

    You can select any user or enter email addresses. For example, for onboarding new hires, you can notify by personal email address since they don't have a company email address.

    Note: To select users related to the case, use the Users/Groups on case field.
    Recipient groups A specific group to receive the email notification related to the HR activity.
    Note: To select groups related to the case, use the Users/Groups on case field.
    Users/Groups on case Users or groups assigned to the HR case to receive the email notification related to the HR activity.
  3. Click Save to save your data and remain on the Activity form. Click Update to save your data and return to the Activities list.
    For fulfiller activity types, the Activity Field Mappings section appears. This section is where you can map fields from the parent case to the case on the task that is created from the activity. Refer to Create or modify Lifecycle Events activity field mappings.
    Note: Activity Field Mappings do not apply to notifications.