How HR Profile for New hire is created? In my case subject person field is not creating.

Sunpreetk
Tera Contributor

‎05-09-2025 05:13 AM

Subject person how to set them??

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nishantkhet
Tera Contributor

‎05-13-2025 02:55 AM

Creating an HR Profile for a new hire in ServiceNow typically involves a combination of automation and manual steps, depending on how your organization has implemented the ServiceNow HR Service Delivery (HRSD) module.

Here’s a general overview of the process and specifically how to set the Subject Person, which is a key concept in HRSD:

Step-by-Step: Creating an HR Profile for a New Hire in ServiceNow

1. Create a User Record (sys_user table)

Before an HR Profile can be created, there must be a user record in the sys_user table. This is typically created:

  • Automatically through integrations (e.g., Workday, SAP, or Active Directory).

  • Manually by an HR or IT admin.

2. Create HR Profile (sn_hr_core_profile table)

The HR Profile is typically created:

  • Automatically using Lifecycle Events (like onboarding).

  • Manually via the HR Profile module (if automation isn’t enabled).

To create manually:

  • Navigate to: HR Administration > HR Profiles > New

  • Fill in details like:

    • User: This is the key field—select the correct sys_user record.

    • Personal and job information.

    • Manager, Department, etc.

Note: The HR Profile is linked to the user via the User field, and this automatically sets the Subject Person.

How to Set the Subject Person

The Subject Person is a reference to the HR Profile, and is used in HR Cases, Lifecycle Events, and Tasks.

When you create an HR Case or start a Lifecycle Event, you’ll see a field named Subject Person. This must be set to the relevant HR Profile of the employee (not the user directly).

  • In forms (e.g., when creating an HR case), use the lookup icon to select the appropriate HR Profile for the new hire.

  • If the HR Profile is correctly linked to the sys_user, this will enable workflows like onboarding, offboarding, etc., to route correctly.

Tips & Automation

  • In well-configured environments, the Onboarding Lifecycle Event automatically creates the user and HR Profile and sets the Subject Person.

  • You can use Flow Designer or HR Integrations to automate profile creation and ensure proper Subject Person assignment.

Troubleshooting

  • If Subject Person field doesn’t populate or allow selection:

    • Check that the HR Profile exists.

    • Ensure it is linked to the correct user.

    • Make sure the user has the correct roles and is active.

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