The CreatorCon Call for Content is officially open! Get started here.

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??

0 Helpfuls
  • 428 Views
1 REPLY 1

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.

0 Helpfuls