Ability to issue multiple fillable PDF Document Templates on single HR Case

[Sam121]

Hi All,

With the onboarding project we need the ability to kick off multiple Document Template per a lifecycle events.  At this time, to utilize document templates you must select the Document Template (PDF Template/ Document Template) on the case form so that when HR task/Document task begin the Document Template is attached to task.  Without this being applied on the case form the fulfiller/signer cannot see document on their portal task (ToDo). 

At this time, we are utilizing templates to automatically apply document templates via HR case template  on the HR service config. but you can only select one document template at a time on one HR Service. We do not want to create separate HR services for every document template.

We need the ability to issue multiple HR Document Template – HR tasks (signature documents) or Document Template – document task (advance form fillable documents) on a case for onboarding. Ex. New Hire starts and may have to sign Onboarding Agreement, Employee Handbook Agreement, Invention Agreement as a lifecycle activity in their first 30 days. The first 30 day lifecycle event is tied to HR Service on  the case form only has one PDF Template and Document Template field allowed.

I have created example case and to see that HR Service, Task, Template, document template relation.  The HR Service  was created to test onboarding EMEA payroll documents that need to be sent out to employee upon hire. Within HR Service Template I have add one document template and one pdf template because that was the most I could do. This was do to ensure when HR service is used and task kick off the documents are attached to task.  In this specific case what I really need to happen is for two fillable forms to be presented to employee via to dos on the portal but at this time the most that it allows is for one fillable form (Document Template) and one signature document (HR  document Template)

I tired search community and was not able to find supporting documents about having more than one Document Template per HR Service. I tried creating child case via HR service Config > Fulfillment Type > Service Activity Child case but it would not let me create child case with same HR service.

How to resolve this issue? 

IS there any scripted way to attach multiple fillable PDF document templates to one HR case?

Regards,

Sam

[Sam121]

@michaelj.sheridan @Kiel Sanders  @sbritt can you please provide your valuable inputs?

Regards,

Sam

[michaelj_sherid]

Hi @Sam  This not an OOtB function to send multiple documents to be signed from one HR Case. The OOtB workflow is based on the task so only one document is supported. To achieve similar results you will have to have a parent with each child task as an HR Service that generates the file, as you eluded to in your details. In HRSD specifically, we only facilitate one document per HR Service when you are using HR Document Templates or the new Document Templates (Advanced Forms). I recommend submitting an Idea via the Idea Portal header within this community. 

Just a bit more on this in terms of impacted functionality... EDM allows us to map a document type from an HR Service. If you presented the employee with different document types, this would make it challenging to store the EDM documents in the correct Document Type.

EDM may not be in your use case, but I am trying to illustrate how normal functionality can be impacted with multiple Document Templates for one HR Service.

Regards,

Mike

[Shane Bjork]

Is there a way for an agent to generate a document without adding the extra cases or would we run into the same issues as the above example? 

Example: Agent needs to create 3 documents for the same case and mail them to an employee per policy/practice. The Employee does not need to sign/review anything, but we wanted to leverage the document generation capabilities in SNOW to reduce the workload from filling out the forms manually. 

[michaelj_sherid]

Hi @Shane Bjork An agent would need child cases if you wanted more than one document generated. I recommend submitting an idea in the Community (you can see the Ideas link under the Resources section in the ServiceNow Community  main header ). This will allow us to understand the specifics of your use case should this be considered for an enhancement. 

Regards,

Mike