Best practice for variables on HR Cases/HR Tasks

[Ethan Metcalf]

Hey everyone,

I'm looking for what is the best practice regarding record producer variables on HR Cases and HR Tasks. 

Currently, we are writing the variable values to the case description field. As our HR team has been maturing their processes, they want to start creating reports using some of the variable values. If I understand the accepted answer in this post correctly Display variables from record producer on HR case (scoped) I should create custom fields on the COE and map the record producer variable to the field on the COE. That makes sense for one record, but if you scale that up, there will eventually be a lot of custom fields across all different COEs.

Now, throw in Lifecycles where they want 1 Parent HR Case with several child HR Tasks. The HR Tasks would go to different teams to provide information. Ideally, it would be the best user experience for the owner of the HR Case to see all the information entered across all the HR Tasks in the HR Case and not have to go into each HR Task to get the information.

So my questions are:

• Is creating custom fields for all the variables the best practice? If so, is there any guidance for governance around all the data and fields, especially when they are no longer needed?
• What is the best way we can accomplish my Lifecycle scenario? 

[Bhavesh Bijagar]

Hi @Ethan Metcalf , its not customization, its just configuration to enable Variable editor in respective workspaces and for respective tables.

If you still consider this customization, you can treat this as good customization and very low impact. Not sure why ServiceNow decided to disable Variable editor.

Again the article that you have referred is good for mapping, if we want to map 2/3 fields. Doesn't talk about the whole record producer variables.

Apart from that, there are multiple benefits of enabling variable editor.