How to handle external candidate record in ServiceNow to create HR case through Integration ?

[SheetalSi]

Hi All, 

I have a requirement to create HR case for external candidate(pre-hire) for background check through Workday Integration before they join an organization. ServiceNow doesn't not have pre-hire records and external candidates won't be logging in ServiceNow. They will check their background check status in Workday. The external candidate record is just a reference for Internal team to manage all background check activity through HR case in ServiceNow.
Does anyone have implemented similar use case ?

Thanks!

[John Zhang1]

Since pre-hire doesn't has user record so no HR profile will be created.  In order to create HR profile for pre-hire, we created temp account for pre-hire in AD so temp HR profile will be created in HR profile.   On first dat of onboarding, real user account will be created in AD to replace temp account,

You need to ensure all temp account (user and HR profile) be replaced by real user account.

I hope this will help you for your requirement.

If my answer is helpful, please mark my answer is useful.

[SheetalSi]

Thanks for your response. Is HR profile necessary for HR case creation ? Can we create case based on temp user account only ?

[John Zhang1 · Accepted solution]

HR profile is required for HRSD, including HR case creation, but HR profile is based on user record (sys_user).  You can create temp user account in user table (sys_user) table, that we did for the retired employee.

[sam47]

When the temp user account is being created in the sys_user table what will be the differentiator of temp account and a regular account?