HR task & record producer

[JohnnySnow]

Hi Team,

I have below requirement:

1. User raises the hr case.

2. Team A approves/rejects task (achieved this through Employee forms). If approved goes to Team B

3. Team B approves/rejects task (achieved this through Employee forms). If approved goes to Team C

4. Team C has to populated a bunch of fields (say around15-20), since it was difficult through employee forms we used a HR Task of URL type. This URL when clicked calls a record producer(with table set as HR Task) with all the above fields.

Now there are few issues with this approach.

1. When the URL is clicked it opens in a new window, with all the record producer details. Once user submits that

 - A new HR Task record gets created.

 - The existing URL HR Task is still open. (though we can closed it through BR)

2. The variables in the HR Task (record producer one) are not available in the URL task.

So do to these issues, I was wondering if there is a better approach to this. For now, the solution I could come up is:

1. Allow creation of new HR Task, but set state to closed complete & in the same code, update the URL HR task to closed complete state.

2.  Copy the variables from HR Task (Record producer one) to HR Task (URL one)

(if someone knows how to do this as well please let me know).

Please do let me know if there is any better approach.

[JohnnySnow]

Hi All, Just an update, I figured out a way to avoid above steps and create one hr task record(from record producer) directly through the flow designer. However, once this HR task is created, the variables within the same is not visible to the user on the esc portal. Any idea if it is possible to show the variables to the user on the esc portal?

Please note, I'm figuring out best of the possibilities to achieve this, so if you have suggestions/recommendations please do let me know.

[David Aldridge]

Hi Johnny, I'm not sure I fully understand your use case, but have you looked at using a Service Activity HR case to manage this?
Configure a service activity for an HR service (servicenow.com)

[JohnnySnow · Accepted solution]

Hi All,

I'm planning to use FD as mentioned above, the end user team uses HR Workspace and in there the variable editors are visible. (I assumed they use the ESC portal, I'm not sure how to achieve the same in ESC portal, but if anyone is trying to achieve same through the agent workspace then add the UI formatter for variable editor and add this variable editor on the form layout and other views which are been used)