HR tasks & HR cases for non-employees or contractors

Olivia Purpura
Tera Contributor

‎01-18-2023 08:32 AM

We have our HRSD system restricted to only HR users to work HR cases and HR tasks. We have run into an issue when some of our locations are using non-HR people to assist with HR work (cases & tasks). We have had to create exceptions in the system to allow for this, we are looking for feedback on how to grant non-HR people access to the HRSD platform and how this is best setup. 

 

 

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Nikita Preksin
Tera Contributor

‎01-18-2023 08:56 AM

Maybe you could look into direction of using groups? In our system we use groups to identify HR admins. Moreower we have dedicated groups for different HR streams/regions. The main consirn here is that it requires some effort to maintain which in our case configured via Group membership maintanance requests configured in ITSP.

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John Zhang1
Kilo Patron
Kilo Patron

‎01-18-2023 04:42 PM

Hi Olivia

 

This shall come from ServiceNow HRSD Support Architect design.

You shall start from Region Support Groups (T0,T1,T2, and T3) design for all regions of your company (PAPAC, EMEA, North American and Latin American), or may go Country and location level support if needs.  

Since you clearly define all location support groups so you can add non-HR people to that location support group.

 

Let me know if you have any further questions

 

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Susan Britt
Mega Sage
Mega Sage

‎01-19-2023 05:47 PM

As Nikita & John mentioned, you should create the appropriate group(s) to add these non-HR people to, because access should come from roles (e.g., sn_hr_core.basic).  The role should be granted to the group and users in the group. Please consider your PII and sensitive nature of HR Cases, and determine if you really want these non-HR people viewing and working cases.  Just because they are today doesn't mean they should be.  

  • Maybe it's a process that needs updating - if collaboration is needed for a portion of an HR Case with someone outside of HR, child HR Tasks could be created for and assigned to non-HR people to contribute without seeing the case and all case details, attachments, etc.
  • If you give them an HR role, should it be to view only or allow for updating (i.e., sn_hr_core.case_reader vs sn_hr_core.basic / case_writer role)?
  • If you give them an HR role, consider securing the actual COEs/HR Services they see with the COE Security Configuration