New COE vs Topic Category and HR Service

David Carlin · ‎11-20-2019

Hello,

My employer has asked me to create a new COE called 'HR Position, Compensation, and Offer Request'. They are looking for a new COE that they can use to handle these types of cases in a secure manner, making sure they are restricted from normal HR fulfillers. The fulfiller will have to be in a specific group to see these cases They still want to use the task functionality as well.

My question is, is it the right move to make a new COE? I also thought of creating a topic category and HR Service for this and sticking it on the employee relations table. I am looking for feedback on what would be the most effective, least customized way of doing things.

Any feedback would be great!

Thanks,

David

Rob Sestito · ‎11-21-2019

Glad that helped!

And these are the steps I took: (going to show the ADA table I created for our legal team - as my example)

Create new Table
Extend from the HR Case table
Under Controls tab: I checked Auto-number and gave this table ADA for its prefix. I left Number and Digits field as is
The Create Access Controls I believe will be checked by default, which makes its own 'User role' for the table (which you can use to your advantage)
Under the Related Links section, looking at Access Controls tab, you should have 4 or 5 ACLs that are created automatically (Make sure you elevate your access to Security Admin if you have not done so yet)
You may need to create additional ACL(s) to get started. I had to create the 'personalize choices' and an additional 'read' ACL for my table
Back on the Columns tab, you can create additional feeds as needed (or you can click the related link to show you the form and do it from there)
Then you can create your new Topic Cat/Topic Detail that will be used from the new table
Then create your Services under the Topic Cat/Detail you just created
OR - if you have services already made, you can switch their Topic Cat/Detail to the new table

Here is what mine looks like at a quick glance:

And if I remember correctly, anyone needing to use this new table (COE) will need to have that user role created automatically when you create the new table.

Then, you can start to lock this down even more with additional ACL(s)/Role(s) if needed.

I would start maybe with just creating your new table as is, then seeing if you can see the form at all as a normal user that has HR Basic role. If they can, then that will determine that you need to get started with some ACL(s) and or additional Role(s) to prevent normal users from seeing the form.

Please let me know if anything here did not make total sense or if you run into issues attempting this.

Cheers!

-Rob

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Rob Sestito · ‎11-20-2019

Hey David,

Going to weigh in on this post and hopefully lend a hand, as I have gone both routes.

OOTB, There is an HR Compensation table already, so I would say why not see if you can utilize that table. Adjust the form layout as needed with additional fields, etc. As for the other two you mentioned, would they be considered an Employee Relations Case? If not, then I would recommend keeping them out of that COE as it would not apply.

To me, your three choices overall sound like employee life cycle events. If you and your employer agree, you could always create a topic category, and make those three options hr services. And if additional security is needed, wrap those around ACLs/Roles. That way, you can assign those roles to specific user(s)/group(s). And when tied to the ACLs, only those with the proper roles will have the access needed.

I am not really sure creating 3 new COEs would be a best practice. It's much more safer to stay OOTB as much as possible. Topic category, detail, and services are easier to create and control. Then that is where the ACLs and Roles come in to play, as you can customize those as needed, and don't necessarily need to only stick with OOTB from SN.

Hope some of this can help you in your decision making. Please let me know if I can try to elaborate/explain/offer more feedback if needed. And if you have more questions about this, please feel free to ask.

Cheers!

-Rob

David Carlin · ‎11-21-2019

Thanks Rob!

Some questions about what you said, I don't really want to put this across multiple COEs using services because my employer wants it all in one spot. Putting it across multiple COEs would make that difficult right?

It is also worth noting that this is also a temporary solution as we are going to be starting a new project with our implementation partner to use life cycle events to handle this. But in the mean time they wanted something as an temporary solution.

Knowing this, if I created one COE for this and then three HR services, would this be an appropriate solution?

If I did what you said above, I would need to create three HR services and then lock down multiple COEs to keep these cases hidden right?

Rob Sestito · ‎11-21-2019

Hey David!

So first, yes I agree - I would not want to put those across multiple COEs. I was simply laying out, "multiple options" if you will. And good to know you will be working with a team to implement Life Cycle from SN.

I think then building out a new COE and the HR Services would be fine. I have created 4 myself and they have come out just fine.

If you did what I said above, and create the three HR Services, you don't need to lock down multiple COEs to keep cases hidden, you can lock them down from the Topic Category if need be, or the Topic Detail, or the HR Service. You can even do it from a certain Case State.

To try and give you an example on locking these down:

I built out a lot for our Employee Relations COE. We have an HR Case Center, they have the ability to create Employee Relation Cases. When they first create this type of Case, the State is Draft. Once they click Ready for Work UI Action, it is then locked down to only Employee Relation users within the Employee Relations Assignment Group- and visibility is gone from everyone else. This is done by ACLs and specific Roles that I have created and assigned to the Employee Relations COE and Assignment Group.

Does that make more sense and help out at all?

Cheers!

-Rob

David Carlin · ‎11-21-2019

This does make sense and helps out a lot!

When you created a new COE how did you do this? Just creat a new table that extends the HR Case table? If so how do you get it to act as a COE? When I create a new case it asks me to select the COE but I don't see the one I created. Do I need to create some HR Services first before that shows up?

Thanks,

David