Which out-of-box actions lead to the creation of an HR profile?

Werner1 · 3 weeks ago

Hello

I want to avoid that an HR Profile is created for a user when the usertype = "external".

What are the different ways to create an HR Profile out-of-the-box?

For now I am aware of the BR "Synchronize fields to sn_hr_core_profile" on table "sys_user" and BR "Create HR Profile for users" on table "HR Case".

If I deactivate those business rules, the HR Profile is still created.

Question: are there any other functionalities in general to create an HR Profile?

Many thanks in advance.

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kaushal_snow · 3 weeks ago

@Werner1 ,

Oob HR profiles can be created in several built in ways beyond just the synchronize fields to sn_hr_core_profile business rule on sys_user and the create HR profile for users business rule on HR case.......

for example, automated creation happens when a user logs into the HR portal (triggered by script in the portal header/footer) which checks and inserts a profile if none exists.......the client script that runs on the HR case form when a fulfiller selects a user (Set HR profile on subject person change) will create a profile if needed....... manual creation via the UI or bulk HR profile actions is supported......profiles can also be created via integrations or lifecycle events (like onboarding flows) that run through flow designer or HR core api......and portal header scripts or login logic can auto create profiles on first visit, so simply disabling the two business rules won’t stop all creation because these other mechanisms will still insert a profile if conditions are met.......

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Kaushal Kumar Jha - ServiceNow Technical Consultant - ServiceNow Class of Legends 2025

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Ankur Bawiskar · 3 weeks ago

@Werner1

HR Profile table gets populated as part of integration with HR systems (like workday) or via manual creation

Generate HR Profiles

the business rules on sys_user and HR Profile are just to sync the data

They don't create HR Profile records

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Regards,
Ankur
✨ Certified Technical Architect || ✨ 9x ServiceNow MVP || ✨ ServiceNow Community Leader

Werner1 · 3 weeks ago

Hello Ankur.

Thank you for the quick reply.

- We have no integration with an HR system.

- The BR Create HR Profile for users on table HR Case creates an HR Profile when the HR Profile does not exist. In this BR we've added the condition that usertype may not be external.

- We added a custom BR to create an HR Profile when usertype of a sys_user is set to employee.

But if only an integration with an HR system, the manual creation via Generate HR Profiles or the BR Create HR Profile for users on table HR Case creates HR Profiles than I'll look further in that direction because for now HR Profiles are still created for users with usertype = external.

Regards,

Werner

Ankur Bawiskar · 3 weeks ago

@Werner1

that BR "Create HR Profile" is on HR Case table which creates that

I missed that part.

yes the only way is manual or HR integration to populate HR profile

💡 If my response helped, please mark it as correct ✅ and close the thread 🔒— this helps future readers find the solution faster! 🙏

Regards,
Ankur
✨ Certified Technical Architect || ✨ 9x ServiceNow MVP || ✨ ServiceNow Community Leader

Werner1 · 3 weeks ago

Ankur

Before accepting your solution I first prefer to find the reason why those HR Profiles for usertype=external are created. Whenever your solution turns out to be correct I will be happy to accept it.

Best regards

Werner