question Why aren't HR Profiles automatically created for new Users? in HRSD forum

Why aren't HR Profiles automatically created for new Users?

Mike McCall — Tue, 22 Mar 2022 17:54:02 GMT

I've been reading documentation and other Community posts. Out of box, it seems like new HR Profiles are created:

When users log into specific portals (thanks to Server Script in a Header | Footer record)
When an agent selects a new user on an HR Case form (thanks to a Client Script)
When a case is created for a new user (thanks to a Business Rule)
When someone manually generates a profile (using the bulk option or a UI Action on a single User record)

It also seems like plenty of people have added customizations to create HR Profiles automatically (often through business rules or integrations).

My question is: why aren't HR Profiles automatically created for new Users, out of box?

Is there a reason to hold off on creating new profiles until they're absolutely necessary? (Is it because profiles are used to determine license costs?)

Re: Why aren't HR Profiles automatically created for new Users?

michaelj_sherid — Tue, 22 Mar 2022 18:13:01 GMT

Hi @Mike McCall This is because we share the sys_user with other applications. Since the HRSD Application is employee-based licensing some customers have contractors that do NOT consume any HR Services. Their purpose of accessing ServiceNow is only for ITSM purposes. Any auto HR Profile creation would cause an impact to these customers.

Regards,

Mike

Re: Why aren't HR Profiles automatically created for new Users?

Mike McCall — Tue, 22 Mar 2022 19:58:03 GMT

Okay, that makes sense. I was hoping for a cool page like the manual "Generate HR Profiles" one...except to control automatic creation.

Of course, that would probably mean some fancy front end to a business rule (or making all customers work directly on a business rule). That would probably be more effort than it's worth. The majority of use cases for most customers are covered by the first three things I listed above, and those in need of extra automation can always add their own*.

Thanks for the response!

-----

*By the way, my use case is that new employees can't access certain submission forms until they have an HR Profile. The issue is that we're not engaging #1 in my original list because we're on a custom portal. We'll probably either:
(A) add similar code to our custom portal
(B) create a business rule to buy us time until we move to Employee Center (which will include #1 above)

Re: Why aren't HR Profiles automatically created for new Users?

Raffy1 — Thu, 09 Jun 2022 21:42:25 GMT

is it correct the HRSD prof subscription counted the allocated one by the total active HR Profile records?

Is there any way to prevent to add any new HR Profile record when a contractor to login to the ESC portal?

Is it the OOTB logic to add a new HR profile record when a ESS user (such as a contractor) open the esc portal?

thank you in advance.

Moon1

Re: Why aren't HR Profiles automatically created for new Users?

Mike McCall — Mon, 13 Jun 2022 01:36:17 GMT

Hello! I think the answers to your questions are:

Yes, the subscription charges by active HR profile records.
No, I don't have a way to prevent on-demand HR profile creation for contractors.*
Yes, the OOTB logic adds a new HR profile when anyone opens the portal.

*I can see how it might become a problem if too many HR profiles are created for users that shouldn't need them. In our current setup, anyone who opens our Talent-specific portal probably needs to have an HR profile record. In a setup with a single ESC portal, you probably could add custom logic to check user type before automatically creating a profile. (I didn't need to figure that out right now--sorry!)