K20 LAB1164 - Digitize Employee Workflows for a Better Employee Experience Session Q&A

[Lena_Latham]

This article is for questions and answers for LAB1164 - Digitize employee workflows for a better employee experience (Lifecycle Events.) This lab is being presented multiple times throughout the live K20 event May 5 - 7, 2020. During the live event, post your questions in the comments of this article, and one of our lab gurus will be happy to answer it.

[Nithin21]

Is there a digital guidebook for the LAB?

[snlisa]

Yes! We will be posting the link in Zoom chat after Leena presents.

[Yew Chye NGOR]

Hi Nithin. You access the lab guide online here: https://developer.servicenow.com/connect.do#!/event/knowledge2020/LAB1164/lab_LAB1164_configure_the_lifecycle_event.

[xianoh]

We will assign and show you at the end of lecture.  

[Brent18]

How long will the guidebook link be available?

Can the presentation deck and guidebook both be downloaded?

Thx

[Kristen Gallagh]

[Kristen Gallagh]

Nithin - does this link work for you?

[Nithin21]

Yup

[Nithin21]

What is the difference between subject person and opened for

[xianoh]

Opened for could be for a manager whereas the subject person could be an employee. It can very well be the same person. 

[Lena_Latham]

It's easier to understand if you put it into context. Let's say it's for a disciplinary action. The Subject person is the offender while the Opened for may be their manager.

[snlisa]

Piling on to the comments here 🙂 For this lab example of an employee transitioning to a new job -- The opened for is the manager of the current job (Gale) and the subject person is the employee that is transitioning jobs (Sam)

[Shaleen_Shankar]

Great examples! You can find the definition here: https://docs.servicenow.com/bundle/orlando-hr-service-delivery/page/product/human-resources/task/sea...

[Nithin21]

Is there a template to define / gather requirements when creating a new Lifecycle event

[michaelj_sherid]

@Nithin Our partner portal provides this type of collateral.

[michaelj_sherid]

@Nithin Your Partner Manager can assist if you do not have the details. There are many more assets to help facilitate your Deployment of HRSD that are made available.

Regards,

Mike

[Pete R1]

Hi, what is the purpose of the "owning group" on the different activities?

Thanks!

[Atul]

pl advise how to get the On the "Member activities related: list, click New.

[sayali_dongare]

Owning groups own the activities created. The members of this group are responsible to manage the activity. Refer to the link for detailed info. https://docs.servicenow.com/bundle/orlando-hr-service-delivery/page/product/human-resources/task/con...

[Atul]

need help

how to get to "on the remember activities related list"?

[snlisa]

 
Are you still on the activity window 'Transfer Approvals'? If you right click on the top bar and click save, the member activities should show up at the bottom of the window.  If you have clicked out of the activity, you should be able to click back into it (click the "Transfer Approvals" card)  and see the member activities at the bottom of the window. 

[sayali_dongare]

You can go back to your container activity. (Activity type - Activity container) and the related list should be visible right below.

[J Lander]

Hi Atul, are you creating the Transfer Approvals container? If so, you need to ensure that you right-click the context menu to stay on the form. Then, after you save, the Members Activities related list will be visible. You can simply re-open the activity from your activity designer to get to it again.

[Micah Russell]

Hi Atul, if you'd like I can have a guru assist you directly in a break out room.

[KingSukh]

I am not seeing the member activities upon save an reload

[Atul]

I need help. not sure how to commnicate.

[KingSukh]

I switched to classic view, and i see activities at the bottom

[michaelj_sherid]

@midi  Are you good now?

[KingSukh]

Is this what you mean by Member Activities ?

[sayali_dongare]

Have you created  Transfer Approvals activity yet? Make sure the activity type is  Activity Container. You can submit and close the window. On the main page (on builder view, open this activity again. You will see the related list for member activities.

[Krista Forget]

This should be in a tab below the Update/Delete buttons. 

If you don't see it when Saving, you can also click Update on the activity and then reopen it from the Lifecycle Event builder view.

Let us know if that works for you or if you still need help.

[Krista Forget]

What do you need help with Atul? Do you have a specific step you're trying to work on?

[KingSukh]

I am not sure i have got it right

can u show it on zoom

[michaelj_sherid]

@midi Leena is walking through this now.

[snlisa]

If you still need help let us know we can have a lab guru help you 1:1 in a zoom breakout room 🙂 

[Nithin21]

Yes, please add me to breakout room

[Shaleen_Shankar]

Let us know if you need a breakout room.

[ScottBrown]

I'm in the "Add activity of type "Catalog Item" to the Plan for Transition Activity Set" activity.  When I added the activity, there was an Activity Field Mapping created by default, and an error message that there was a duplicate field mapping.  

Is this default mapping to be modified as the 1st field mapping?

[Krista Forget]

Nithin were you able to get a breakout room with a guru? Just want to make sure someone is set up with you.

[Shaleen_Shankar]

Update the Map from table on this mapping to HR Talent Management Case.

Also, you need to add a new mapping: 

Add a New Activity Field Mapping with the following values:

• Map from table = HR Talent Management Case

• Map from = Custom Text

• Map to table: Request

• Map to field = Short description

• Custom text = Change system access for employee ${subject_person} for new role of ${subject_person_job.position}

[ScottBrown]

Found it: step 5

[Pete R1]

On the "transfer request" record producer, the "Please notify the employee that this request is in process" variable, is that somehow tied to the "notification" activity we created?

[sayali_dongare]

You will see two mappings below catalog item activity

[sayali_dongare]

You will see two mappings under catalog item activity

[michaelj_sherid]

@Pete R This is not tied to that notification created earlier.

[Krista Forget]

This isn't set up for the lab, but this could be setup if you want to. You can use the Audience to only send to the employee if the box is checked, for example.

[michaelj_sherid]

@Pete R That being said, there are use cases where this would be a factor in the notification, but then you would see an Audience on the Notification Activity. 

I just wanted to that those use cases are common, just not in this scenario.

[Nithin21]

Yup, one of the Guru helped. thanks

[Pete R1]

One more quick question, if Gale was the submitter, why didn't her approval get automatically processed?

[Tom O_Neill]

This was just the contrived scenario. Originally the new manager, Mara, was going to approve the request so it made more sense. By the final version of the lab, it was Gale approving so it didn't make a lot of sense any more.