Create or modify an HR task template to automatically populate fields on the HR task form when that task is generated. You can configure an HR task template for an HR service or lifecycle event activity.

Before you begin

Role required: sn_hr_core.admin

Procedure

  1. Choose one of the following.
    OptionDescription
    HR service activity
    1. Navigate to HR Administration > HR Services > HR Service Configuration, and open the HR service.
      Note: Make sure Fulfillment type is set to Service Activity.
    2. In the Service Activities list at the bottom of the HR service form, open the service activity.
      Note: Make sure Activity type is set to Task.
    3. In the Child task template field, click the Lookup icon.
    ( Enterprise Onboarding and Transitions only) Lifecycle event activity
    1. Navigate to Lifecycle Events > Administration > Activities, and open the lifecycle event activity.
      Note: Make sure Activity type is set to Employee or Fulfiller. For fulfiller types, make sure Fulfiller activity is set to HR Task.
    2. In the HR task template field, click the Lookup icon.
  2. Click New or open a record.
  3. Fill in the fields on the form, as appropriate.
    Table 1. HR Task Template form
    Field Description
    Name Name of the HR task template.
    Active Option to activate the HR task template for use.
    Owning group Group that is responsible for the HR task template.
    Short Description Short description that appears on the HR task form when the task is generated.
    Optional Option to mark the HR task as optional.

    In the Tasks/To-Dos the Type indicator lets you filter the tasks based on the Required or Optional selection.
    HR task type Type of the HR task. Select one of the following:
    HR Service An HR service fulfills the HR task. In the HR Service field, select an HR service.
    Submit Catalog Item A catalog item fulfills the HR task. In the Catalog Item field, select a catalog item.
    Submit Order Guide An order guide fulfills the HR task. In the Order Guide field, select an order guide.
    Collect employee input Collects information from employees. In the Employee form field, select the employee form that the user will fill out or verify.
    Note: Employee forms are questionnaires built using the survey designer to collect information from employees. See Collect employee input for more information.
    Checklist In the Checklist Items field, provide the checklist items.
    E-signature User electronically signs a document. In the E-signature template field, select the e-signature template to use.
    Note:
    • E-signature is a scoped application that enables users to sign managed documents, knowledge articles, or HR document templates with their typed or drawn signature, credentials, or as an acknowledgment. See HR e-signature for more information.
    • If HR document template is the document type of the e-signature template, you must select the HR document template that the signatory will sign on the HR case form. See Select an HR document template for an e-signature task for more information.
    Credential Prompts the user to login with their credentials to acknowledge conditions and terms related to their signature. To add text that explains what their login credentials mean, add the Acknowledgment text field. To add a document, add the Acknowledgment document field.
    Note:
    E-Signature Prompts the user to sign a document. To add text that explains what their signature means, add the Acknowledgment text field. To add a document, add the Acknowledgment document field.
    Note:
    Mark When Complete Notify the user a Completed button appears on the HR Service Portal. Use the Short description field to provide details about this task.
    Note: Mark When Complete changes the state of the task to Closed Complete.
    Sign Document Requests the subject person to edit or sign a document. An example is sending an education agreement to be signed for tuition reimbursement.

    This option is only available for existing customers that have not yet migrated to e-signature. See Migrate existing HR task templates and open HR tasks to e-signature for more information.

    Note: The document must be included in the HR case template in the PDF Template field. See Configure an HR case template.

    To add text that explains what their signature means, add the Acknowledgment text field. To add a document, add the Acknowledgment document field.

    Acknowledgment text entered on the HR document template overrides text written here. See Configure an HR document template (HTML) or Configure an HR PDF document template.
    Note:

    Starting with the Xanadu release, HR task type: Sign Document will be hidden, but will continue to be supported. E-signature provides the latest experience for this functionality.

    For details, see the Deprecation Process [KB0867184] article in the Now Support knowledge base.
    Take Survey In the Survey field, select a survey that the user is assigned to take.
    Upload Documents Requests the person assigned to the task to upload documents. Examples are receipts, course registration, or transcripts for tuition reimbursement. Use the Short description field to provide instructions.
    Note: The task must be in Ready or Work in Progress.
    URL In the URL field, provide a URL that the user acknowledges when accessed.
    View Video In the URL field, embed code/URL that the user is requested to view.
    Assignment type Assignment of the HR task when the task is generated. You can assign the HR task to the employee or fulfiller. Select one of the following:
    Employee Select one of the following:
    • Parent case subject person: Assign the task to the subject person of the parent case.
    • Parent case opened for: Assign the task to the opened for person on the parent case.
    • User from case: Assign the task to a user from the case.
    • Named user: Assign the task to a specific user.
    Fulfiller Select one of the following:
    • Parent case assigned to: Assign the task to the person the parent case is assigned to.
    • Named user: Assign the task to a specific user
    • User from case: Assign the task to a user from the case.
    • Skills/Assignment group: Select the skills and group you want assigned to the task.
    Due date Due date of the HR task. Select one of the following:
    • Based on task assignment date
    • Based on parent case table
    Set reminder Select to configure a reminder to send to the assignee.
    Reminder template Select a relevant mail template.
    When to send (days) Specify the number of days before the due date to send the initial reminder.
    Interval (days) Enter the number of days between each reminder.
    State State of the HR task when the task is generated. Select one of the following:
    • Draft
    • Ready
    • Work in Progress
    • Closed Complete
    • Closed Incomplete
    • Cancelled
    • Skipped
    Task support team Task support team for the HR task. The Task support team field defines the HR agent or queue that picks up any communication about the task when a user selects the Ask a question link. Select one of the following:
    None No task support team.
    Users and groups Select users from the parent case or HR groups as the task support team for the HR task.
    Queue Select a chat queue as the task support team for the HR task.
    Use global descriptions for translations Option to enable the use of global descriptions for translations. If selected, you can provide the short description and description for the HR task template in one or more languages. See Translations for HR cases and tasks for more information.
    Check to show the Global short description and Global description fields. You can select a table (top, right) from the list and the associated dynamic variables from that table appear. You can add dynamic variables when creating your text to personalize the task. To use dynamic variables in the Global short description field, copy and paste the dynamic variables from the Global description field.
    Note: Because some dynamic variables might provide personal information, use the sn_hr_core.task_template_variable_ignore system property to ensure privacy. For example, social security number (ssn) is excluded by default. You can add other variables to this system property to disable them but ensure they are comma separated with no spaces between each variable.
    Add field Fields to automatically populate on the HR task form when the task is generated. Select one or more fields from the Add field list and provide the desired values.

    When you add Rich Description, you can select a table (top, right) and the associated dynamic variables from that table appear. You can add dynamic variables when creating your text to personalize the task.

    Note: Because some dynamic variables might provide personal information, use the sn_hr_core.task_template_variable_ignore system property to ensure privacy. For example, social security number (ssn) is excluded by default. You can add other variables to this system property to disable them but ensure they are comma separated with no spaces between each variable.
  4. Click Submit or Update.