HR Series: Part 5 - Enhancing HR Strategies for Success

Configuring an Employee Task for a Lifecycle Event Activity

Overview 

This guide will help you configure a lifecycle event activity that is a task for an employee. Employee tasks are assigned to the subject person of the lifecycle event case. 

Before You Begin 

• Required Role:sn_hr_le.activity_writer
• Membership:Must be a member of the owning group that owns the activity. 

Procedure 

1. Navigation: 
   • Go to All > Lifecycle Events > Administration > Manage Activities. 
   • Click New
2. Setting the Activity Type:
   • On the Activity form, set the Activity Typefield to Employee. 
3. Filling in the Activity Form: 
   • Title:Enter the name of the lifecycle event activity.
   • Description:Provide a description of the lifecycle event activity.
   • Activity Type:Ensure the value is set to Employee.
   • HR Task Template:Select the HR task template to use with the activity.
     • Note:An HR task template automatically populates fields on the HR task form when the task is generated. See Configure an HR task templatefor more information.
   • Wait for Generated Task to Complete: Option to wait for the generated task to complete before the activity closes. This field appears when you select one of the following task types in the HR task template form:
     • HR Service:Completion of the HR task results in the creation of an HR case. The HR case must be completed for the activity to close.
     • Submit Catalog Item:Completion of the HR task results in the creation of a request. The request must be completed for the activity to close.
     • Submit Order Guide:Completion of the HR task results in the creation of an IT request. The IT request must be completed for the activity to close.
     • Note:The condition for closure depends on the activity type and can be modified. If selected, the change applies only to new lifecycle event cases. Activities in existing cases will not wait for the generated task to be completed before the activity closes.
   • Active: Option to activate the activity for use.
   • Owning Group:Select the owning group that the activity is associated with.
     • Note:Owning groups control who owns a lifecycle event activity. To learn more, see Configure an owning group for a lifecycle event. To create, update, or delete an activity, you must be both a member of the associated owning group and have the sn_hr_le.activity_writer role.
   • Activity Set: Select the activity set that the activity is associated with.
   • Use Badge from HR Service Configuration:(If the HR task type value is HR service) Option to use the badge associated with the parent HR service.
   • Badge:Select the badge that the fulfiller activity type is associated with.
     • Note:Badges display on the portal to indicate to the employee which department is fulfilling that activity. See Configure an HR badgefor more information.
   • Audience: Defines whether the activity should trigger for the lifecycle event case. You can apply one or more audience records. The subject person of the lifecycle event case must meet the conditions or criteria of one audience record for the activity to trigger in the case. If no audience record is selected, the activity will not trigger.
     • Note:Audience records define the conditions or criteria that a user must meet. To learn more, see Configure an audience record. The audience criteria for an activity set applies first. When the audience criteria is met, the activity set executes. The audience at the activity level is then checked and executed. You cannot set an audience for activity sets that have a trigger type of Rescind.
4. Saving the Activity:
   • Click Saveto save the activity. 

While the above technical tip has been provided with care and consideration, it’s important to acknowledge that individual circumstances may vary. Always ensure compatibility and feasibility within your specific ServiceNow environment before implementing any suggestions. Additionally, back up your data and proceed with caution when making any changes to your instance or workflows. 

As with any change in ServiceNow, make sure you test any changes prior to moving to production.