HR Series: Part 4

Creating or Modifying an HR Task Template

Overview 

Creating or modifying an HR task template helps define the tasks and to-dos associated with HR processes. This guide will walk you through the steps to create or modify an HR task template. 

Procedure 

1. Navigation Manage: 
   • Go to All > Lifecycle Events > Administration > Manage HR Templates.
   • Click New or open an existing record.
2. Filling in the HR Task Template Form:
   • Name: Enter the name of the HR task template.
   • Active: Option to activate the HR task template for use.
   • Owning Group: Select the group responsible for the HR task template.
   • Short Description: Provide a short description that appears on the HR task form when the task is generated.
   • Optional: Option to mark the HR task as optional. The Type indicator in the Tasks/To-Dos section lets you filter tasks based on the Required or Optional selection.
3. HR Task Type:
   • HR Service: An HR service fulfills the HR task. Select an HR service in the HR Service field.
   • Submit Catalog Item: A catalog item fulfills the HR task. Select a catalog item in the Catalog Item field.
   • Submit Order Guide: An order guide fulfills the HR task. Select an order guide in the Order Guide field.
   • Collect Employee Input: Collects information from employees. Select the employee form that the user will fill out or verify in the Employee Form field.
     • Note: Employee forms are questionnaires built using the survey designer to collect information from employees. See Collect employee input for more information.
   • Checklist: Provide checklist items in the Checklist Items field.
   • E-signature: User electronically signs a document. Select the e-signature template to use in the E-signature Template field.
     • 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 the HR document template is the document type of the e-signature template, 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 log in with their credentials to acknowledge conditions and terms related to their signature. Add the Acknowledgment Text field to explain what their login credentials mean, and the Acknowledgment Document field to add a document.
     • Note: 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.
   • Mark When Complete: Notify the user that 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, such as an education agreement for tuition reimbursement.
     • Note: 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.
     • The document must be included in the HR case template in the PDF Template field. See Configure an HR case template.
     • Add the Acknowledgment Text field to explain what their signature means, and the Acknowledgment Document field to add a document.
     • 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.
   • Take Survey: Select a survey in the Survey field that the user is assigned to take.
   • Upload Documents: Requests the person assigned to the task to upload documents, such as 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: Provide a URL in the URL field that the user acknowledges when accessed.
   • View Video: Embed code/URL in the URL field that the user is requested to view.
4. Assignment Type:
   • Employee: Assign the HR task to the 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: Assign the HR task to the 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.
5. Due Date:
   • Select the due date of the HR task. Choose one of the following:
     • Based on the task assignment date
     • Based on the parent case table
6. Set Reminder:
   • Select to configure a reminder to send to the assignee.
     • Reminder Template: Select a relevant mail template.
     • When to Send (days): Enter the number of days after which the reminder will be sent.
     • Interval (days): Enter the number of days between each reminder.
7. State:
   • Select the state of the HR task when the task is generated. Choose one of the following:
     • Draft
     • Ready
     • Work in Progress 
     • Closed Complete 
     • Closed Incomplete 
     • Cancelled 
     • Skipped
8. Task Support Team:
   • Select the task support team for the HR task. Choose 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.
9. Use Global Descriptions for Translations:
   • Option to enable the use of global descriptions for translations. If selected, provide a short description and description of 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. Select a table from the list, and the associated dynamic variables from that table will appear. 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. Add other variables to this system property to disable them, ensuring they are comma-separated with no spaces between each variable.
10. Add Field:
    • Select fields to automatically populate on the HR task form when the task is generated. Choose one or more fields from the Add Field list and provide the desired values.
    • When you add the Rich Description, select a table, and the associated dynamic variables from that table will appear. 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, a social security number (SSN) is excluded by default. Add other variables to this system property to disable them, ensuring they are comma-separated with no spaces between each variable.
11. Click Submit or Update. 

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.