HR Actions with other HR Features

Modified on Thu, 4 May, 2023 at 1:35 PM

It is important to understand how HR Actions interact with other HR features. Using case scenarios, we cover this integration with jobs, workflows, and checklists. We discussed best practices along the way.

1. HR Actions and Jobs

HR Actions may be set up with fields to change such as Default Job, Pay Type, or Employee Type.

If a company is using the Jobs feature, remember certain fields such as Pay Type or Employee Type may be linked to the Job. When an employee's job changes, these fields change also. The Job may not allow an override to the field at the employee level.

Scenario

A manager is trying to submit a Salary Change HR Action. The manager is unable to change the Pay Type field, it is greyed out.

This is due to the fact; Pay Type is tied to a Job in the company. The "Allow Override at Employee Level" is not checked. The field is greyed out in the employee profile and HR Action since the Job controls the Pay Type.

Tip!

Consider the fields you are adding to an HR Action. If a field is tied to a Job, is the "Allow Override at Employee Level" checked? If unchecked, the field is greyed out and not editable on a HR Action.

2. HR Actions and Workflows

HR Actions require the use of workflows. Workflows send HR Action through the appropriate approval channels. A company specific workflow may be configured for each individual HR Action. The HR Action request is not processed on the employee profile, until the appropriate approval(s) have occurred.

Scenario

An employee submitted an address change HR Action. The HR Action was approved and is complete. However, when the employee views their employee record, the old address is still showing.

In reviewing the workflow for the Address Change HR Action, it is determined the "Apply Changes" checkbox was not selected in the Approve/Reject Step.

The change, the new address, was not applied to the employee record. This checkbox needs to be selected so once approved, the changes update the employee profile.

	Tip! *Verify the "Apply Changes" checkbox is selected within the workflow you are choosing for an HR Action.* If left unchecked, the HR Action processes, but the requested fields do not update the employee profile. 3. HR Actions and Checklists HR Actions and Checklists work together in two different ways. Refer to the two options below. Be sure to select each + marker as you go through the steps of each scenario.
	HR Actions in a Checklist Option Introduction When creating checklists for employees, one checklist item to add is an HR Action. The employee receives a to-do item. They complete the HR Action and submit the request. The checklist item is then marked as completed.
	Scenario - Step One An example is a new hire checklist. One task for the new hire is to update emergency contacts. An HR Action is first configured for Contacts.
	Scenario - Step Two The HR Action is attached to the new hire checklist.
	The new hire receives a to-do item, updates their emergency contact, and submits the request for approval. The HR Action request follows the company designated workflow attached to the HR Action.

	Checklists after an HR Action Introduction Another way these tools work together is when a checklist is assigned to an employee after an HR Action is submitted. HR Actions follow a workflow. In a workflow, one step that may be mapped is a Checklist Step. When the workflow reaches that step, the checklist is assigned to the designated employee.
	Scenario - Step One As an example, an HR Action is configured for a job change. Managers complete the HR Action when their employee is promoted, and a job change occurs. The Job change HR Action moves through the workflow.
	Scenario - Step Two Once the HR Director approves the job change request, a checklist is assigned to the employee. This is configured as a Checklist step in the workflow.
	Summary There are tasks such as obtaining an updated security badge and a new training course the employee must complete because of the job change. These tasks were configured as checklist items in the checklist.

Tip!

Consider how your company needs HR Actions and Checklists to work together. Which tool needs completed in order for the other to occur? This determines how to configure the two together.