The article explains how to create, initiate, and manage HR Actions, with steps for setup, adding groups and action items, and applying security profiles. It covers initiating actions by managers or employees, adding HR Actions to checklists, and troubleshooting common issues.
Initiating A "My Employee Action Request" (Manager/Admin Initiated)
Initiating A "My Information Action Request" (Employee Initiated)
Initiating an HR Action Via Checklist
Creating A New HR Action
HR Actions can be created and applied to specific employees or managers to complete. These requests include action items that are specific to the audience. For example, an HR Action request can be sent to managers to complete information about their employees. Or an HR Action request can be sent to employees with action items to update their contact information.
- Go to Settings > HR Setup > HR Actions.
- Select "Add New".
- Select the HR Action Type and/or Sub Type from the dropdown lists:
- My Employee Action Request (to be completed by a manager or admin to handle scenarios regarding their assigned employee(s)):
- Regular: Allows for multiple types of information to be gathered and addressed by the recipients.
- Hire: Allows action items to be included that are typically needed for new hires, such as personal data, dates, profiles, cost centers, etc.
- Rehire: Allows action items to be included when rehiring an employee, such as updating contact information, cost centers, etc.
- Termination: Allows action items such as account status and terminated date and other information to be included.
- Global Rate Table: This item will be used by recipients to update the company's global rate table.
- Job Info: Allows fields for existing jobs assigned to employees to be updated.
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EIN Transfer (available on multi-EIN clients only): Allows employees to be transferred to their new EIN and the action items included in the HR Action will transfer that employee data along with the employee.
- By using an HR Action Termination Workflow, the Termination Date will be updated in the old EIN and the Hire Date will be added to the new EIN, thus automating the process.
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My Information Action Request (to be completed by an employee regarding their own account information)
- My Employee Action Request (to be completed by a manager or admin to handle scenarios regarding their assigned employee(s)):
- Setup the HR Action details
- Name: Enter a name for the action.
- Type: The type will be brought in automatically, based on your selection above.
- Approver Security For Apply Changes: In a My Employee Action Request, this option can be enabled to give the final approver of the HR Action approval authority based on their own security settings instead of using the request creator's security profile to determine the approval authority.
- Workflow: Select the workflow that should followed for this action. If a new workflow is needed, click on the word “Workflows” to go directly to the workflows screen.
- Screen Message: Enter an optional message that will display to the employee when the action is initiated.
- Active: This will be checked by default. This setting will prevent admins and managers from having to individually edit affected security profiles and manually removing permissions for an inactive HR Action.
- Add Groups and/or Action Items.
- Select "Add Group" to create specific groups and then add the actions associated with that group (similar to a checklist). When adding a large number of items, this option allows you to organize the items and make it easier for the recipients to complete.
- Select "Add Action Item" for items to be added to the HR Action as a general list or added to specific groups. There are dozens of items available to be added. Each item can be edited and contains the two options:
- Required: Check to require the item to be completed by the recipients.
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Override Security Restrictions: Check to allow the HR Action item to override the recipients' security permissions. For example, if they normally would not have access to that part of the system, this setting will override their lack of permissions and allow them to complete it.
- Once all groups and action items are added and configured, select "Save".
Security Settings
New HR Actions will not be available to be initiated by any users until they have been added to the security profiles.
Please Note: At this time, you must contact Inova to add a new HR Action to your profile. Your Account Manager will need the below information:
- Which security profiles should have access to initiate the HR Action for another employee?
- Which security profiles should have access to initiate the HR Action for themselves?
Initiating HR Actions
Initiating A "My Employee Action Request" (Manager/Admin Initiated)
- Go to Team > HR > HR Actions.
- Select the "Available" tab.
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Select the "Start" button for the HR Action to be initiated.
- Select the employee (or applicant if completing a hire action and hiring from recruitment) and enter the effective date for the change.
- Use today's effective date.
- Select "Continue".
- Complete all applicable/required fields.
- Select "Submit".
- The request will now follow the workflow assigned to this HR Action.
Initiating A "My Information Action Request" (Employee Initiated)
- Go to My Info > My HR > HR Actions.
- Select the "Available" tab.
- Select the "Start" button for the HR Action to be initiated.
- Complete all applicable/required fields.
- Select "Submit".
- The request will now follow the workflow assigned to this HR Action.
Initiating an HR Action Via Checklist
HR Actions can be added to a checklist. The action will be initiated when the task is selected by the employee from their To Do items. See the UKG Employee Checklists Guide for more details.
- Adding an HR Action to a checklist allows a manager or administrator to assign a My Information Action type request to an employee, and to override the employee’s security to allow them to initiate an action they would not otherwise be able to request.
Troubleshooting
Issue: An employee was hired into the system via HR Action but is not showing in the employee list.
Solution: This will occur if the effective date of the HR Action is future dated. The employee will not show in the employee list until that date. To resolve, either wait until that date or delete the HR Action request and start over.
Issue: A manager initiated an HR Action but I do not see it in the list of "Open" HR Actions.
Solution: The "Open" tab under Team > HR > HR Actions will only show HR Actions that were initiated by the logged in user. To see all HR Actions, regardless of who they were initiated by, Use the "All HR Action Requests" report.
Issue: A manager is completing an HR Action that has a required field, but they're unable to edit it.
Solution: The item the manager needs to edit is a field that they do not have security permissions to edit. In the HR Action setup, be sure the "Override Security Restrictions" box is selected.
Issue: A field within an HR Action was completed but is clearing out and disabled when attempting to submit the HR Action. The field is required so the HR Action cannot be completed without it.
Solution: This can occur when a Default Job/HR Job is applied to the HR Action and the Job setup does not have a default field selection or the "Override At Employee" level box selected. See the UKG HR Jobs Management Guide for more details.
Issue: A user is receiving an error message stating "HR Action not configured, contact your system administrator."
Solution: Typically, this occurs due to security settings and/or the Override Security checkbox. Ensure that the user has access to what they are trying to edit either via their Security Profile or that the Override Security checkbox is selected within the HR Action setup for that item.