1. Implementing Global Human Resources
  2. Document Records Available in Other HCM Flows

Document Records Available in Other HCM Flows

You have two options to upload attachments to responsive employment flows:

  • Comments and Attachments section: In this section, the attachments are associated with the approval workflow. The attachments have a lifecycle of archive and purge after which the attachments are no longer accessible.

  • Document Records section: In this section, the attachments are stored in the worker's document records. The attachments are not automatically archived or purged.

You can enable both the sections to be used together or independently. If you don't want to permanently store the attachments, you must use the Comments and Attachments section. However, if you want to store the attachments in the employee's document records, you must enable and use the Document Records section. You can add document records specific to a responsive employment business process by enabling the Document Records plug-in section. However, if you don't want the employee to upload any attachment during a transaction, you must disable both the sections using HCM Experience Design Studio.

Here are a few scenarios where you may enable the Document Records plug-in section:

  • When hiring a new person, the HR specialist may want to add document records such as offer or contract letter, birth certificate, educational certificates, and previous work experience letters.

  • When a person is being terminated, the HR specialist may want to add the resignation letter and clearance emails by different teams such as finance, security, and IT assets.

  • When promoting an employee, the line manager or HR specialist may want to add a justification letter or a recommendation letter.

HCM Employment Flows

You can enable the Document Records plug-in section in these HCM employment flows:

  • Add Assignment

  • Add Contingent Worker

  • Add Pending Worker

  • Add a Nonworker

  • Change Assignment

  • Change Location

  • Change Manager

  • Change Working Hours

  • Create Work Relationship

  • Direct Reports

  • Edit Pending Worker

  • Hire an Employee

  • Local and Global Transfer

  • Promote

  • Resignation

  • Termination

  • Transfer

  • Work Relationship

The Document Records plug-in section is hidden out-of-the-box. To enable this section in the responsive employment flow, you must use HCM Experience Design Studio.

When you create a document record by using the Document Records section of the employment flow, these values are populated:
Document Record Attribute Populated Value
PERSON_ID Person ID of the worker.
ASSIGNMENT_ID Assignment ID of the worker.
Note:
  • The ID is populated only if the document type is assignment-based.
  • In case of employment transactions, such as global transfer and add assignment, the assignment ID is that of the target assignment.
RELATED_OBJECT_NAME PER_ACTION_OCCURRENCES
RELATED_OBJECT_ID_COL ACTION_OCCURRENCE_ID
RELATED_OBJECT_ID Value of the action occurrence ID
LAST_UPDATE_DATE Date when the employment transaction was committed.
LAST_UPDATED_BY User who submitted the employment transaction.
CREATED_BY User who submitted the employment transaction.
CREATION_DATE Date when the employment transaction was committed.
CREATION_SOURCE ORA_DOR
PUBLISH Y
PUBLISH_DATE Effective date of the employment transaction.

For setup information about HCM Responsive User Experience, see the following white paper on My Oracle Support (https://support.oracle.com): HCM Responsive User Experience Setup Information (Doc ID 2399671.1)

HCM Flow - Document Type Mapping

By default, all document types that are part of the user's document type security profile appear in the Document Type list of values when creating a document record in an employment flow.

Note: For flows, such as Add Contingent Worker, Add a Nonworker, Add Pending Worker, and Hire an Employee, if the signed-in user has manage access to a document type, then the list of values displays those document types.

If you want to permit only specific document types for an employment flow, you need to configure the mapping of the employment flow with the document type using the HCM Flow and Document Type Mapping section on the HCM Enterprise Information page. To do this, follow these steps:

  1. In the Setup and Maintenance work area, search and select the Manage Enterprise HCM Information task.

  2. Click Edit, and then click Update.

  3. In the Update Enterprise dialog box, select the effective start date and the action reason, and then click OK.

  4. Navigate to HCM Flow and Document Type Mapping section.

  5. Click the Add Row (+) icon.

  6. Select the HCM flow and the document type.

  7. Repeat steps 5 and 6 to configure additional mappings.

  8. Click on Submit, and then click Yes in the warning dialog box.

  9. Click OK in the confirmation dialog box, and then click Done.

Note:
  • There's no date-effective mapping of the Document Type and HCM Flow. The mapping as of the date of the transaction is used.
  • The mapping only applies to update flows. When you correct an existing employment transaction (for example, Correct Employment Details), the Document Type LoV displays all the values irrespective of the mapping configuration.

Points to Consider

  • You can attach new document records when adding a pending worker. However, these document records won't be displayed when you edit or convert the pending worker. Nonetheless, you can add more document records as part of the Edit Pending Worker and Convert Pending Worker flows.

  • You can attach new document records when using Resignation and Termination flows. However, these document records won't be displayed when you view or correct the termination.

  • You can't have different document types mapped for different variations of the Local and Global Transfer flow. For example, Transfer, Global Transfer, and Global Temporary Assignment support the same document types.

  • When the employment transaction is deleted (for example, Transfer is deleted), the document records created as part of the transaction are retained. They won't be deleted automatically.

  • Existing document records for the person won't be displayed in the Document Records section on the Employment flow pages.

  • The Document Records section won't be available in the read-only Employment Info page. You must use the Document Records quick action to view all existing document records for the worker.

  • The approval process of the employment flow apply when document records are added as part of the employment flow. When the employment flow is approved, the document records are moved to the worker's document records.

  • The document records approval flow won't be applicable for the Document Records plug-in section.

  • The document records attributes can't be added to the approval payload of the employment flow when configuring the approval rule for the employment flow.

  • The BIP data models for the employment flow approval notifications include the document records data set. However, the BIP templates for employment flow approval notifications don't include the Document Records section out-of-the-box. You need to modify the RTF templates to include the document records information by using the newly defined data set in the corresponding data model.

  • Attachments in notifications only display the name and can't be downloaded. An approver can click Edit to view and download the attachments.

  • The effective date of the employment transaction works as the publish date for the document records created as part of the employment transaction.

  • If the document type configuration is modified such that it makes the pending document records data invalid, then the employment transaction which is pending approval and contains such document records, fails.