How You Assign Areas of Responsibility
You can assign a worker a responsibility and identify the scope of the responsibility.
For example, you can assign a worker the Human Resources (HR) Representative responsibility and define the scope as people in a specific organization or department hierarchy. Select the Include in work contacts option for the worker to appear as a HR representative in the Work Contacts list of those people. To assign responsibilities, use the Areas of Responsibility quick action on the My Client Groups tab.
Assigning an area of responsibility doesn't affect the person records the representative can see. Access to records is controlled through security. Your security administrator can set up security profiles using areas of responsibility.
What Happens if Scope Overlaps
If you assign the same responsibility to multiple people, overlap between scopes may occur. For example, you define the scope of the HR Representative responsibility for person A using an organization hierarchy. You define the scope of the HR Representative responsibility for person B using a supervisor hierarchy. The scopes overlap because some workers appear in both hierarchies. These workers then have both A and B as their HR representatives. If this isn't the desired result, you may redefine the scope by specifying a different combination of information.
Including a Representative in Work Contacts
You can define areas of responsibility to identify representatives for a worker population, identify approvers in an approval flow, or secure access to person and position records.
You may not want certain representative types to appear under Work Contacts, for example, if you're securing access to person and position records. It's recommended that you create a custom representative type starting with "ZZ_" for easy identification in case performance measures need to be taken. You can also use responsibility templates to ensure that your security-only representatives are consistently assigned this representative type. Select the Exclude from work contacts option to not display the representative under Work Contacts.
In addition, you may want to edit all instances to set the value for Work Contacts to Exclude from work contacts. Use HCM Data Loader to change the work contacts setting for multiple records at once. Set the WorkContactsFlag attribute of the Areas of Responsibility object to N; These responsibilities will be excluded from work contacts.
Integrating with Checklists
You can create and assign responsibilities for use in checklists. You identify the task performers' responsibilities when you create a checklist template. During checklist allocation, the persons with the selected responsibilities are derived and designated as task performers automatically.
Integrating with Sensitive Transactions
Certain future-dated terminations may be identified as sensitive and hidden from everyone until an appropriate time. You can use responsibilities for such terminations to identify who should receive notifications involving the termination. Any conflicts involving sensitive terminations are handled by routing the actions to a person with an HR Representative responsibility.