How to automate the process of adding a Job Relationship on change of a Business Unit

[josmerjoseph6]

Hope you are doing great! Wishing you a happy and prosperous year ahead !!

This blog is about how to automate the process of adding a job relationship on change of a Business Unit, Department, Division, etc. (as per the requirement). Here I have done it with the Business Unit (Renamed for Department FO) and populated Employee HR (HR BP) as the Job Relationship type.

 

Prerequisite:

1.Add a custom field in the Business Unit object with data type User

Navigation: Configure Object Definitions -> Select Object Definitions -> Select Business Unit Object

 

2.Add data to the Business Unit object using Manage Data Tool / Import

Approach:

Tools: Intelligent Service Center (ISC), Integration Center

Step 1: Navigate to Integration Center from the search tool and create an integration with Trigger Type as Intelligent Service

Step 2: Select the source as Change in Business Unit (Selected this event to avoid confusion later with the Label and Object i.e., Department FO and Renamed label Business Unit)

Recommended to Use Change in Department event as the source

Step 3: Do the field Mappings

Default the value with the Option ID of the picklist value for Relationship type as per the requirement

 

Start Date as Start Date of Job Information,

User ID from Job Information,

and Name with the custom field which we created in the Business Unit

Other mappings

 

Step 4: Now map this integration in the event Change in Business Unit. Also, keep Timing as When event is published 

Note: Save the flow after adding

 

Step 5: Write an onPostSave rule in Job Information (Manage Business Configuration) to trigger this event on Business Unit Change.

 

Hurray!! The configurations are done.

 

Result:

Before

 

After

BU Change

 

Employee HR (HR BP) Change

 

Note: First I tried to write a Business Rule for the automation of populating HR BP Based on the Business Unit. I tried it onSave/onPostSave and onChange.

onChange:

The rule was working fine only when we select both Job Information and Job Relationship together while we Change Job and Compensation Info using Take Action from Employee Profile.

onSave:

The rule didn't work as it threw the following error:

 

 

Hope this blog was helpful for all.

Stay Safe everybody.Thank You!

 

[NathanWilkinson]

Interesting – so the user will not be updated when you chnage the BU or hit save, it is chnaged when the integration centre job runs?  how often is that?

[josmerjoseph6]

Hi Nathan,

Actually for the user end it will be like, once you save the record for job info/ import the data(make sure the permissions to trigger rules while import are turned on) the HRBP will be changed. It will trigger the integration automatically by the ISC once the BU is changed. So for each change the HRBP will be updated as soon as the data gets saved! Hope i answered your query. 🙂

[om_awasthi1]

Hi Joseph,

I must say that you have explained it quite well.

I have a question, how would you link different HR BP to different Business unit, which means on selecting separate BU it should populate distinct users.

Thank you,

Om Awasthi

[josmerjoseph6]

Hi Om,

In each Business Unit we will be defaulting respective HRBP as a prerequisite mentioned above. On each change system will pick the respective HR from the data maintained in the BU.

Hope that clarifies your doubt!

[Abdul_Salam]

Hello @josmerjoseph96 , Thank you for your blog and it works well for us. We have also created a custom User field and maintaining the HRBP and when we have new employee is created or Job Information is savedn then HRBP is mapped from Department based on above concept.

We have another requirement, Once the new HRBP is added in Department, system should automatically update the new HRBP for all the employees which is assigned to Department instead of taking any action on Job Information for individual employees . . Please suggest ?