GTOR DMP View Document

This extension integrates seamlessly with the Global Time Off Requests (GTOR) Validation Rules extension to provide document retrieval and review capabilities for organizations that implemented the DocumentAttachmentDMP workflow. Take advantage of the Document Management Platform (DMP) when you combine this extension with document upload to the DMP.

Note: This business process is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.

Native to UKG Pro Workforce Management and UKG Pro, the DMP is a storage platform best suited when only basic document storage is required. Each customer storage bucket automatically creates the first time that the workflow runs on the customer tenant.

Document access in the DMP is controlled based on persona:

Employee: After the workflow confirms the existence of an employee license, the employee user is given access to view their own uploaded documents and delete those that are not attached to approved leave requests.
Manager: The workflow next checks for the existence of a manager license. Manager users are not only granted access to their own uploaded documents, but to those uploaded by employees who belong to their employee group and for whom they were a stakeholder during GTOR approval process. Some absence requests, such as long-term sickness requests which are routed directly to the Human Resources (HR) administrator, are excluded from review and access by the manager.
Document Administrator: When the workflow finds a manager role assignment in a manager’s People Information record, access is granted to all documents for employees in the manager’s employees group. This access is granted regardless of whether the manager was a stakeholder during the approval process. The Document Administrator persona is primarily designated for HR users who require access to all documents for every employee.

User experience

Employee

Manage uploaded documents

All users can access the Document Store by way of My Business Processes. The workflow displays the five most recently uploaded documents for the user, and then presents the following options: View, Delete, and Search more.

Delete uploaded documents

Employees have the option to delete a document before a leave request is approved. For example, in the event an incorrect document was uploaded. Before confirmation of the delete, the user receives warning that the delete action is irreversible.

Important: The process prevents employees from deleting documents that are attached to approved leave requests.

Manager

Absence requests awaiting document upload

Requests display in the Schedule Planner with a suspended status until the employee uploads the necessary document. The workflow adds a document pending schedule tag indicating that the employee’s task is not yet complete.

Absence request ready for review

After the employee completes the document upload, the schedule tag changes from Document Pending to Document Provided, and the manager is assigned a task in Control Center to review and approve the request. Manager, also known as stakeholders, must review the document before giving approval; this can only be done from the workflow task.

Caution: Requests that require document justification must be approved from the workflow task workspace. They cannot be approved from Schedule Planner or the notification. Approval options are unavailable in the Schedule Planner and Control Center notification.

Reviewing and approving absence requests

The manager navigates to the Control Center and finds the assigned task. After reviewing the document to ensure that it justifies the absence request, the manager approves the request.

If multiple approvers are contained in the Reviewer List, then the workflow initiates a task for the next reviewer; otherwise, the approved request is added to the schedule with an optional comment and note.

Refused requests cause the workflow to delete the uploaded document.

Approved absence requests

When the manager approves the absence request, the absence is added to the schedule and the original schedule is shortened by the requested amount. A comment note containing the document ID is attached to the absence paycode for future reference.

Note: The document ID serves as the unique identifier and can be used for look up in the Document Store.

Managing employee documents

Managers can launch the Document Store workflow to manage documents. Upon launch, the manager selects the persona to use to retrieve documents: Employee, Manager, Administrator.

The document search is refined through the selection of an employee and optionally the document ID. When the document ID is not provided, the five most recently uploaded documents display with options to view, delete, or search for more documents within a specified date range.

Document Administrators are provided with an additional option to delete all documents uploaded by the selected employee. This option facilitates cases were a complete data purge is required, such as when an employee invokes their Right to be Forgotten.

Note: The delete all documents action is irreversible.

Considerations and limitations

You must initially initiate the GTORValidation_v6_DocumentAttachmentDMP process in order to register a tenant with DMP. The process is initiated solely through the employee tile.
Administrator users who retrieve documents must be assigned the Document Administrator Role within the manager role assignment. This role must be configured with an employee group that is a superset of all employee groups assigned to the administrator.
Administrators have access to all documents, regardless of permissions.
Managers can access only those documents for which they have been granted permission and belong to employees in their default employee group. Additionally, managers can access employee documents for which they were part of the reviewer list when the document was uploaded to the DMP.
Employees can access only their own documents.

Before you start

Before you configure this business process, you must do the following:

Feature switch: Enable the Business Process Documents feature switch. See the Feature Switch topic.
Administrator identifier: Create the Administrator identifier in People Information> Manager Role> Assignments.

Configure the business process model

Note: The process for configuring and deploying this and other Business Process Extensions is the same as all .

Migrate the process model to the customer tenant using Setup Data Manager (SDM).
1. Log in to the appropriate tenant.
2. Go to Main Menu > AdministrationSetup Data Manager
3. Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.
4. Click Tap Review and Publish. The Publish Summary panel appears.
5. Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.
6. Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.
7. To view details, click tap the appropriate row and click tap View Selected.
8. On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.
Deploy the process model
Note: Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.

For detailed information, see the online help topic Deploy Business Process Models .
1. Go to Application Setup > Business Process Setup > Process Models.
2. Select the process and click tap Deploy
3. On the Business Process page, configure the required parameters and deployment dates.
  - (Optional) In Description, enter GTOR DMP View Document.
  - In Display Name, enter GTOR DMP View Document_v2.1.
  - In Start Effective, select the effective start date.
  - In End Effective, select Forever to make the Business Process available indefinitely.
  - In Status, select Active.
  - In Action List, select Hide.
  - In Tile List, select Show.
  - In GoTo List, select Hide.
4. Click Tap Save and Return.

Configure the decision tables

Note: Decision tables are configurable based on user requirements and can be changed accordingly. These tables are dynamic and can be updated at any time without redeployment of the process model.

Go to Application Setup > Business Process setup > Process Models.
Select the GTORDocumentAttachmentDMP_ViewDocuments_v2.1 process and click tap Edit. The process model enters edit mode.
Select the Decision Tables tab.
Click Tap Everyone's, and then select the decision table to edit.
Click Tap Decision Table Editor to add or update the rows in the table.
Click Tap Save and close.

Caution:

Values entered in the decision tables are case-sensitive, and must match configured values in the application.
Do not remove variables, variable names, or variable types from any decision table.

Edit the following decision tables:

GTORDocumentAttachmentDMP_ViewDocuments_v2_1_InternalParameters — Controls internal GTOR DMP View Document parameters.

GTOR Document Attachment with DMP — View Documents — Internal Parameters decision table structure

Parameter name	Description
ActivitiVariableInitiator	Activiti variable that identifies the initiator.
Admin	Administrator user that calls the APIs.

GTOR Document Attachment with DMP — View Documents — Internal Parameters sample content

Parameter name	Parameter value
ActivitiVariableInitiator	Initiator
Admin	SERVICES-LEVEL3

GTORDocumentAttachmentDMP_ViewDocuments_v2_1_Parameters — Used to dynamically retrieve parameters.

GTOR Document Attachment with DMP — View Documents — Parameters decision table structure

Parameter name	Description
AdministratorIdentifier	Name of the manager role that identifies whether the user is a manager or a document administrator.

GTOR Document Attachment with DMP — View Documents — Parameters sample content

Parameter name	Parameter value
AdministratorIdentifier	Administrator

GTORDocumentAttachmentDMP_ViewDocuments_v2_1_Locale — Allows translation of business process messages and labels on the task form into different languages.

GTOR Document Attachment with DMP — View Documents — Locale decision table structure

Parameter name	Description
Key	Key for which localization is defined.
Locale	Locale Policy. You can use an asterisk ( `*`) as a wildcard, but put the less-restrictive locale policy names at the bottom of the table because the integration scans cross-reference tables from the top.
Message	Form label or message shown as the result of a processing error.

Parameter name

Description

Key

Key for which localization is defined.

Locale

Locale Policy.

You can use an asterisk ( *) as a wildcard, but put the less-restrictive locale policy names at the bottom of the table because the integration scans cross-reference tables from the top.

Message

Form label or message shown as the result of a processing error.

Note:

Localization of business process workflows remains optional, but is supported.
You can translate some or all messages by adding lines to the table in their preferred translation for specific locales. Decision tables are scanned from top to bottom; therefore, place messages for the most commonly used Locale Policy at the top of the decision table and less-restrictive locale policies at the bottom.
Text within tags ("<>") must not be changed.
The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale Policy is set to !=empty.
Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the !=empty Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized value in the Message column.
Decision tables support operators like "Contains," "Starts with," "Ends with," and "Is Not Empty." You can achieve your preferred results by following these examples:
- To match any non-empty or any string (like *), use the "Is Not Empty" operator.
- To match a string starting with "ABC" (like "ABC*"), use the "Starts with" operator and set the value to "ABC".
- To match a string containing "English" as substring, use the "Contains" operator with the value "English".
The last row in the decision table must remain empty ("!=empty".)

GTOR Document Attachment with DMP — View Documents — Locale sample content

Key	Locale	Message
Error_DefaultError	!= empty	Unknown error. Please contact your system administrator.
Error_HyperfindEmpty	!= empty	Employee not found.
Error_InvalidLicense	!= empty	User must be assigned an Admin, Manager, or Employee license
Label_ApprovedDocumentText	!=empty	Documents attached to approved requests cannot be deleted.
Label_ErrorFormSubmitButton	!= empty	Submit
Label_FormCancelButton	!= empty	Cancel
Label_FormConfirmButton	!= empty	Confirm
Label_FormDeleteAllHeader	!= empty	This action is irreversible and permanently deletes all uploaded documents.<NEXTLINE>Please ensure that you have backed up all essential information before proceeding.<NEXTLINE>Are you sure you want to delete all uploaded documents?
Label_FormDeleteAllWarning	!= empty	Warning: Delete all documents.
Label_FormDeleteHeader	!= empty	This action is irreversible and permanently deletes the selected document.<NEXTLINE>Please ensure that you have backed up any essential information before proceeding.<NEXTLINE>Are you sure you want to delete the selected document?
Label_FormDeleteWarning	!= empty	Warning: Delete document
Label_FormDocumentDocument	!= empty	Document
Label_FormDocumentHeading	!= empty	This view displays the five most recently uploaded documents.<NEXTLINE>Use Search More to view additional documents.
Label_FormDocumentOptionsButton	!= empty	Next
Label_FormDocumentOptionsDropdown	!= empty	Select document
Label_FormDocumentOptionsRadioDelete	!= empty	Delete document
Label_FormDocumentOptionsRadioDeleteAll	!= empty	Delete all documents
Label_FormDocumentOptionsRadioGoBack	!= empty	Go back
Label_FormDocumentOptionsRadioHeader	!= empty	Action
Label_FormDocumentOptionsRadioRetrieveDocument	!= empty	Retrieve document
Label_FormDocumentOptionsRadioSearchMore	!= empty	Search more
Label_FormDropdownAdmin	!= empty	Administrator
Label_FormDropdownEmployee	!= empty	Myself
Label_FormDropdownManager	!= empty	Manager
Label_FormEmployeeOptionsButton	!= empty	Search
Label_FormEmployeeOptionsDocumentId	!= empty	Document ID
Label_FormEmployeeOptionsDropdown	!= empty	Select Employee
Label_FormNoDocumentButton	!= empty	Next
Label_FormNoDocumentRadioHeader	!= empty	Action
Label_FormRetrieveDocumentAs	!= empty	Retrieve Document As
Label_FormRetrieveDocumentButton	!= empty	Close
Label_FormRetrieveDocumentHeader	!= empty	Your document will be temporarily downloaded and can be opened for preview.
Label_FormRunAsButton	!= empty	Next
Label_FormSearchMoreButton	!= empty	Next
Label_FormSearchMoreEndDate	!= empty	End Date
Label_FormSearchMoreHeader	!= empty	Specify start and end dates to narrow your document search.
Label_FormSearchMoreStartDate	!= empty	Start Date
Label_NoDocumentFound	!= empty	No document exists for the user.

APIs

API details

API name	Type	Resource path	Description
Retrieve Persons	POST	/v1/commons/persons/extensions/multi_read	Returns multiple person records based on search criteria.
Retrieve User Preference for Current User	GET	/v1/commons/user_preferences/locale_policy	Returns user preferences for the current user or tenant.
Execute Hyperfind Query	POST	/v1/commons/hyperfind/execute	Executes a Hyperfind query by ID or qualifier and returns the result.
Retrieve Manager Role Assignments by Person Number	GET	v1/commons/persons/manager_role_assignments	Returns a person's manager role assignments by person number.

Version history

Version	Description
1	Initial release.
2	The GTOR DMP View Document workflow now prevents employees from deleting documents attached to approved leave requests.
2.1	Pagination support has been added to the Execute Hyperfind API used by the GTOR DMP View Document extension, allowing hyperfinds with over 50,000 employees.