GTOR Document Attachment with HRSD

When employees submit an absence request, the process checks whether documentation is required. The employees receive a message indicating that a task is assigned to them in Control Center. Multiple options to justify the request are in the assigned task.

Option 1 — Upload a new document: This option starts the document upload from UKG Pro WFM.

• A hyperlink on the Control Center task provides navigation to Document Manager with SSO.

• The employee uploads the required document in HRSD Document Manager. Details of the uploaded document are presented to the employee.

• The employee returns to the Control Center to complete the task, ending the process.

Note: Suspended requests remain suspended until documentation is provided. The task remains active in Control Center until completed by the document upload.

Option 2 — Connect an existing document: This option is used when the document has already been uploaded directly into HRSD Document Manager.

• From the Control Center task, the employee is prompted for the document upload date.

• UKG Pro WFM retrieves the documents from HRSD Document Manager found on the specified date and presents them to the employee.

• The employee selects the appropriate document, and then completes the task.

Option 3 — Cancel this request: This option cancels an unapproved request.

• The action removes the task and cancels the request.

Note: This action can only be performed on unapproved requests.

Until the employee completes the document attachment task, the workflow keeps the request in a suspended state. A schedule tag A graphic on the schedule that identifies a specific characteristic that applies to a specific employee on a specific day. Not a shift or a pay code. Example: On call., such as Document Pending, displays on the requested date in Schedule Planner.

After the task is completed, the workflow updates the schedule tag with another tag, such as Document Provided, and then places the request in a Pending Approval state. A workflow notification Informs people to run business processes or integrations, complete forms, or respond to events in business processes. Example: Approve a time-off request. containing a hyperlink to the document is sent. Upon manager approval of the request, the shift override is placed in the Schedule Planner. A comment and note containing document details are added to the paycode for future reference.

• The HRSD team must provide configuration information during deployment for:

  • HRSD Client ID

  • Application ID

  • Application Secret

  • URLs

  • SSO

• Function access profiles assigned to employees and managers must allow access to Control Center and basic access to request or approve time off.

• Notification profiles must be assigned to employees and managers.

Before you configure the GTOR Document Attachment with HRSD process model, you must configure the following:

• Comments: Configure a comment that is added to the paycode upon absence request approval. Select Pay Codes from the Available Categories list. See the Comments topic.

  Example: Document Details

• Reviewer lists: Create a Scheduling Requests reviewer list to ensure that confidential documents are dynamically routed to the correct approver. Add the appropriate reviewer at each of the required steps. For example, Leave Administrator, Attendance Administrator, Manager, or a named user. See the Reviewer Lists topic.

  Note:

  • Only one reviewer is configured at each step. Do not repeat the same reviewer on multiple steps.

  • Assign the Reviewer List to the employee in People Information under Timekeeping > Approvals & Reviewers.

• Schedule tags: Configure schedule tags to display justification document status in the Schedule Planner. See the Tag Definitions topic.

  Examples: Document Pending or Document Provided

  Note: Do not delete schedule tags created by this workflow process from the Schedule Planner.

• Workflow notifications: Configure a generic workflow notification to send the justification document details to the approving manager and employee. See the Configure Notifications for Business Processes topic.

  Example:

  Name: Document Attachment Notification

  Long Message:

  Pay Code: <Paycode>

  Date: <TimeDuration>

  Document Provided: <Document Name>

  Document ID: <DocumentID>

  Document Link: <DocumentLink>

  Control center fields:

  Field	Label	Value	Description
  1	Paycode	<Paycode>	Absence Paycode
  2	Date	<TimeDuration>	Time off duration.
  3	Document Provided	<Document Name	Name of the uploaded document.
  4	Document ID	<DocumentID	Document ID of the uploaded document.
  5	Document Link	<DocumentLink>	Link to the uploaded document.

  Select one or more checkboxes from the Recipients area.

  Select Do not suppress duplicates.

  Note: For best results, tags used in the workflow notification must match both workflow process logic parameters and parameter values in Document Attachment decision tables. These include: <Paycode>, <TimeDuration>, <Document Name>, <DocumentID>, and <DocumentLink>.

• Request subtype transition Suspends a request between state transitions, such as pending and approved, while a business process completes a task. Example: Pause a process until a manager completes and submits a form.: Configure the request subtype Classifications of schedule requests from employees. transition to manage the various time-off request state transitions. After configuration, the request subtype transition must be attached to the request subtype used in the workflow process. See the Request Subtype Transitions topic.

  Example:

  Name: Document Attachment

  External Actions

  Select From State	Select To State	Select Pre-Processing	Select Post-processing
  Draft	Submitted	DocumentAttachment_v2

  Validation Actions

  Select From State	Select To State	Select Pre-Processing	Select Post-processing
  Pending	Cancelled		DocumentAttachment_v2
  Approved	Cancelled		DocumentAttachment_v2
  Submitted	Refused		DocumentAttachment_v2
  Pending	Refused		DocumentAttachment_v2
  Pending	Approved		DocumentAttachment_v2
  Cancel Submitted	Cancelled		DocumentAttachment_v2

  Note: The business process must be deployed with External Action and Validation Actions as Template Categories for it to be available to attach to the request subtype transition.

• Request subtype: Configure the request subtype with the request subtype transition. In the Request Subtype Transition list, select the request subtype transition, such as Document Attachment. This configuration initiates the business process. See the Configure Request Subtypes topic.

• Message configuration: Customize the time-off request acknowledgment for one-click request submission. See the Translation - User Interface topic.

  1. Select Main Menu  > Administration > Application Setup > System Configuration > Translation > User Interface.

  2. Select the Export option.

  3. Select the appropriate Language, and Country.

  4. Select Master Container from the Domain list. The Group list is populated.

  5. Select container_web-common_timeoffRequest_strings.properties and container_web-common_one-click-time-off_strings.properties from the Group list.

  6. Click Tap Export. An Excel file automatically downloads.

  7. Customize the message configuration

     1. Open the downloaded Excel file and search in each worksheet for parameters:

     one-click-time-off.success.suspended.message

     timeoff.success.suspended.message

     2. For each parameter, enter a TRANSLATED_VALUE in Column C of each worksheet.

     3. Save the file.

     Modified Excel file sample

     A	B	C
     KEY	ORIGINAL_VALUE	TRANSLATED_VALUE
     one-click-time-off.success.suspended.message	Your time-off request has been suspended.	You have been assigned a task to provide a document for this request. GoTo Control Center.
     timeoff.success.suspended.message	Your time-off request has been suspended.	You have been assigned a task to provide a document for this request. GoTo Control Center.

  8. Upload customized message configuration

     1. Select Main Menu  > Administration > Application Setup > System Configuration > Translation. > User Interface.

     2. Click Tap the Import option.

     3. Click Tap Choose File.

     4. Select the modified Excel file and click tap Open. File Name is populated.

     5. Click Tap Upload.

Version history

Version	Description
1	Initial release. Provides a mechanism for employees to attach supporting documentation to global time-off requests (GTOR).
1.1	Enhancement allows users to take advantage of the enhanced cancellation request states.
2	The GTOR Document Attachment with HRSD extension now: supports Reviewer List and multi-step Approval Settings. applies the schedule tag only on the first day of the time off request. removes redundant confirmation when only one document is uploaded. includes Go Back buttons in the forms to improve usability. is optimized to use the appropriate ID when making API calls to HRSD. fetches the schedule tag color values using an API call. is no longer known as Document Attachment.

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

1. Migrate the process model to the tenant Migrate the GTOR Document Attachment with HRSD process model to the customer tenant using Setup Data Manager (SDM) Moves and manages configuration data across software and hardware environments. (SDM Setup Data Manager moves and manages configuration data across software and hardware environments.).

   1. Log in to the appropriate tenant.

   2. Go to Main Menu > Administration > Setup 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.

2. Configure the GTOR Document Attachment with HRSD 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.

   1. Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.

   2. Select the DocumentAttachment_v2 process and click tap Edit. The process model enters edit mode.

   3. Select the Decision Tables tab.

   4. Click Tap Everyone's, and then select the decision table to edit.

   5. Click Tap Decision Table Editor to add or update the rows in the table.

   6. Click Tap Save and close.

   7. Edit the following decision tables:
      Caution:

      • Values entered in the decision tables are case-sensitive, and must match configured values in the system.

      • Do not remove variables, variable names, or variable types from any decision table.

      • DocumentAttachment_v2_InternalParameters — Controls internal document attachment parameters.

        Document Attachment — Internal Parameters decision table structure

        Parameter name	Description	Default value
        Admin	Admin user for API calls.	SERVICES-LEVEL3
        SuspendedStatus	Comma-separated list of system status names representing suspended time-off requests.	Suspended (Request Status)
        SubmittedStatus	Comma-separated list of system status names representing submitted time-off requests.	Submitted (Request Status)
        ApprovedStatus	Comma-separated list of system status names representing approved time-off requests.	Approved (Request Status)
        PendingStatus	Comma-separated list of system status names representing pending time-off requests.	Pending (Request Status)
        RefusedORCancelledStatus	Comma-separated list of system status names representing refused or canceled time-off requests.	Refused, Cancelled, Cancel Submitted (Request Status)
        PendingStatusForAPIRequest	Comma-separated list of system status names representing pending states contained in API requests.	Pending (Request Status)
        CancelStatusForAPIRequest	Comma-separated list of system status names representing canceled states contained in API requests.	Cancelled (Request Status)
        TimeOffRequestIDActivitiVariableKey	Workflow Activit variable used to retrieve the time-off request ID.	RequestID (Time-off request ID)
        RequestSubtypeActivitiVariableKey	Request subtype variable.	RequestSubtype
        HRSDEmployeeIDInternalVariable	Common ID that connects UKG Pro WFM and HRSD.	PRO_EEID

      • DocumentAttachment_v2_Parameters — Used to dynamically retrieve parameters.

        Document Attachment — Parameters decision table structure

        Parameter name	Description	Additional information
        HRSDApplicationID	HRSD Application ID.	Values for these parameters are provided by the HRSD and Cloud Identity teams during deployment. HRSD team sets up SSO on the document manager side. HRSD team provides the metadata file. Share metadata with CloudIdentityEngineering@ukg.com. Request SSO setup on the UKG Pro Workforce Management side. Share metadata files between UKG Pro Workforce Management and HRSD Teams.
        HRSDClientID	HRSD Client ID.
        HRSDApplicationSecret	HRSD Application Secret.
        HRSDAPIBaseURL	URL to make API call.
        HRSDDocumentBaseURL	Base URL for Document.
        HRSDEmployeePortalURL	HRSD Login URL.
        GenericNotificationName	Document attachment notification. Defined in the system. Default = Document Attachment Notification	User configurable.
        TimeOffCommentTypeName	Comment for time-off request. Defined in system. Default = Document Details
        DocumentType	Document type defined in HRSD. Default = Absence
        AdditionalDelay	Additional delay in between API calls. Default = 2	Internal parameters; do not change.

      • DocumentAttachment_v2_ReviewerList — Used to retrieve the appropriate reviewer list when the request subtype is configured with approval setting.

        Document Attachment — Reviewer List decision table structure

        Parameter name	Description
        Approval Setting	Name of the approval setting associated with request subtype.
        Reviewer List	Name of the reviewer list associated with the approval setting.

      • DocumentAttachment_v2_Paycode — Provides granular control over paycodes that require document justification and whether requests remain suspended until the document is provided. Only paycodes for which documentation is required should be added to this table.

        Document Attachment — Paycode decision table structure

        Parameter name	Description	Default value
        Paycode	Paycode name that requires justification.	Sick
        Suspend Request	Determines whether requests remain suspended until the document is provided. Case-sensitive supported values include: Yes No	Yes

        Note: First (Single Pass) must be selected from Hit Policy when editing the decision table.

      • DocumentAttachment_v2_Locale — Allows translation of business process messages and labels on the task form into different languages.

        Document Attachment — 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.

        Note:

        • Localization of business process workflows remains optional, but is supported.

        • The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).

        • Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.

        • 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 * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.

        • The last row in the decision table must remain empty ("!=empty".)

        Sample Locale content

        Key	Locale	Message
        Error_Authentication	!= empty	Client authentication failed.
        Error_EmptyReviewerList	!= empty	Reviewer list is empty.
        Error_Form	!= empty	Error encountered
        Error_GenericError	!= empty	Error encountered. Please retry and if the error persists contact your Administrator.
        Error_InactiveReviewerList	!= empty	Reviewer list is empty.
        Error_IncorrectURL	!= empty	HRSD URL provided is not correct/Server Error.
        Error_InvalidReviewerInReviewerList	!= empty	None of the reviewers present in reviewer list are valid for request status change.
        Error_InvalidReviewerListInDecisionTable	!= empty	Invalid reviewer in decision table.
        Error_NoAttendanceLicense	!= empty	User does not have required license to view attendance admin.
        Error_NoLeaveLicense	!= empty	User does not have required license to view leave admin.
        Error_NoReviewerListFound	!= empty	No reviewer list present in decision table for given approval setting.
        Error_WrongClientID	!= empty	Please provide a valid Client ID.
        Error_WrongComment	!= empty	Comment not found.
        Error_WrongDocTag	!= empty	Tag Definition not found.
        Error_WrongNotification	!= empty	Notification not found.
        Label_Action	!= empty	Action
        Label_CancelButton	!= empty	Cancel
        Label_CancelRadio	!= empty	Cancel this request
        Label_ConnectRadio	!= empty	Connect an existing document
        Label_Date	!= empty	Date
        Label_DateFormat	!= empty	MM/dd/yyyy Note: Acceptable values include: dd-MM-yyyy dd/MM/yyyy MM-dd-yyyy MM/dd/yyyy yyyy-MM-dd yyyy/MM/dd
        Label_DocFound	!= empty	Connect an existing document. The following document(s) were uploaded. Please select and complete your task when done.
        Label_ErrorSubmitButton	!= empty	Ok
        Label_Form1Button	!= empty	Next
        Label_Form2ConnectExistingButton	!= empty	Next
        Label_Form2UploadDocButton	!= empty	Complete task
        Label_Form3Button	!= empty	Submit
        Label_Paycode	!= empty	Paycode
        Label_PendingScheduleTagName	!= empty	Pending Schedule Tag
        Label_ProvidedScheduleTagName	!= empty	Provided Schedule Tag
        Label_RadioForm2OptionYes	!= empty	Go back to previous form
        Label_RadioForm3OptionYes	!= empty	Go back to previous form
        Label_ReqDetails	!= empty	Request Details
        Label_SelectDate	!= empty	When was the document uploaded?
        Label_UploadRadio	!= empty	Upload a new document.
        Message_AlreadyCancelForm	!= empty	Your request is already cancelled.
        Message_ApproveCancelForm	!= empty	Approved requests cannot be cancelled. Please submit a cancel request.
        Message_CancelForm	!= empty	Your request has been cancelled.
        Message_ConnectLoopDisplayText	!= empty	No documents were found on the selected date.
        Message_NoSelectionOnForm2	!= empty	Please make a selection
        Message_NoSelectionOnForm3	!= empty	Please make a selection
        Message_UploadLoopDisplayText	!= empty	No documents were found. Please upload a new document.

3. Deploy 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.

   Follow these steps to deploy the process model. For detailed information, see the online help topic Deploy Business Process Models.

   1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

   2. Select the DocumentAttachment_v2 model and click tap Deploy .
   3. On the Business Process page, configure the required parameters and deployment dates.
      • (Optional) In Description, enter Document Attachment.
      • In Display Name, enter DocumentAttachment_v2.
      • 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 A container that provides navigation or action from its summary view. List, select Hide.
      • In GoTo List, select Hide.
      • From Template Categories, select External Actions and Validation.
   4. Click Tap Save and then Return.