Manage HR roles

Roles control access to features and capabilities in modules in the HR application.

The HR Service Delivery Scoped app can help prevent users outside of the HR organization from accessing HR data.

Scoped roles for both HR case workers and HR clients (employees, contractors, alumni, and others) grant access to HR services. Users without an HR scoped role typically cannot view HR cases or HR profile information. For information on all the roles installed with Case and Knowledge Management plugin, see Components installed with Case and Knowledge Management.

Only the HR Administrator [sn_hr_core.admin] can assign scoped HR roles.

To configure your system, you must log in as a System Administrator [admin]. The HR Administrator [sn_hr_core.admin] role is contained in the System Administrator [admin] role. The combination of these two roles allows a user to perform all tasks associated with configuring your system.

After system configuration, ensure that only the HR Administrator [sn_hr_core.admin] role has access to sensitive information. Remove the HR Administrator role from System Administrator [admin] role to help prevent the System Administrator from viewing sensitive HR information via forms, lists and UI.

After granting access to a role, all the groups or users assigned to the role also have access. Roles can contain other roles, and grants access to any role that contains it.

Note: IT System Administrators (admin) can still impersonate ServiceNow users. When impersonating a user with an HR scope-protected role, an admin cannot access features granted by that role unless the admin already possesses those HR scope-protected roles. For more information on impersonating a user, see Impersonate a user.

HR Performance Analytics

To configure the Performance Analytics (PA) dashboard, assign the Performance Analytics Administrator [pa_admin] role to the HR Administrator [sn_hr_core.admin] role.

Note: Only the System Administrator [admin] can assign PA roles to employees.

After system configuration, to help prevent the System Administrator from accessing sensitive information:

• Remove the HR Administrator [sn_hr_core.admin] role from System Administrator [admin].

  • The base system requires a user with the System Administrator role to run scheduled jobs. For details on HR scheduled jobs, see Components installed with Case and Knowledge Management.

  • To ensure the scheduled jobs run, change the user in the Run as field for each scheduled job to a user that has the HR admin role.

    Note: Changing the user allows the scheduled jobs to run, but only a user with the System Admin role can view and run a scheduled job on demand.

  • Change the scope of the application to Human Resources: Core application. For information on changing the scope, see Contextual development edit messages.

  • Reveal the Run as field. For information on revealing hidden fields on a form, see Configuring the form layout.
  • Log out and log back in to ensure that the changes take effect.

  Note: Ensure that you have completed setup before removing the HR Administrator role.

  • Minimum number of scoped admins required

    System properties determine the minimum number (default is two) of scoped admins that must be active for an application.

    To list the properties, enter sys_properties.list in the filter navigator and search for the property to configure.

    The list of system properties and what scoped admin can access:

  • System properties

    Property Name	Scoped Admin
    sn_hr_core.min_admin_count	HR admin [sn_hr_core.admin]
    sn_hr_ef.min_admin_count	Employee Document Management admin [sn_hr_ef.admin]
    sn_hr_integrations.min_admin_count	HR Integration Admin [sn_hr_integrations.admin]
    sn_hr_le.min_admin_count	HR Lifecycle Event Admin [sn_hr_le.admin]
    sn_hr_le_pa.admin_count	HR Lifecycle Event Performance Analytics Admin [sn_hr_le_pa.admin]
    sn_hr_pa.min_admin_count	HR Performance Analytics Admin [sn_hr_pa.admin]
    sn_hr_pj.min_admin_count	HR Parental Journey Admin [sn_hr_le_pj.admin]
    sn_hr_sp.min_admin_count	HR Service Portal Admin [sn_hr_sp.admin]
    sn_hr_va.min_admin_count	HR Virtual Agent Admin [sn_hr_va.admin]
    sn_templated_snip.min_admin_count	Response Template Admin [sn_templated_snip.admin]
    sn_hr_ws.min_admin_count	HR Agent Workspace Admin [sn_hr_ws.admin]

• Remove HR Administrator role from IT System Administrators
  After system configuration, remove the HR Administrator role (sn_hr_core.admin) from IT System Administrator role (admin) to help prevent IT System Administrators from viewing sensitive HR information via forms, lists and UI.

• Add Delegated Developer to HR Administrator
  For an HR Administrator [sn_hr_core.admin] to perform some platform duties, the delegated developer role must be added.
• Manage HR Groups
  HR Groups are a set of users with common job skills.
• HR skills management
  Your organization can define HR skills to establish the qualifications of HR staff. Skills can be included in the auto-assignment process used to assign HR agents to HR cases and tasks.
• Configure escalation rules for HR cases
  Create escalation rules to automatically route HR cases from one tier to another based on agent skills and workload.
• Client roles
  You can control what HR functionality that an employee can access using Client Roles. You can license all employees or provide HR services to users in a specific location or group.

Parent Topic:HR Administration