[RPA002] Batch of processes

What is it?

The purpose of this automation is to mass create processes on the Process Manager module from People Assist.

It requires to upload a CSV file to the UKG HR Service Delivery SFTP server. Each line contains information used to create one process.

The following diagram presents a high-level view of this standard configuration:

Workflow for rpa002

For what purpose?

This automation may be used for different use cases:

  • Automated creation of processes based on an external application event (when the external system can’t create processes using UKG HR Service Delivery API)

  • Historical processes import (Limitations: You can’t backdate processes based on their creation/closing dates; list of comments associated can’t be loaded along with the process)

  • Campaign of processes (Limitations: Large campaigns can impact the Request Manager module)

Alternative approaches

You can also:

  • Manually create processes on the platform one by one

  • Use UKG HR Service Delivery API

Prerequisites

For this automation to work, you must follow the conventions listed below.

File format

  • encoding: UTF-8

  • separator: semi-colon

  • quote: double quote

  • naming convention: Refer to UKG HR Service Delivery Project Manager for guidance on naming your CSV files.

  • sftp folder: in/rpa/prc

Size limitations

In order to be processed each CSV file must contain a maximum of 2,000 processes.

Column names

Note

For optional fields, the presence of the column isn’t mandatory in the CSV file. Headers are case sensitive and must comply with the syntax below.

To create new processes and fill out a task based on information from Document Manager, the following information are required:

CSV header (column names)

Description

employee_external_id (mandatory)

Technical employee identifier on Document Manager

creator_external_id (mandatory)

Technical identifier of the creator on Document Manager - Can be a HR user created process (user technical_id) or employee created process (employee technical_id)

process_template_id (mandatory)

Unique ID of the template used to create this process

title (mandatory)

Title of the process displayed for the employee and the managers

description (optional)

Optional text to describe the process

due_date (optional)

Additional information to indicate that the process has to be completed before the specified date

publish (optional)

You must provide it during the creation process, if set to true the process will be published as soon as it is created

Process Creation and filling out one task

To create new processes and fill out a task based on information from an external module, the following information is required.

CSV header (column names)

Description

employee_external_id (mandatory)

Technical employee identifier on Document Manager

creator_external_id (mandatory)

Technical identifier, in the customer HRIS, of the creator of the process. The creator always has view access on the process and its tasks

process_template_id (mandatory)

Technical identifier of the template used to create this process

title (mandatory)

Title of the process displayed for the employee and the managers

description (optional)

Optional text describing the process for the employee (displayed only for users)

due_date (optional)

Email reminders will be sent to the employee and users before this date if the process is not yet completed

publish (optional)

If set to true the process is published as soon as it is created. Otherwise, the process needs to be manually published by its creator. Default is false.

template_task_id (optional)

Technical identifier of the first task that will be filled if the form fields and values are provided

form_data__form_field_code_1 (optional)

Value for the form field form_field_code_1 of the task that will be automatically filled out

form_data__form_field_code_n (optional)

Value for the form field form_field_code_n of the task that will be automatically filled out

Form field formatting per type

Form field type

Format

Example

Date

ISO format: YYYY-MM-DD

2016-06-12

Boolean

true or false

true

Integer

Integer number

2

Checkboxes

Form field selection code

You can’t fill out checkboxes or dataset fields

value_1

Email

Correctly formatted email

bill@hrsd.com

List choice fields/radio buttons/radio fields

Form field selection code

value_1

Options to be setup during the implementation phase by your Ipm

CSV error report

Error reports keep track of any action not processed successfully. The error reports detail which file has failed and what the error is/status, this will be posted on the UKG HR Service Delivery SFTP server in the folder chosen /out/rpa folder (only if an error occurs).

Compatible trigger

The RPA can be triggered by the deposit of a file on the SFTP server.