(As of article publish date. Dates are subject to change, please contact your CSM for the most up-to-date information. Ranges are approximate and in the Paris time zone).
Please note, that the staging date for the Knowledge Base feature "Feedback on articles" will be postponed to October 21st.
Context:
We have found that the distinction between the terms "expiration" and "retention" is not sufficiently clear, and confusion often arises. Also, in order to improve the compliance of documents on the platform, in the future we will enable the automatic deletion of documents that have reached the end of their retention phase.
To enable this mechanism, we need to make a difference between the Retention date and Expiration date within the system. Therefore, we have added the new function “Expiration Date for Documents”.
Expiration Date:
Date until a Document is valid.
An ID card is valid until it's expiration date. However, there is no legal obligation to delete it from the employee's folder or to retain it for a defined time.
Retention Date:
Date after which a document should not be legally retained on the platform
Regulations require that employee records must be retained for one year from the date of termination of the employee
Configuration:
HR users or admins with the permission “Manage document types and folders” will now be able to add an expiration date (optional or mandatory) to the document type level in the form, to create/update a document type.
View In The Employee Folder
If activated, the reminder will be triggered 30 days before the expiration date, and a banner will be displayed in the employee folder.
With the new filters, HR users will be able to easily view the list of documents expiring soon or already expired and can take respective actions. Such as sending a document request to the employee or deleting the document if it does not need to be kept in the folder.
In comparison to the retention functionality, however, there will be no automatic deletion function for expired documents.
BEFORE
Until today, on the general permissions page, ALL permissions were displayed, independently of the platform settings. As a result, many customers were confused to see permissions related to Employee Vault whereas they had not purchased this option.
TODAY
If a customer has not activated the Employee Vault on their platform, all permissions related to Employee Vault or mass mailings will NOT be displayed anymore.
Please note, that this feature was already announced in the last release note 21.9 and will now be deployed.
Previously, after a document had been generated for an employee, HR users were able to do one of the following actions:
If an employee didn't have an active Employee Vault, HR users couldn't send the document outside the HRSD application automatically.
Now, it’s possible to send the generated document via email directly from the application!
Some customers need to be able to send a large volume of documents generated with Smart Document Generation (like certificates of employment for instance) to many employees.
If the employee’s email address is stored in the Employee Profile, it will now be possible to quickly and easily send the documents by email directly from the system.
The ”Send by email” feature will also be added to the HRSD for SuccessFactors application in the next release (planned for November).
As an HR User
I want to know to which organization a notification mail is related to
So that I have more context about the task to perform
How is it displayed?
The organization code the employee belongs to will be added as a postfix in the mail's subject :
Employee Portal - form conditional rules do not work correctly on the employee side
Conditional rules in forms did not work between different file fields. Even if a certain condition was fulfilled, the employee was not able to see this on their form and the desired change was not displayed.
→ FIXED and released on the Employee Portal
Some field displayed issues: blank spaces appeared after fixing the bug
→ FIXED also, and released on the Employee Portal
Employee Portal – Logout from request read-only page with attachment displays error
When an employee created a request with an attachment on the Employee Portal, and signed out then in again, an error message would
appear on the login screen:
→ FIXED
Process finalization error when a former user's inbox was included in a running process.
When a process included a former user inbox, even if the user tried to remove it, the process remained in error.
→ FIXED
In July 2021, UKG HRSD People Assist released a whole new Knowledge Base interface in open beta
This new interface makes it simpler to manage articles and categories, particularly in an international context using multiple languages.
Check out the article with complete documentation and an FAQ on Zendesk to know more about it: here.
The new Knowledge Base will be rolled out to staging environments for all customers with ONE language platforms on September 22nd, and then rolled out progressively on production environments in October and November.
Please contact your CSM if you would like to activate the New Knowledge Base now in your staging and/or production environments.
The roll out for customers with two and more languages should happen starting in November 2021.
Please contact your CSM if you would like to activate the New Knowledge Base now in your staging and/or production environments.
HR administrators have a limited view of the usage of the Knowledge Base by the employees. They cannot see if a specific article is useful and if it contains every information the employees need.
Now, HR admins can access all the feedback made on all the Knowledge Base articles, or on a specific one. Also, they can filter this list based on different parameters.
The deployment of this feature will be done on October 14th for both staging and production environments.
In the new Knowledge Base, articles can have translations in different languages. The language displayed in the user/employee interfaces is the one that is activated in their settings.
If an article is not translated in the user’s preferred language, another translation is displayed according to a specific set of rules. The initial rules were to display the content in the browser’s accepted language and then in the last updated translation of an article.
In order to improve the logic of language displays, we have now integrated the default language of the customer’s platform into the set of rules.
For example, if the default language of a customer’s platform is English – US, an article will be displayed in English if it’s not translated in the user’s preferred language.
In order to make this feature accessible to everyone, users have the possibility to reorder categories using only their keyboard.
For the reorder change to be directly visible, the content is automatically scrolled when dragging a category with the mouse.
Now, the same automatic scroll is done when a category is moved using the keyboard only.
Employees can now rate an article by specifying whether it has been useful for them. They also have the possibility to add additional information through comments for an article to be improved.
The deployment will be done on October 14th for both staging and production environments.
Employee profile – SAML token update never showed errors
In "Employee Profile" in the Document Manager user interface, an HR manager has the possibility to update the SAML token for this employee, saved in the employee account for them to access the Employee Portal using SSO.
When updating this SAML token, if an error happened while updating the employee account, the error was not displayed on the page.
So, if the employee profile data was successfully updated, a green success pop-in was displayed, leading to misunderstandings when the SAML token was really not saved in the employee account for any reason.
We fixed this issue and now the confirmation of update or error includes the employee profile data as well as the employee account data (SAML token and email), so that the HR manager knows if an error happened. → FIXED
UKG HRSD for SuccessFactors Version 11 deployment dates:
Please note: Arago have 2 releases per year aligned with SAP SuccessFactors release dates.
The next release will be in the first semester of 2022.
Previously filters could be applied using single values, now comparisons between two tokens can be built for better document generation.
Example
When there is a salary change, in the filter section you can compare the current and previous salary, if the values are different the document will be generated.
Now you can add an asterisk "*" at the end of the value set in the template filter, it will look for all values with the same values before the asterisk.
For example: if you need to generate a document when the company of the employee is “UKG FRA 7898”, “UKG FRA 1587” and “UKG FRA 1256” you can now enter in the filter value “UKG FRA*” and the system will match all values that start with “UKG FRA…”
Previously the expiration days was managed only at a global level (for all templates). Now the expiration can also be managed at the template level.
Now we can notify other employees than the manager or employee if the document was signed.
How to set it up
From the template configuration in the Mail to notify box you will be able to type the name of the employees you want to notify and select the specific UserId
Now you can add a description to each token, which will be reflected in the token name when generating the template.
Previously, application permissions only accepted SFSF permission groups.
Now there is a new button with a pick list of SFSF permission roles and according to the role you have selected, the system will gather the permission groups associated to that role.
Now from the reports section in the control panel you can see the report of the tokens you have used in each template.
The report will group tokens and paths used, in each template. This will allow you to have an overview of the tokens that are actually used and where.
For the complete list of all features released with version 10, please consult this document
