HR Data Definition

In this step, you will define the file structure of the employee extract that HR platform will send to Hire2Retire workflow. At runtime, the workflow will validate the file structure before further processing individual employee records.

CSV Filename

You need to give a target CSV file name or pattern that Hire2Retire integration is listening to for the incoming HR Data.

For example, if HR report come with pattern employee_.csv, then you could provide CSV file name pattern as employee_*

Figure 1. CSV Filename Pattern Scan

Select Delimiter

Choose the delimiter which is used in your delimited file. If the delimiter of choice is not available in the dropdown, you can write a custom one using the "Other" option.

Figure 2. Choose Delimiter

Upload CSV

Entering all the headers manually can be a tedious task. You can upload a sample CSV file from your device and all the header name in the CSV file will automatically added. The uploaded file should use the same delimiter which is selected in above menu item.

Figure 3. Upload CSV File

Headers details of CSV file

Set up all the values of the column header which you will find at the top row in your CSV file. At runtime, the workflow will validate the file first and break each record into independent events.

You can add column headers along with column header type by clicking the plus button and delete the incorrect column header value by clicking the minus button.

Figure 4. Headers details of CSV File

Please make sure the column headers you put match the header column in the CSV file. It will reject the file if the headers in the actual file do not match the column headers defined in workflow.

And, if you have enabled 'Future Hire, Rehire and Termination' on Application page then the following fields will appear like (Date Format and Time Zone).

Select Date Format

Select the date format of the HR attributes that are of date type. The default date format is MM/DD/YYYY, MM/DD/YY.

Figure 5. Details of Date Format

Select Time Zone

Choose the time zone in which you want to process the scheduled hire, rehire and termination records.

Single time zone

All the scheduled hire, rehire and termination events will be executed in a selected time zone. The default time zone is America/New York.

Figure 6. Details of single time zone

Multiple time zone

Here, scheduled hire, rehire and termination records will be executed in the time zone based on the condition defined by HR data. For eg. An organization can have multiple offices at different locations (time zones) for which they can select respective time zones according to their locations.

Figure 7. Details of multiple time zone

Apply Filter

Hire2Retire enables you to process specific events and filter out the rest by defining filter criteria. On clicking the "Apply Filter" button, you will be able to set up conditions using employee attributes. Only employees who match the conditions will be processed.

Figure 8. Event Filtering for HR Data.

Monitor receipt of scheduled HR extract

To address potential delays in employee file extraction due to connection issues or HR system issues, Hire2Retire now supports a File Extract Check that ensures timely reporting by checking if Hire2Retire successfully receives reports from HR systems at the scheduled time. Users will receive alerts after the 30 minutes of scheduled time if no file has been processed since last one hour. For example, if File Receipt is scheduled at 09:30, then an alert message will be generated at 10:00 if the File Extract is not received in between 09:00 to 10:00.

To set up the Monitoring of File Extract on Hire2Retire, you need to be aware of when your HR system generates the report, including the time zone, and drops it on the SFTP server for processing.

Setting up Monitor Receipt of Scheduled HR Extract

The setting varies depending on whether you have enabled the future hire or future termination feature, or if you are using the employee's position status to determine the employment lifecycle. By default, this feature is enabled and you are given flexibility to make this disable according to your requirement.

• If you are not using “Pre-boarding, future hires and scheduled termination"

  

  Figure 9. Pre-boarding, futrure hires and scheduled termination is not enabled

  Please select time, weekdays and timezone of your region according to the matching time of your HR System on the HR Data Definition step.

  

  Figure 10. Select time, weekdays and timezone

• If you are using “Pre-boarding, future hires and scheduled termination"

  

  Figure 11. Pre-boarding, futrure hires and scheduled termination is enabled

  If pre-boarding, future hires and scheduled terminations are enabled, then the timezone which is selected for scheduled event will be considered for the File Monitoring.

  • When Single Timezone is opted: If you have selected single timezone for scheduled events, then the same timezone will be used by the File Extract monitoring feature to track the file receipt. You only need to select time and weekday to make this feature working.

    

    Figure 12. Single timezone, time and weekdays configurations

  • When Multiple Timezone is opted: If you have selected multiple timezone option while defining timezone for scheduled events, in this case the default timezone you have provided will be used by this feature to monitor receipt of file extract.

    

    Figure 13. Default timezone set up when multiple timezone is selected

    The rest configurations to set up the monitoring of file extract receipt is same as mentioned above. You just need to provide Hire2Retire time and weekdays.