Summary

The Hire2Retire Phase 4-2 release adds improvements to the existing functionality and new enhancements to the product features based on the market needs and the customer feedback. One of the significant enhancements provides a wide range of options to apply dynamic rule-based group memberships to security groups and distribution lists. This enhancement will allow the user to either choose implicit group whitelist limiting Hire2Retire to the only manipulate groups known to it or choose an explicit whitelist along with other options. The user will now have more options to exclude groups from being updated during the automation and we should be able to accommodate various possible combinations that we have encountered and heard from our customers and prospects.

We have also updated the Get help section on the product, which will allow users to easily reach out to the RoboMQ support team for technical support more effectively.

There are multiple other enhancements to add features to existing capabilities or improve the user experience (UX).

Dynamic Group Membership Whitelist Redesign

This is a Feature Enhancement in Hire2Retire Platform.

Hire2Retire now provides more options to whitelist dynamic group memberships with an intent to address all possible scenarios and practices being followed. With the new update, customers can select one of the following options that fit for their business needs.

Whitelist groups options for update operation:

1. Retain all groups NOT defined in group mapping automation
2. Retain ALL existing groups
3. Do not retain any existing groups
4. Retain below selected groups

Retain all groups NOT defined in group mapping automation

When updating an employee data, Hire2Retire workflow will only update or remove the security groups or distribution groups you defined in the “Security Group Assignment” or “Distribution List Assignment” steps. Other groups or memberships that you did not define in those two steps will not be removed from this employee.

Retain ALL existing groups

When updating an employee data, all employee’s existing memberships will be retained. And new groups or memberships will be added based on the rules you defined in the “Security Group Assignment” or “Distribution List Assignment” steps.

Do not retain any existing groups

This is a complete sync of employee data between HR system and AD system. When updating an employee data, employee’s memberships will be updated completely based on the rules defined in the “Security Group Assignment” or “Distribution List Assignment” step. New memberships will be added based on the new criteria, and existing memberships will be removed if the groups don’t exist in the rule set or do not meet the criteria.

Retain below selected groups

You can select a list of groups to retain when updating an employee data. The groups do not belong to this list will be reviewed and updated by Hire2Retire workflow based on the defined rule set defined in the “Security Group Assignment” or “Distribution List Assignment” steps.

The existing “Select all” option is removed from the multi-selection dropdown since “select all” was only applicable to the groups fetched and presented on the view and not to all the groups existing in AD. This was causing confusion. This removal is backward compatible since it can be replaced by the new options mentioned above.

If user has selected certain security groups to retain in the existing workflow, then the 4th option “Retain below selected groups” will be pre-selected in the new view post release 4.2. If user did not select any security groups to exclude, then the 3rd option “Do not retain any previous groups” will be chosen in the new view post release 4.2. Since workflow configurations remain the same as before therefore there is no need to redeploy the existing workflows.

Improvement on “Get Help” form

This is a Feature Enhancement in Hire2Retire Platform.

The Get Help section has been upgraded, user will be able to reach the RoboMQ support team through the “Get Help” section and provide detailed information about the issue including the relevant screenshots.

The Get Help section will collect the following information：

1. username
2. Flow id if exists
3. Summary of the issue
4. Detailed information about the issue
5. Relevant business impact:
   1. Level 1: Platform unusable or major impact on business function
   2. Level 2: Serious impact on business function or degraded application performance
   3. Level 3: Limited isolated impact on business function or application performance
   4. Level 4: Questions, or minor impact on business function or application performance
   5. Level 5: Suggestions or ideas for enhancements of the application functionality
   6. Relevant screenshots

There is no impact on user’s existing flows and this change is fully backward compatible.

Provide Employee Number as alternate unique identifier for Hybrid AD system

This is a Feature Enhancement in Hire2Retire Platform.

Currently only Employee ID is supported as the key to reference the employee profile in AD from HR provide employee data. With Release 4.2, the users are given two options to choose as the Employee Unique Identifier in hybrid AD system:

1. Employee ID
2. Employee Number

At runtime, the Hire2Retire workflow will identify the employee in AD using the selected Employee Identifier and then either create or update employee profile using it as the key linking the HR profile to the AD profile.

There is no impact on user’s existing flows and this change is fully backward compatible.

Provide more options for BambooHR API delta polling interval

This is a feature enhancement in Hire2Retire Platform.

Hire2Retire currently supports 1 hour as the minimum BambooHR delta load polling interval. With Release 4.2 it will provide two additional polling interval options of 15 minutes and 30 minutes. Customers may now choose a shorter polling interval to sync employee data from HR systems to AD This features may have convenience in UAT testing by shortening the polling interval window.

There is no impact on user’s existing flows and this change is fully backward compatible.

Custom Email Templates defined for either Hybrid AD or On-prem AD will be available to the other AD setup

This is a feature enhancement in Hire2Retire Platform.

When defining custom email templates, user can choose to define templates for “Hybrid AD or On-prem AD” or “Entra ID”. The same templates can be used in both Hybrid AD and On-prem AD system as Hire2Retire uses AD attributes for data mapping. Thus, customers do not need to make email template changes when they migrate from On-prem to Hybrid AD environment.

There is no impact on user’s existing flows and this change is fully backward compatible.

Improvement in Custom Email Template

This is a feature enhancement in Hire2Retire Platform. There are some UX improvements in custom email template:

1. Remove “close template form” button and replace it with a cancel button within the template form
2. Improve the view of “Notify Manager” column
3. Add search bar for searching email templates

There is no impact on user’s existing flows and this change is fully backward compatible.

Provide lifecycle business rules name for certain failure events

This is a feature enhancement in Hire2Retire Platform.

The last version of Hire2Retire flows define lifecycle business rules as “undetermined” for all failed events. Hire2Retire flows will now provide lifecycle business rules name for failure events that relates to the employee records. This change will be applied to email notification and observe page as well.

User needs to redeploy the existing workflows to access this new feature.

Fixed Bugs

1. Fix “delete template” loader position in custom email template view.
2. Fix “select time range” dropdown position issue in observe page.
3. Fix issue that selected email template name does not refresh after updating template name.
4. Fix the text overlap issue in “HR Data Definition” step.
5. Fix the issue with excel function NOW ()
6. Fix the issue with “Notify Manager” function in custom email template. Now Notify Manager will notify manager’s email instead of UPN
7. Rename AD attribute “Manager” to “Manager Distinguish Name (DN)” from AD mapping attribute list in custom email template
8. Correct unmeaningful error messages on observe page
9. Add “Do not change OU” option for terminate operation
10. In AzureAD, update the text "Add Microsoft 365 Group(s) to whitelist" for leave operation to "Select Microsoft 365 Groups(s) to Remove.
11. Fix the invalid warning icon appearing on design page after deploying a flow with Email Templates with names containing special characters.
12. Not able to map dateTermination field in UI for AD.