Update HR Assignment Status when an absence is approved

You can now configure absence types to automatically update HR Assignment Status when an absence is approved.

After you configure the absence type to update the HR Assignment Status, the system calls an HR API to update the assignment status when an absence of that type is approved for the first time. If a worker has multiple assignments affected by the absence, the HR update is attempted for each assignment. When configuring the absence type, you can only select actions of Change Employment type in the HR Assignment Update region on the Action Items tab.

The HR API will update the status when the following is true:

  • The new status is a valid status for the assignment.
  • There isn’t an existing assignment change for the assignment with an effective start date equal to the absence start date.
  • There are no future dated assignment changes for the assignment.
  • There are no pending unapproved assignment changes for the assignment.

If the absence is modified after the assignment status has been updated, the system generates an alert to notify the HR Specialist that a change has occurred. The system doesn’t make automatic updates to the assignment when an absence is modified or withdrawn.

To notify the HR Specialist that changes have occurred, the following HCM Alerts are seeded with this feature:

  • ANC_HR_ASSIGNMENT_UPDATE – Notification to the HR Specialist that an absence was recorded and the system attempted to automatically update the worker’s HR assignment status.
    This alert includes two templates:
    • Notify HR Specialist of status change
    • Notify HR Specialist of status change failure
  • ANC_ABSENCE_START_DATE_CHANGE – Notification to the HR Specialist that an absence that is configured to trigger an update to the worker’s HR Assignment has been modified and the absence start date has changed.
  • ANC_ABSENCE_WITHDRAWAL – Notification to the HR Specialist that an absence that is configured to trigger an update to the worker’s HR Assignment has been withdrawn.

There are some restrictions to the usage of this feature if you implement any of the statutory absence types in the UK, Ireland, or France. When an absence is approved for any of these three, you can only set the HR assignments to either an Active or Suspended status. 

Configure absence types to automatically update HR Assignment Status when an absence is approved.

Steps to Enable and Configure

How do I configure absence types to automatically update HR Assignment Status when an absence is approved?

Tips And Considerations

If you have absence plan eligibility profiles that are based on the assignment status being active, reprocessing of existing absences can result in error if the assignment isn’t active as of the absence start date.  Therefore, future dated absences should be reviewed when the assignment is updated to an inactive status.

Key Resources

For more information about HCM Alerts, see Using Common Features for HCM.