Changing the name or marital status of a resource

Use this procedure to change the name or marital status of a resource. This action can be also performed by a resource in Employee Space, a resource's manager in Manager Space, or a generalist in Generalist Space. Resources can also change their name as part of a life event action such as marriage, divorce, or legal separation.

  • For notifications to be sent when a name-change action is initiated, you must set up email automation for these actions. The actions that you can configure depend on whether your organization requires an approval process for name changes.

    See Enabling email action authentication.

  • For action reasons to be specified on Change Name actions, you must create action reasons with the subject HCMEmployeeActionRequestChangeName.

  • Administrators and generalists can specify name changes by making changes directly on the resource's record or using the Change Name action.

    If your organization does not require approval for name changes, you can open the resource's record and specify your changes on the At A Glance tab and click Save. You can also do this if your organization requires approval but you want to bypass the approval process. The changes are made immediately and are displayed to employees and managers. No email notifications are sent, even if email notifications are configured.

  1. Sign in as Administrator or Generalist.
  2. Select Resources > Resources
  3. Search for the resource.
  4. Right-click the resource and select Change Name.
  5. In the Effective Date field, specify the effective date of the name change.
  6. Specify the name change.
  7. Optionally, specify additional information about the name or marital status.
  8. Click Submit.
    The results of the Change Name action depend on whether your organization requires an approval process for name changes and whether email notifications are configured.

    • If your organization does not require approval, and you use the Change Name action, the changes are displayed immediately for several roles. These roles are Administrator, Generalist, Employee, and Manager.

      If email automation is configured for the Change Name action, notifications are sent to the resources on the To and Cc lines of the email template. If a supporting document is attached to the action, it is attached to the emails.

    • If your organization requires approval for name changes, and you use the Change Name action, the request is processed as if it had been requested by an employee or manager. The changes are not made immediately. To change the record, you must approve the request under Administrator Actions > Pending Requests or Generalist Actions > Pending Requests.

      See Processing pending requests for name change, address addition, or address change.

    • A Pending Name link is displayed next to the Change Name button on the resource's profile that is visible to the employee and manager. They can open the request, change the request, or cancel the request until the request is approved, canceled, or rejected.

    • If email automation is configured for a name change action, an email notification is sent when that action is performed by anyone. Actions are Request Change Name, Return Change Name, Cancel Change Name, or Approve Change Name. If a supporting document is attached to the action, it is also attached to the emails. The attached document is also visible to anyone with access to the pending request. The supporting document is discarded after the request has been approved, canceled, or rejected.