User provisioning configuration

You can create actors during hiring. You can specify how users are provisioned in the system.
When you select Provision During options, if all of these options are deselected, automated user provisioning through HR Talent is not enabled:
  • Provision During Hire
  • Provision During Rehire
  • Provision During Import

Configuring user provisioning information for automation

You must select at least one of the Provision During options.
  1. Select System Administration > Setup > User Provisioning.
  2. Click the User Provisioning tab.
  3. Specify this information:
    Organization
    Select this check box to configure user provisioning by organization.
    Provision Actor During Hire
    Select this check box to create user provisioning during the hiring process in Talent Acquisition.
    Provision Actor During Hire
    Optionally, select this check box to create user provisioning during rehiring process in Talent Acquisition.
    All user provisioning fields that are available on the Hire form are now available on the Rehire form. If the actor is disabled, this action enables the actor.
    Provision Actor During Import
    Select this check box to create user provisioning during employee import.
    When this check box is selected, the user can specify two default roles assigned to imported employees.
    Use Employment ID as Actor
    Optionally, select this check box to use an employment ID to create the actor.
    When you leave this check box blank, the administrator must manually specify a value in the Actor field. For example, a username on the hire/rehire form.
    Use OS Portal Create
    Optionally, select this check box to create a user in Infor OS.
    Note: User security BOD configuration is required.
    Use Employment ID As OS Portal ID
    Use an employment ID to create the Infor OS ID for the actor.
    When you leave this check box blank, the administrator must manually specify a value in the Infor OS ID field. For example, a username on the hire/rehire form.
    Number Of Roles On Form
    Select this check box to enable up to 20 roles on the hire/rehire form.
    Default Roles
    Select this check box to configure up to two default roles.

    These roles can be used on the hire/rehire form during the entry of hire data, and in Employee Import.

    Create Organization User Context
    Select this check box to create the User Context during the hire/rehire process, or in Employee Import
    Create Job Board User Context
    Optionally, select this check box to set the user's job board context during the hire/rehire process, or in Employee Import.
    Default Job Board
    Select the default job board assigned to users.
    This job board is used during the hire/rehire process, and in Employee Import.
    Use Position Roles
    Optionally, select this check box to use position roles in hire/rehire process, or in Employee Import.
    When you leave this check box blank, the position roles options are unavailable.
    Update Employees With Position Role Changes
    Optionally, select this check box to update
    When position roles are changed, you must update employee records with the changes.
    Create/Remove Roles During Transfer And Promote
    Optionally, select this check box to create and remove roles during the process of transferring or promoting an actor.
    Old default roles that do not apply to the new position are removed. New default roles are applied to the actor.
    Create Roles During Add Work Assignment
    Optionally, select this check box to create roles during the Add Work Assignment action.
    New default roles are added to the actor. Existing default roles are not removed.
  4. Click Save.

Setting up position roles

  1. Select System Administration > Setup > User Provisioning.
  2. On the Position Roles tab, assign roles to specific positions.

Viewing pending user provisioning records

When the future hire becomes current, all user roles are automatically provisioned, and the pending record is then deleted.

  1. Select System Administration > Setup > User Provisioning.
  2. Click Pending Provisioning.

Creating relationships to the organization

The resource relationship is a relationship of a resource to an organization. For example, a resource has a relationship to an organization as an employee, volunteer, seasonal, contractor, external recruiter, external trainer, and other resource relationships.

Anyone who works for the company in any capacity is defined as a resource.

  1. On the Infor HR Talent page, sign in as an administrator.
  2. From HR Administration, select Administration > Setup.
  3. In the Resource pane, click Resource Relationships.
  4. On the Relationships To Organization tab, click Create.
  5. Specify this information:
    Effective Date
    Specify the effective date of the resource relationship to the organization.
    Relationship to Organization
    Specify the name of the resource relationship to the organization.
    Description
    Provide a description for the relationship.
    If this field is blank, then the default description is the value of the Relationship to Organization field.
    Active
    Select this check box to make the resource relationship active. By default, the resource relationship is active. Clear this check box to deactivate the resource relationship.
    Relationship Type
    Select the relationship type of the resource to your organization.
    Candidate Display Indicator
    Select which candidates can view the resource relationship.
    Leave this field blank to make the resource relationship visible to all candidates.
  6. Click Save.

Creating relationship statuses

You can create all valid relationship status for each resource relationship to the organization.

You can require your organization unique relationship statuses for distinguishing these types of scenarios:
  • An employee who is on leave, but still receiving pay and benefits, versus an unpaid leave
  • A terminated employee from an employee on severance
  • Types of leaves (such as family leave or military)
  • Employees who are eligible for purging their data
  1. From HR Administration, select Administration > Setup.
  2. In the Resource pane, click Resource Relationships.
  3. Click Create.
  4. Specify this information:
    Relationship to Organization
    Select the resource's relationship to the organization.
    Effective Date
    Specify the effective date of the relationship status to the resource's relationship to the organization.
    Relationship Status
    Specify the relationship status.
    For example, an employee can have the statuses active, on leave, or terminated. A contingent worker can have only the statuses active or terminated. A consultant can have the status active or inactive. Define relationship statuses based on the Relationship to Organization field.
    Description
    Specify a description for the relationship status.
    Active
    Select this check box to make the relationship status active.
    The relationship status is active by default. Clear this check box to inactivate it.
    Headcount
    Select how the relationship status is considered in headcounts and turnover data.
    If your organization uses position budgets, the Headcount field on the relationship status determines whether the work assignment is included in budget counts.
    Select Active to include resources with this status code in headcounts.
    Select Not Active to include resources with this status code in headcounts.
    Use a Not Active count value for an extended leave, such as short-term disability.
    Select Excluded to exclude resources with this status code from headcounts. If you select Excluded, the resources do not display in directory search results. For example, use Excluded for terminated employees.
    If the Headcount field on the relationship status or assignment type is changed, the user must run the action to rebuild the budget counts for any active position plan.
    See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select User > Position Monitoring > Setting up Position Monitoring as a position budget manager > Activating or inactivating budget plans > Rebuilding your budget counts.
    Inactivate Work Assignment
    Select this check box to configure that an employee no longer has access to their current work assignments.
    You can select this check box for an inactivated, suspended, or terminated resource.
    Do not check this box for resources with a pending termination relationship status.
    If you change a resource from a relationship status where work assignments are inactivated to another status where this check box is cleared, you must manually reactivate the work assignments that must continue.
    Termination Type
    Select Involuntary or Voluntary.
    If Termination Type does not apply to the selected Relationship Status, leave this field blank. Termination Type is included on the Leavers Turnover Report and available in Analytics data.
    Purge Eligible
    Select this check box to indicate that employees with this relationship status are eligible for data purge or anonymization.
    Actor and Roles
    Select an option to indicate the actions that occur when an employee moves to this relationship status.
    Select No Changes to keep the actor and roles unchanged.
    Select Inactivate Actor to deactivate the actor linked to the employee. The roles remain unchanged.
    Select Delete Roles to delete the roles that are associated with the actor. The actor remains active. If security BOD processing is enabled, this action publishes a BOD. Infor Financial Services processes the BOD and deletes the user roles that correspond to the actor role.
    Select Inactivate Actor and Delete Roles to deactivate the actor and delete the roles.
    End Bank Details
    Select this check box to deactivate the bank detail records for employees with this relationship status when they are terminated.
    For comparison, consider these two relationship statuses:
    • In the first relationship status, bank detail records are deactivated when employees are terminated.

      Select the End Bank Details check box for this status.

    • In the second relationship status, bank detail records remain active when employees are terminated.

      Do not select the End Bank Details check box for this status.

    HIPAA Employment Code
    Select the Health Insurance Portability and Accountability Act employment code of the resource.
    Update Open Appraisal
    Enable the Update Open Appraisal Status feature toggle.
    See the Infor HR Talent User and Administration Library (Cloud and On-premises) and select Administrator > HR Talent Setup and Administration.
    Select this check box to automatically update the status of an employee’s open appraisal when you change the employee’s relationship status. When enabled, the system applies your configured rules for timing, status, and comments to open appraisals.
    Days After Status Changed
    Specify the number of days after an employee’s relationship status changes before the system updates the open appraisal.
    You can control when the update takes effect.
    New Status
    Select the status that the system applies to the open appraisal after the relationship status changes.
    Update Comment
    Provide a comment to explain the reason for the appraisal update. The comment is recorded in the audit log and displayed in the consolidated appraisal report.
    Cancel Open Appraisal
    Optionally, select this check box to cancel employee appraisals during the termination process.
    This check box is available only to users with the Administrator, HRGeneralist, or HRGeneralistActorOrgUnit roles.
    Days After Termination
    Optionally, specify the number of days after termination approval during which you can cancel appraisals.
    The option is only visible to users with the Administrator, HRGeneralist, or HRGeneralistActorOrgUnit roles.
  5. Click Save.

Creating a single employee in Infor HR Talent

  1. In the Infor HR Talent web application, select Administrator.
  2. Select More... > Resources > Hire a Resource.
    The Request To Hire A Resource window is displayed.
  3. Specify this information:
    Effective Date
    Specify the start date for this resource.
    Reason
    Specify the reason for the resource addition.
    Resource Being Replaced
    Specify the resource being replaced.
    Employment ID
    Specify the employment ID.
  4. Specify Name information:
    First Name
    Specify the new resource's first name.
    Middle Name
    Specify the new resource's middle name.
    Last Name
    Specify the new resource's last name.
    Suffix
    Specify the suffix to the new resource's name.
    Professional Designation
    Specify the new resource's professional designation.
    Preferred First Name
    Specify the new resource's preferred first name.
    Preferred Last Name
    Specify the new resource's preferred last name.
  5. Specify General information:
    Home Country
    Specify the new resource's home country. This field defaults to the organization's home country.
    Relationship To Organization
    Specify the new resource's relationship to the organization.
    Relationship Status
    Specify the status of the new resource's relationship to the organization.
    Work Type
    Specify the new resource's work classification.
    Select the Working Remotely check box to indicate the new resource works remotely from the organization.
    Legacy Employment Number
    Specify the new resource's legacy employment number, if it exists.
  6. Specify Hire Source information:
    Source
    Select the source of the new resource from the drop-down menu.
    Specific Source
    This field is populated by the choice in Source. To change the entry, click the specific source of the new resource from the drop-down menu.
    Referring Source
    Specify the source that referred the new resource, if it exists.
  7. Specify Personal Information:
    Identification Number
    The first field defaults to the organization's home country. Specify the country, if necessary. Then specify the new resource's identification number.
    Issue Date
    Specify the identification issue date.
    Expiration Date
    Specify the identification expiration date.
    Gender
    Select the gender of the new resource from the drop-down menu.
    Ethnicity
    Select the ethnicity of the new resource from the drop-down menu.
    Select the Hispanic Or Latino Origin check box to clarify the new resource's ethnicity.
    Nationality
    Select the nationality of the new resource from the drop-down menu.
    Nationality Country
    Select the nationality country of the new resource from the drop-down menu.
    Veteran Code
    Click the search icon in the field to specify the new resource's veteran code, if it exists.
    Protected Veteran Status
    Select the protected veteran status of the new resource from the drop-down menu.
    Marital Status
    Select the marital status of the new resource from the drop-down menu.
    Birthdate
    Specify the new resource's birth date.
    Point Of Origin
    Specify the new resource's point of origin.
  8. Specify Dates information:
    Start Date
    Specify the new resource's start date.
    Adjusted Start Date
    Specify the new resource's adjusted start date.
    First Date Worked
    Specify the new resource's first day.
    Anniversary
    Specify the new resource's anniversary date.
    Seniority
    Specify the new resource's seniority.
  9. Specify Work Assignment information:
    Assignment Type
    Select the new resource's assignment type from the drop-down menu.
    Position
    Specify the new resource's position.
    Job
    This field is populated by the choice made in the Position field.
    Legal Entity
    Specify the new resource's legal entity.
    Cost Center
    Specify the new resource's cost center.
    Project
    Specify the new resource's project.
    Location
    Specify the new resource's location.
    Preferred Job Title
    This field is populated by the choice in the Position field. Specify the new resource's preferred job title, if necessary.
    Work Schedule
    Select the new resource's work schedule from the drop-down menu.
    Shift
    Specify the new resource's shift, if necessary.
    Union
    Select the new resource's union affiliation from the drop-down menu.
    Bargaining Unit
    Select the new resource's union bargaining unit from the drop-down menu.
  10. Specify Manager Information:
    Direct Manager
    Specify the new resource's direct manager.
    Dotted-Line Manager
    Specify the new resource's dotted-line manager.
    Is A Manager
    Specify the type of manager, if the new resource is a manager.
  11. Specify Provisioning information:
    Actor
    Specify the new resource's actor ID. If is configured to use the employment ID as the actor ID, this field is pre-populated.
    Roles
    Specify the new resource's roles. The number of fields in this section limit the number of roles you can assign to the new resource.
  12. Specify Trial Period information:
    Trial Period
    Select the new resource's trial period duration from the drop-down menu.
    Trial Period End Date Override
    Specify the end of the new resource's trial period, if the date does not correspond to the date calculated by the Trial Period field.
  13. Specify Payroll information:
    Primary Payroll Country
    Specify the new resource's primary payroll country.
    Payroll Provider
    Specify the new resource's payroll provider.
    Tax information
    Specify the Tax Group.
    Specify the new resource's Primary Work State, Workers Compensation State, and Primary Tax Province.
    Tax authorities
    Specify the new resource's Primary Work County, Primary Work City, Resident City, and User Level. Select the new resource's Automatic Time Record and Automatic Deposit from the drop-down menus. Specify the tax Amount.
    Time record thresholds
    Specify the new resource's Percent Above, Amount Above, and Hours Above.
    Project
    Specify the new resource's project.
  14. Specify Compensation information:
    Pay Rate
    Specify the new resource's pay rate.
    Pay Rate Currency
    Specify the currency used for the pay rate.
    Step And Grade Schedule
    Specify the step and grade schedule to be used for the new resource.
    Grade
    Specify the new resource's compensation grade.
    Step
    Specify the new resource's compensation step.
    Pay Rate Type
    Select the new resource's pay rate type from the drop-down menu.
    Number Of Months
    Specify the number of months for the new resource's compensation.
    Pay Frequency
    Select the new resource's pay frequency from the drop-down menu.
    Payment Schedule
    Click the search icon in the field to specify the new resource's payment schedule.
    Full Time Equivalent
    Specify the new resource's full-time equivalency.
    Full Time Annual Hours
    Specify the new resource's full-time annual hours.
    Exempt From Overtime
    Select the new resource's overtime exemption status from the drop-down menu.
  15. Specify Pay Elements information:
    This section contains the pay element groups for the new resource. To add a pay element group, click Add and provide the compensation information.
  16. Specify Compensation Analysis information:
    Salary Structure
    Specify the new resource's salary structure.
    Geographic Differential Code
    Specify the new resource's geographic differential code.
    Salary Structure Grade
    Click the search icon in the field to specify the new resource's salary structure grade.
  17. Specify Other Amounts information:
    This section contains other monetary amounts for the new resource. To add an amount, specify a number, and click the search icon in the field beside it to specify the amount's currency.
  18. Specify Other Pay information:
    This section contains the other pay rate groups for the new resource. To add a pay rate group, click Add and provide the pay rate information.
  19. Specify Allowances information:
    This section contains the allowance groups for the new resource. To add an allowance group, click Add and provide the allowance information.
  20. Specify Work Assignment Comments information:
    This section contains comments on the new resource's work assignment. Specify comments in the field provided.
  21. Specify Contract information:
    Reason For Contract
    Specify the reason for the new resource's contract.
    Contract Type
    Select the new resource's contract type from the drop-down menu.
    Contract Number
    Specify the new resource's contract number.
    Begin Date
    Specify the new resource's contract start date.
    Duration
    Specify the duration of the new resource's contract. Select the duration units from the drop-down menu.
    End Date
    Specify the new resource's contract end date.
    Contracted Time
    Specify the contracted time. Select the time units and frequency from the drop-down menus.
    Contractual FTE
    Specify the contractual FTE from the drop-down menu.
    Renewal Notification Date
    Specify the new resource's contract renewal notification date.
    Renewal Date
    Specify the new resource's contract renewal date.
  22. Specify Address information:
    Country
    Specify the new resource's country. This choice opens up these fields. Some fields depend on the country chosen.
    Street Address
    Specify the new resource's street address.
    City
    Specify the new resource's city.
    State/Province
    Specify the new resource's contract state or province.
    Post Code
    Specify the new resource's postal code.
    Region
    Specify the new resource's region.
    County/District
    Specify the new resource's county or district.
  23. Specify Contact Information:
    Country Code
    Specify the country code for the new resource's phone number.
    Phone Number
    Specify the new resource's phone number.
    Ext.
    Specify the new resource's phone number extension.
    Select the Preferred Phone Contact check box to indicate that this number is the new resource's preferred phone number.
    Select the Used As Work Phone check box to indicate that this number is the new resource's work phone number.
    Email Address
    Specify the new resource's email address.
    Select the Preferred Email Contact check box to indicate that this address is the new resource's preferred email.
    Select the Used As Work Email check box to indicate that this address is the new resource's work email.
    Alternate Email Address
    Specify the new resource's alternate email address.
    Select the Preferred Email Contact check box to indicate that this address is the new resource's preferred email.
    Select the Used As Work Email check box to indicate that this address is the new resource's work email.
  24. Specify Benefit Enrollment information:
    Enrollment Event
    Specify the event that triggered the new resource's benefit enrollment.
    Event Date
    Specify the effective date for the new resource's benefits.
  25. Specify Action Comment information:
    This section contains comments on the new resource's hire action. Specify comments in the field provided.
  26. Specify Attachment information:
    This section contains other attachments for the new resource. To add an attachment, specify a description of the file, then click the file icon in the field beside it to find and attach the file.
  27. Click Submit. You are now ready to perform verification and other final steps.

Verifying and completing the new hire request

When the hire request was submitted, it was likely routed through an approval process. When the approvals are complete, you can finish adding the employee.
  1. Verify that the approvals are completed. In , access My Actions and select the My Open Request Actions tab.
  2. To bypass the approval process, right-click the Hire Resource request and choose Manual Complete.
  3. Select Resources > Resources.
  4. Search for the name of the employee you added and verify that it appears.

Creating the data load file

  1. Using the file layout provided with the file layouts spreadsheet for the product, which can be obtained from Infor Concierge, create Excel files, and save them in CSV format. Save the file as EmployeeImport.csv.
  2. Optional: To minimize processing time, add a column to the spreadsheet with the label "DataImport" and set the value to "true". The data load then skips the step for building the index for the imported data and improves data load performance time.
    Note: After you have imported data with a spreadsheet with the DataImport column set to "true," you must go to the Rebuild Maintenance menu and run the rebuild programs available under Admin > Utilities. The data load guide provides additional information.

Loading employee records in HR Talent

  1. Log in as an administrator.
  2. Select Administrator > Utilities > Data Load Programs > Employee Employment.
  3. Select Employee Import.
  4. Optionally, to validate the records you are going to load, select Actions > Validate All Records.

    Records in error display the "Has Error" message. Ccorrect all errors before continuing.

    The Validate All Records action issues an error:

    • When a record is missing a batch number or effective date

    • When an employee number is referenced in more than one batch

      Note: 

      It is preferable to load all records for the same employee with one batch.

  5. To load all records in a batch, select Actions > Create All Employees, enter the batch number and click OK.

    or

    To load a single record, highlight an employee and select Actions > Create Single Employee.

    Note: If an employee has multiple records, you must load the records in effective date order starting with the oldest date. Loading the records in any other order results in errors.

    All records that are loaded successfully disappear from the list; only error records remain.

    Note: 

    • If multiple errors exist in one record, only the first error message appears on the list. If another error still exists after you correct the first error, it will be caught the next time you run the Create action.

    • If you are loading multiple records for one employee and there is an error in one of the records, the record in error displays. The other records display as unprocessed. After you correct the error, you can reprocess all the records.

  6. To correct a record that has an error, open the record, modify or add information and save.
  7. Click the Create All Employees or Create Single Employee action again to load the remaining records.

Importing users into the operating system

You can load HR Talent and Financials & Supply Management users in Infor OS.

For more information on importing users, see the Infor OS User and Administration Library (Cloud) and select Administrator > Infor Ming.le > Manage Users > Users > Importing users.

  1. Create a CSV or XML import file containing the user information to include.
    The CSV file must contain a header.

    See User provisioning.

  2. From Infor OS User Management,

Querying context property records

f you are mass-loading actor context property records into your system, you must query context property records to locate the unique ID and key field records. The results of the query are loaded in the next task.
Before you perform this procedure, these structures must already exist:
  • EnterpriseGroup
  • FinanceEnterpriseGroup
  • HROrganization
  • A Context Property must be created for each of them
  1. If Excel is not running, launch it.
  2. In Excel, select the Infor tab.
  3. Select Insert Query.
  4. Government Cloud customers, launch by specifying a server URL in this format: <prefix>-<customer>-<environment type>.<hosted zone>

    where

    • <prefix> = gen
    • <tenant> = the customer name
    • <environment type> = tst, stage, prd (and so on)
    • <hosted name> = tam.inforgov.com

    Example:

    gen-tenant-tst.tam.inforgov.com

  5. Other customers (not Government Cloud), launch the Infor multitenant system by specifying a server URL in this format: https://gen-<tenant>-<type>.<domain>.com

    where

    • <tenant> = your tenant name
    • <type> = the type of tenant, for example, TST, STAGE, PRD
    • <domain> = the domain where your tenant is installed, typically, inforcloudsuite.com
  6. Click Connect.
  7. Select the application data area for adding the actor context: <tenant>_<type> ._fsm or <tenant>_<type>._hcm.

    where

    • fsm is used for
    • hcm is used for
  8. On the Insert Business Class Query dialog box, select the Context Property business class.
  9. Select the fields ContextProperty and KeyField and click Insert.
  10. Click Refresh to pull the data into the spreadsheet.
  11. In the list of returned records, cut the KeyField column and insert it into column A. This makes the column available for a VLookup to be used in the next task.
  12. Name the tab ContextProperty. You are now ready to upload actor context records.

Uploading actor context records

After you have compiled the actor context records, you must upload them to Infor Spreadsheet Designer (ISD).
  1. From ISD, create a new tab and name it ActorContext.
  2. Click Insert Upload.
  3. Select the application data area for adding the actor context: <tenant>_<type>_fsm or <tenant>_<type>_hcm.
  4. Specify these upload properties:
    • Business Class: Select the Actor Context business class
    • Action: Select Create
    • Field Map: Select ActorContextProperty and Value
  5. Add a column between ContextProperty and Value and name it ContextProperty.KeyField.
  6. Click Reset Mapping.
  7. Populate the spreadsheet with your list of actors and the data in ContextProperty.KeyField and Values. One way to do this is to add all actors for a single KeyField, then adding the vlookup formula (step 11), then adding all actors for the next KeyField and so on.
  8. Add a formula to all fields in the ContextProperty column for a vlookup. Specify: =VLOOKUP([@[ContextProperty.KeyField]],LISTMAP_TABLEContextProperty,2, FALSE).
  9. When all data is added, go to the Infor tab and click Upload.
  10. Validate the records by launching or by going to the ActorContext list URL: https//gen-<tenant>-<type>.inforcloucsuite.com/fsm/web/List/ActorContext .

Mass linking actor/agent records in Infor HR Talent

  1. In Infor Spreadsheet Designer, run a query of the Agent business class, selecting all fields.
  2. Delete the query from within the spreadsheet.
  3. Insert an Upload into the spreadsheet for the Agent business class.
  4. Select Link to Actor as the action. This adds an additional field called Actor to the spreadsheet.
  5. For each record, populate the Actor field with the relevant information.
  6. Perform an Upload procedure.