Business Requirement
Many a times there are scenarios where in whenever some specific changes are been made to Employee Record (be it via ESS(Employee Self Service) , MSS(Manager Self Service) or via HR Admin) the details should be send to a specific distribution list.
For example-
Last Name change after marriage. Changes made by employee should be send to a specific team who will generate an authorized letter stating new name. For this the said team should be notified whenever such changes happen.
These kind of notifications/emails were very easy to send in traditional ERP ( E-Business Suite in particular) by writing custom PLSQL programs which used to compare the new and old values of the attributes and then send the output as an attachment to a specific email-id (distribution list).
In a SaaS Environment one does not has the flexibility of using custom PLSQL program but although the technology has changed over the period of time the Business Requirement still remains the same, which means that there still is a need to send the details to the specific set of individuals. This can be accomplished by using a Changes Only HCM Extracts. In a change only HCM Extract we set the “Marked for Changes” property of an Extract Attribute as Checked or Unchecked. If checked than changes made to the data column are reflected in Extract.
Human Capital Management Integration Specialist Job Role is required to create Custom HCM Extracts
Let-us try to demonstrate this with a worked example
Worked Out Example
For this example, we would create a very simple changes only extract which would comprise of the following attributes:
Extract Attributes |
PersonNumber |
PersonID |
PersonNameEffectiveStartDate |
PersonNameEffectiveEndDate |
PersonFirstName |
PersonMiddleName |
PersonLastName |
We would use the following details to create the HCM Extract
Extract Name |
Employee Name Change Extract |
Extract Type |
Full Profile |
Parameters |
|
User Entity |
PER_EXT_PAY_EMPLOYEES_UE |
Threading Database Item |
Extract Employee Person ID |
Threading Action Type |
Object Actions |
Once done the HCM Extract definition would appear as below:
Setting Up Email as Delivery Option
We need to do some specific setups to ensure that the HCM Extract Data is send as an attachment to a specific email id.
Choose “Email” as the Delivery Option and fill the following details
Property |
Value |
Run Time File Name |
EmployeeNameChangeDetails_RunTImeFileName |
Key |
1 |
Email Address |
<any valid email-id> |
From |
This email address is being protected from spambots. You need JavaScript enabled to view it. |
Subject |
EmployeeNameChangeDetails |
Message Body |
Please find file attached. |
The screens when populated will appear as below:
Submitting the Extracts
Next we can submit the extracts using the correct parameters. For this example, we have submitted the Extract with parameter values of Changes Only as ATTRIB_OLD and Effective Date as 10.10.2017
Verifying Results
From the above snapshot we could see that the Extract was successfully submitted and the same got completed too. As a result we should get an email with an attachment.
Notice that the Subject Line, FromEmail, MessageBody and FileName are exactly the same as we mentioned during configuration at the time of defining Extract Delivery Option Additional Details.
If we open the download the attachment we should be able to view the data in XML format too as shown
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