Employee Managed Work Locations

Note: This business process is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.

The Employee Managed Work Location extension empowers employees to manage their own job transfer sets.

Leveraging the known locations configuration, this extension allows employees to add jobs to, or remove jobs from their Employee Job Transfer Set (EJTS). Managers only need to approve or deny the employee’s selections.

The extension offers employees the flexibility to:

Add jobs to their EJTS that match other jobs already in the set; or add other jobs configured within a requested location.
Remove existing jobs from their EJTS.
Conduct radius-based searches that utilize miles or kilometers to identify potential locations.
Control the number of business structure levels that display on task forms.

Two distinct flows make up the business process:

Add locations — Upon manager approval, selected jobs are added to the EJTS.
Remove locations - Upon manager approval, selected jobs are removed from the EJTS.

Note: You must assign a unique Employee Job Transfer Set to each employee in order to take advantage of this extension.

UKG Pro Workforce Management™ configurations

Organizational Set: Create an organizational set; move all organizational groups to the Used In area.
See the Organizational Sets topic.
Known Places: Create known places that contain the latitude and longitude of all locations, including primary jobs. Enter appropriate values for Radius and GPS Accuracy Threshold. Select Require any assigned validation(single factor) and GPS from the Validation Order list.
See the Known Places topic.
Note:
As a best practice when configuring Known Places, select the node which is one level higher than the job in the business structure.
Workflow notifications: Configure generic workflow notifications that facilitate the Employee Managed Work Locations process. Design the notifications by combining free text with available custom tags.
See the Generic notifications topic.
Examples include:

Name: Employee Managed Work Locations Notification — Employee

Custom Tag options:
Tag	Description
<AddedLocation>	All jobs added to the job transfer set.
<RemovedLocation>	All jobs removed from the job transfer set.
<DeclinedLocation>	All jobs that the reviewer declined to add or removed from the job transfer set.
<ManagerComments>	Reviewer comments selected during approval or rejection of the job action request.
<EmployeeComments>	Employee comments selected during request to add or remove jobs.

Name: Employee Managed Work Locations Notification — Manager

Custom Tag options:
Tag	Description
<EmployeeName>	Employee requesting the addition or removal of jobs in the transfer set.
<AddedLocation>	All jobs added to the job transfer set.
<RemovedLocation>	All jobs removed from the job transfer set.
<DeclinedLocation>	All jobs that the reviewer declined to add or removed from the job transfer set.
<ManagerComments>	Reviewer comments selected during approval or rejection of the job action request.
<EmployeeComments>	Employee comments selected during request to add or remove jobs.

Caution:

Custom tags are case-sensitive and must not be modified.
Each workflow notification should be configured with options: Recipient List will be supplied at runtime, Send to employee, and Do not suppress duplicates.

Reviewer List: Create a reviewer list that contains no more than one reviewer, and then assign the list to employees.
See the Reviewer Lists topic.
Symbolic Purpose: Create a symbolic purpose with the reviewer override type. Assign it as the Reviewer Override in people information.
See the Configure Reviewer Lists using Symbolic Reviewers topic.
Process Profile: Create a process profile. Move the business process from the Available Items to the Selected Items list. Assign the profile to the reviewer and employees.
See the Process Profiles setup page topic.

Configure the Employee Managed Work Locations process model

Version history

Version history
Version	Description
1	Initial release. With management approval, allow employees to add or remove jobs from the existing job transfer set assignment.

Migrate the business process model to the tenant

Migrate the Employee Managed Work Locations process model to the customer tenant using Setup Data Manager (SDM).

Log in to the appropriate tenant.
Go to Main Menu > Administration > Setup Data Manager.
Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.
Click Tap Review and Publish. The Publish Summary panel appears.
Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.
Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.
To view details, click tap the appropriate row and click tap View Selected.
On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.

Configure the decision tables

Configure the Employee Managed Work Locations decision tables.

Note: Decision tables are configurable based on user requirements and can be changed accordingly. These tables are dynamic and can be updated at any time without redeployment of the process model.

Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.
Select the EmployeeManagedWorkLocations process and click tap Edit . The process model enters edit mode.
Select the Decision Tables tab.
Click Tap Everyone's, and then select the decision table to edit.
Click Tap Decision Table Editor to add or update the rows in the table.
Click Tap Save and close.

Caution: Values entered in the decision tables are case-sensitive, and must match configured values in UKG Pro Workforce Management™

Edit the following decision tables:

EmployeeManagedWorkLocations_v1_InternalParameters — Controls internal managed work locations parameters.

Employee Managed Work Locations Internal Parameters decision table
Column	Description	Default value
Admin	Internal user; do not change.	SERVICES-LEVEL3
EmployePersonNumberVariableKey	Internal Activiti variable that retrieves the initiator's person number.	initiator
SymbolUnicode	Displays the Unicode character that corresponds to each location and job on the user task form. For additional Unicode characters, refer to `https://www.w3.org/TR/xml-entity-names/025.html`	U+2022

EmployeeManagedWorkLocations_v1_Parameters — Controls the managed work locations process.

EmployeeManagedWorkLocations Parameters decision table
Parameter	Description	Default value
EmployeeNotification	Detailed notification sent to the employee upon completion of job transfer set updates.	Employee Managed Work Locations Notification — Employee
ReviewerNotification	Detailed notification sent to the reviewer upon completion of job transfer set updates.	Employee Managed Work Locations Notification — Manager
RadiusUnit	Radius unit definition. Supported values include: Kilometer Miles	Kilometer
DisplayAllJobs	Determines the presentation of jobs on user task form. Supported values include: Yes: Displays all jobs in a location. No: Display jobs that match jobs in the employee job transfer set.	Yes
ReviewerOverride	The name of the Symbolic Reviewer configuration that the process uses to determine the appropriate reviewer when the employee submits a request.	Employee Managed Work Locations
OrgPathLevelsToDisplay	Determines the number of business structure levels to display.	3
NotificationLocationValuesDelimiter	Identifies the separator that displays between multiple locations in notifications. Supported values include: \|\| null	\|\|

EmployeeManagedWorkLocations_v1_Locale — Allows customization of the text in the workflow form and notifications for different locales.

Employee Managed Work Locations Locale decision table
Variable name	Variable type	Description
Key	Text	Internal field label; do not change.
Locale Policy	Text	Name of the locale policy for which the text applies. When the text applies to all locales, retain the empty value.
Message	Text	Text displayed in the workflow form or notification.
Description	Text	(Optional) Additional information.

Note:

Localization of business process workflows remains optional, but is supported.
The decision table holds all messages represented with standard English labels; these apply to all locales when the Locale is set to a wildcard (*).
Some or all messages can be translated by adding lines to the table in their preferred translation for specific locales. Messages for the most commonly used Locale Policy should be defined at the top of the decision table. Text within tags ("<>") must not be changed.
Names of the parameters in the decision table column Parameter Name must be used as is. If any parameter value needs to be localized for a different Locale Policy, copy the Parameter Name with the * Locale Policy, add a new row to the decision table with the appropriate Locale Policy, and then add the localized values in the Message column.
The last row in the decision table must remain empty ("!=empty".)

Key parameter names
Key parameter name value	Description
Label_Form1SummaryHeader	Summary header label on the first form.
Label_PrimaryJob	Primary job label in the summary section on the first form.
Label_Form1RadioHeader	Radio button header label on the first form.
Label_Form1Radius	Radio button label on the first form.
Label_Form1Button	Next button label on the first form.
Label_RemoveLocations	Remove locations label on the first form.
Label_AddLocations	Add Locations label on the first form.
Label_Form2LocationHeader	Location header label on the second form.
Label_Form2LocationMatchPrimaryJob	Match My Primary Job check box label on the second form.
Label_Form2LocationButton	Next button label on the second form.
Label_Form3AddJobHeader	Add locations label on the third form.
Label_Form3AddJobButton	Submit button label during add job action on the third form.
Label_Form4RemoveJobHeader	Remove Job header label on the second form.
Label_Form4RemoveJobButton	Submit button label during remove job action on the second form.
Label_Form1FormLoadMsg	Load message label on the first form.
Label_FormReviewerButton	Reviewer button label to approve the jobs on the reviewer form.
Label_FormReviewerAddHeader	Add locations label on reviewer form.
Label_FormReviewerRemoveHeader	Remove locations label on reviewer form.
Label_FormReviewerEmployeeComment	Employee comment label on reviewer form.
Label_FormReviewerComment	Manager comment label on reviewer form.
Label_RadiusMiles	Miles radius label on first user form.
Label_RadiusKilo	Kilometer radius label on first user form.
Label_FormEmployeeComment	Employee comment label on each user task form.
Label_GoBackRadioButton	GoBack radio button label on each user task form.
Label_ErrorFormButton	Error label on each form.
Message_NoRadiusForAdd	Message that displays when radius is not provided during add locations on the first user form.
Message_NoLocationToRemoveInEJTS	Message that displays when location does not exist under the job transfer set on the first user form.
Message_NoLocationSelected	Message that displays when location is not selected on the user task form.
Message_NoJobsAvailableToAdd	Message that displays when jobs are not available to add on the user task form.
Message_NoJobsSelected	Message that displays when jobs are not selected on the user task form.
Message_LocationSelectionThreshold	Message that displays when the location selection exceeds the configured threshold.
Error_MissingParameterDT	Error message that displays when a parameter is missing from the decision table.
Error_LocationCountThreshold	Error message that displays when the number of known places exceeds the threshold.
Error_PrimaryJobCoordinatesNotFound	Error message that displays when a primary location with coordinates is not configured in known places.
Error_ReviewerAndReportsToNotPresent	Error message that displays when an employee does not have Reviewer and Reports To assignments.
Error_ReviewerInvalid	Error message that displays when the reviewer is invalid.
Error_ReviewerCountInvalid	Error message that displays when more than one reviewer is assigned in the Reviewer List.
Error_InactiveReviewerList	Error message that displays when the reviewer list is not active.
Error_ApiFailure	Error message that displays when the API call fails in the workflow.
Error_ScriptFailure	Error message that displays when the script is fails in the workflow.
Error_NoReviewerPurpose	Error message that displays when the reviewer override is not found.
Error_NoEmployeeJobTransferSet	Error message that displays when the employee job transfer set is not found.
Error_InvalidInputParameters	Error message that displays when invalid input parameters exist in the decision table.
Error_IncorrectCodePoint	Error message that displays when invalid Unicode exists in the decision table.
Error_BlankRadiusAdd	Error message that displays when the radius is not provided during add locations on the first user form.
Error_EjtsBlankRemove	Error message that displays when a location does not exist under job transfer set during remove action.

Deploy the updated business process model

Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.

Model deployment steps:

Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.
Select the EmployeeManagedWorkLocations_v1 model.
Click Tap Edit, and then configure the deployment dates and required parameters, such as: Hide from Action List and GoTo List; Show from the Tile List.

Caution: Do not make a selection in the Template Categories list.
Click Tap Save, and then select Return to deploy.

APIs

API details
API Name	Type	Resource Path	Description
Retrieve Persons	POST	/v1/commons/persons/extensions/multi_read	Returns multiple person records based personid or personnumber.
Retrieve Location sets by List	POST	/v1/commons/location_sets/multi_read	Returns organizational map groups (location sets) according to a list of groups data.
Retrieve Known Places	POST	/v1/commons/known_places/multi_read	Returns one or more known places by ID, name, or OrgJob (a location on the Business Structure).
Retrieve Reviewer List by ID	GET	/v1/commons/reviewer_lists/{ID}	Returns a reviewer list by ID.
Create or Update Location Set	POST	v1/commons/location_sets/apply_upsert	Creates or updates a location set.
Retrieve Locations	POST	v1/commons/locations/multi_read	Returns organizational map locations. Search data includes query info, date, location set, descendants, parent, ancestors, or children.
Retrieve People Information Profile by ID	GET	/v1/commons/persons/{id}	Returns a People Information Profile by ID.
Retrieve all Known Places or by specification	GET	v1/commons/known_places?allDetails=true	Returns a list of all known places if no query parameter is specified, or by employee ID, person number, or persistent ID.
Retrieve User Preferences for current user	GET	v1/commons/user_preferences/locale_policy?userCurrent=true	Returns user preferences for the current user.
Private API			Generic Notification Notify API
Private API			Personality Multiread API