GTOR Document Attachment with DMP

Note: These business processes An organized flow of activities or tasks that achieves a business goal. An automated business process minimizes the amount of paperwork and manual tasks to complete that process by way of automatic actions, online forms, and automatically generated messages. belong to 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.

Many organizations allow employees to submit absence requests using global time-off requests Request subtypes that employees use to request time off for vacation, illness or recovery, appointments, personal time, or other absences. Time-off requests can be configured to support many different employment scenarios. (GTOR). In some cases, supporting documentation is required to justify the absence request before it can be submitted for approval. The GTOR Document Attachment with Document Management Platform (DMP) extension offers a seamless user experience that provides document upload, retrieval, and review capabilities through the My Teams Documents workflow.

Native to UKG Pro Workforce Management and UKG Pro, the DMP is a storage platform best suited when only basic document storage is required. Each customer storage bucket automatically creates the first time that the workflow runs on the customer tenant.

GTOR Document Attachment with DMP primarily applies to use cases such as when an employee is required to upload a doctor certificate when requesting sick leave. While no scanning is performed on the uploaded document to verify whether it contains sensitive information, guardrails empower customers to handle local law restrictions, such as data privacy considerations for Europe. Guardrails include:

  • Disclaimer during document upload.

  • Disclaimer during absence request approval.

  • Document deletion from the DMP upon absence request refusal.

  • Ability to exclude specific locations or locations identified by a wildcard.

Available workflow options include:

  • Duration-based document justification — some absences need document justification, but only when the requested absence period exceeds a certain number of days.

  • Flanking public holiday document justification — to prevent exploitation for certain absence types, document justification is required when the absence date is adjacent to a public holiday, regardless of other settings.

  • Granular control — customers can optionally finetune whether restrictions, such as primary job or accrual profile, further limit when document justification is required. For example, different minimum durations can be based on the business unit (from the primary organization to a specific job) to which an employee belongs or an accrual profile assigned to an employee. Wildcard entries are supported in each case.

    The most restrictive model prevents the request from proceeding through the approval sequence Requests can be configured to require approval by a series of people. Example: A time-off request goes first to the manager, then to human resources, and finally to another supervisor. Each must approve the request. until the justification document is provided. Alternatively, requests can proceed through the approval sequence without documentation, however, manager follow-up is needed to verify whether the document is submitted.

  • Request routing — the workflow references the reviewer list selected in the approval settings assigned to the request subtype Classifications of schedule requests from employees. to route the request to the appropriate stakeholders. The reviewer override option in the request subtype allows the use of a different reviewer list when the request is made by specific employees. Symbolic purpose and override reviewer list must be configured in the employee’s People Information record to use this feature.

Document access in the DMP is controlled based on persona:

Employee: After the workflow confirms the existence of an employee license, the employee user is given access to view and delete their own uploaded documents.

Manager: The workflow next checks for the existence of a manager license. Manager users are not only granted access to their own uploaded documents, but to those uploaded by employees who belong to their employee group and for whom they were a stakeholder during the approval process. Some absence requests, such as long-term sickness requests which are routed directly to the Human Resources (HR) administrator, are excluded from review and access by the manager.

Document Administrator: When the workflow finds a manager role assignment in a manager’s People Information record, access is granted to all documents for employees in the manager’s employees group. This access is granted regardless of whether the manager was a stakeholder during the approval process. The Document Administrator persona is primarily designated for HR users who require access to all documents for every employee.

Employee

  • Upload a document

When the employee submits an absence request that requires document justification, an information message prompts the employee to check Control Center for an assigned task. The absence request is then suspended.

The employee navigates to Control Center and uploads the necessary document using the assigned workflow.

  • Manage uploaded documents

All users can access the Document Store by way of My Business Processes. The workflow displays the five most recently uploaded documents for the user, and then presents the following options: View, Delete, and Search more.

  • Delete uploaded documents

Users always have the option to delete a document. For example, in the event an incorrect document was uploaded. Before confirmation of the delete, the user receives warning that the delete action is irreversible.

Manager

  • Absence requests awaiting document upload

Requests display in the Schedule Planner with a suspended status until the employee uploads the necessary document. The workflow adds a document pending schedule tag A graphic on the schedule that identifies a specific characteristic that applies to a specific employee on a specific day. Not a shift or a pay code. Example: On call. indicating that the employee’s task is not yet complete.

  • Absence request ready for review

After the employee completes the document upload, the schedule tag changes from Document Pending to Document Provided, and the manager is assigned a task in Control Center to review and approve the request. Manager, also known as stakeholders, must review the document before giving approval; this can only be done from the workflow task.

Caution: Requests that require document justification must be approved from the workflow task workspace. They cannot be approved from Schedule Planner or the notification. Approval options are unavailable in the Schedule Planner and Control Center notification.

  • Reviewing and approving absence requests

The manager navigates to the Control Center and finds the assigned task. After reviewing the document to ensure that it justifies the absence request, the manager approves the request.

If multiple approvers are contained in the Reviewer List, then the workflow initiates a task for the next reviewer; otherwise, the approved request is added to the schedule with an optional comment and note.

Refused requests cause the workflow to delete the uploaded document.

  • Approved absence requests

When the manager approves the absence request, the absence is added to the schedule and the original schedule is shortened by the requested amount. A comment note containing the document ID is attached to the absence paycode A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. for future reference.

Note: The document ID serves as the unique identifier and can be used for look up in the Document Store.

  • Managing employee documents

Managers can launch the Document Store workflow to manage documents. Upon launch, the manager selects the persona to use to retrieve documents: Employee, Manager, Administrator.

The document search is refined through the selection of an employee and optionally the document ID. When the document ID is not provided, the five most recently uploaded documents display with options to view, delete, or search for more documents within a specified date range.

Document Administrators are provided with an additional option to delete all documents uploaded by the selected employee. This option facilitates cases were a complete data purge is required, such as when an employee invokes their Right to be Forgotten.

Note: The delete all documents action is irreversible.

Before you configure the GTOR Document Attachment with DMP process model, you must configure the following:

  • Feature switch: Enable the Business Process Documents feature switch. See the Feature Switch topic.

  • Paycodes: Create the paycodes that your business considers as non-working days. See the Paycode definition topic.

    Examples: Day Off and Public Holiday.

  • Holiday credit rule: Configure a holiday credit rule to support non-working paycode validation through the timecard. During configuration, Pay the credits either through Work Rule or To selected paycodes. See the Holiday Credit Rules topic.

  • Paycode Data Access Profile: Create a paycode data access profile. Move the paycodes which can be grouped together to count the duration of the request from Available Pay Codes to Selected Pay Codes. See the Data Access Profiles overview topic.

  • Comments: Configure a comment that is added to the paycode upon absence request approval. Select Requests and Pay Codes from the Available Categories list. See the Comments topic.

  • Schedule tags: Configure schedule tags to display document status in the Schedule Planner. See the Tag Definitions topic.

    Examples: Document Pending or Document Provided

    Note: Do not delete schedule tags created by this workflow process from the Schedule Planner.

  • Reviewer lists: Create a reviewer list to ensure that confidential documents are dynamically routed to the correct approver. Add the appropriate reviewer at each of the required steps. See the Reviewer Lists topic.

    Note:

    • Only one reviewer is configured at each step. Do not repeat the same reviewer on multiple steps.

    • Assign the Reviewer List to the employee in People Information under Timekeeping > Approvals & Reviewers.

  • Request subtype transition Suspends a request between state transitions, such as pending and approved, while a business process completes a task. Example: Pause a process until a manager completes and submits a form.: Configure the request subtype transition. After configuration, the request subtype transition must be attached to the request subtype used in the workflow process. See the Request Subtype Transitions topic.

    Example:

    Name: Document Attachment

    External Actions
    Select From State Select To State Select Pre-Processing Select Post-processing
    Draft Submitted GTORDocumentAttachmentDMP_v1  
    Submitted Pending   GTORDocumentAttachmentDMP_v1
    Pending Pending   GTORDocumentAttachmentDMP_v1

    Note: The business process must be deployed with External Action selected under Template Categories for it to be available to attach to the request subtype transition.

  • Workflow notifications Informs people to run business processes or integrations, complete forms, or respond to events in business processes. Example: Approve a time-off request.: Configure generic workflow notifications to send document details to the approving manager and employee. See the Configure Notifications for Business Processes topic.

    Example:

    Name: Employee Notification

    Select Recipient list will be supplied at runtime.

    Select Trigger business process and select the deployed business process.

    Note: The GTORDocumentAttachmentDMP workflow utilizes a workflow notification to insert the document ID as a comment along with the paycode.

    Notification guidelines:

    • The Manager Notification must not be configured in the Time-off Request Subtype.

    • When Approval Settings are used in the Request Subtype:

      • The business process (GTORDocumentAttachmentDMP_v1) should be hooked to both the ‘Employee Notification upon Final Approval’, ‘Employee Notification upon Refusal’ and ‘Employee Notification upon Cancellation’ in the Approval Settings.

      • The ‘Approver Notification upon Request Reception’ should not be configured in the Approval Step Settings.

    • When Approval Settings are not used in the Request Subtype:

      • The business process (GTORDocumentAttachmentDMP_v1) should be hooked to ‘Employee Notification’ in the Time-off Request Subtype.

    Example:

    Name: Document Details Notification

    Use custom tags to configure the short and long messages.

    Custom tags:
    Custom tag Description
    DocumentID Document ID of the uploaded document.
    Paycode Absence paycode.
    TimeDuration Duration for which time is applied.

    Select Recipients and Send to employee.

    Select Do not suppress duplicates.

    Note: For best results, tags used in the workflow notification must match both workflow process logic parameters and parameter values in GTOR Document Attachment DMP decision tables. These include: <DocumentID>, <Paycode>, and <TimeDuration>.

  • Message configuration: Customize the time-off request acknowledgment for one-click request submission. See the Translation - User Interface topic.

  1. Select Main Menu  > Administration > Application Setup > System Configuration > Translation > User Interface.

  2. Select the Export option.

  3. Select the appropriate Language, and Country.

  4. Select Master Container from the Domain list. The Group list is populated.

  5. Select container_web-common_timeoffRequest_strings.properties and container_web-common_one-click-time-off_strings.properties from the Group list.

  6. Click Tap Export. An Excel file automatically downloads.

Customize the message configuration

  1. Open the downloaded Excel file and search in each worksheet for parameters:

    2. one-click-time-off.success.suspended.message

    timeoff.success.suspended.message

  2. For each parameter, enter a TRANSLATED_VALUE in Column C of each worksheet.

  3. Save the file.

Modified Excel file sample
A B C
KEY ORIGINAL_VALUE TRANSLATED_VALUE
one-click-time-off.success.suspended.message Your time-off request has been suspended. Please check the Control Center for any pending tasks. You may have been assigned a task to provide a document for this request.
timeoff.success.suspended.message Your time-off request has been suspended. Please check the Control Center for any pending tasks. You may have been assigned a task to provide a document for this request.

Upload customized message configuration

  1. Select Main Menu  > Administration > Application Setup > System Configuration > Translation. > User Interface.

  2. Click Tap the Import option.

  3. Click Tap Choose File.

  4. Select the modified Excel file and click tap Open. File Name is populated.

  5. Click Tap Upload.

Version Description
1

Initial release.

Note: The process for configuring and deploying this and other Business Process Extensions is the same as all Business Process models.

Migrate the process model to the tenant

Migrate the GTOR Document Attachment with DMP process model to the customer tenant using Setup Data Manager (SDM) Moves and manages configuration data across software and hardware environments. (SDM Setup Data Manager moves and manages configuration data across software and hardware environments.).

  1. Log in to the appropriate tenant.

  2. Go to Main Menu > Administration > Setup Data Manager.

  3. 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.

  4. Click Tap Review and Publish. The Publish Summary panel appears.

  5. 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.

  6. 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.

  7. To view details, click tap the appropriate row and click tap View Selected.

  8. 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 GTOR Document Attachment with DMP 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.

  1. Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.

  2. Select the GTORDocumentAttachmentDMP_v1 process and click tap Edit. The process model enters edit mode.

  3. Select the Decision Tables tab.

  4. Click Tap Everyone's, and then select the decision table to edit.

  5. Click Tap Decision Table Editor to add or update the rows in the table.

  6. Click Tap Save and close.

Caution:

  • Values entered in the decision tables are case-sensitive, and must match configured values in the system.

  • Do not remove variables, variable names, or variable types from any decision table.

Edit the following decision tables:

GTORDocumentAttachmentDMP_v1_InternalParameters — Controls internal GTOR document attachment with DMP parameters.

GTOR Document Attachment with DMP — Internal Parameters decision table structure
Parameter name Description
ActivitiVariableRequestID Time off request ID.
Admin Admin user for API calls.
ActivitiVariableStartDate Start date.
ActivitiVariableEndDate End date.
SuspendedStatus

Comma-separated list of system status names representing suspended time-off requests.
SubmittedStatus Comma-separated list of system status names representing submitted time-off requests.
ApprovedStatus Comma-separated list of system status names representing approved time-off requests.
PendingStatus Comma-separated list of system status names representing pending time-off requests.
RefusedStatus Comma-separated list of system status names representing refused time-off requests.
CancelledStatus Comma-separated list of system status names representing canceled time-off requests.
CancelledApprovedStatus Comma-separated list of system status names representing canceled approved time-off requests.
CancelledRefusedStatus Comma-separated list of system status names representing canceled refused time-off requests.
CancelledSubmittedStatus Comma-separated list of system status names representing canceled submitted time-off requests.
ActivitiFormDateFormat Activiti date format.
ActivitiVariableRequestStatus Request status variable.
AddedDelay Additional totalization wait time.
ActivitiVariableNotificationRequestID Notification request ID
ActivitiVariableApproverPersonid Approver person ID
GTOR Document Attachment with DMP — Internal Parameters sample content
Parameter name Parameter value
ActivitiVariableRequestID RequestID
Admin SERVICES-LEVEL3
ActivitiVariableStartDate StartDate
ActivitiVariableEndDate EndDate
SuspendedStatus SUSPENDED
SubmittedStatus SUBMITTED
ApprovedStatus APPROVED
PendingStatus PENDING
RefusedStatus REFUSED
CancelledStatus CANCELLED
CancelledApprovedStatus CANCELLEDAPPROVED
CancelledRefusedStatus CANCELLEDREFUSED
CancelledSubmittedStatus CANCELLEDSUBMITTED
ActivitiFormDateFormat MM/dd/yyyy
ActivitiVariableRequestStatus RequestStatusId_1
AddedDelay 2
ActivitiVariableNotificationRequestID RequestId_1
ActivitiVariableApproverPersonid EmployeeList_1

GTORDocumentAttachmentDMP_v1_Parameter — Used to dynamically retrieve parameters.

GTOR Document Attachment with DMP — Parameter decision table structure
Parameter name Description
DocumentDetailsNotification Workflow notification used to send the uploaded document details to reviewers.
DocumentPendingScheduleTag Document pending schedule tag.
DocumentProvidedScheduleTag Document details schedule tag.
DocumentDetailsComment Comment that the business process attaches to paycode edits and time-off requests to capture document details.
ReviewerOverride Reviewer override that identifies the reviewer list.
GTOR Document Attachment with DMP — Parameter sample content
Parameter name Parameter value
DocumentDetailsNotification Document Attachment Notification DMP
DocumentPendingScheduleTag Document Pending
DocumentProvidedScheduleTag Document Provided
DocumentDetailsComment Document Details
ReviewerOverride DMP Document Attachment

GTORDocumentAttachmentDMP_v1_PaycodeAction — Identifies the workflow options associated with the absence paycode selected in the request.

GTOR Document Attachment with DMP— Paycode Action decision table structure
Parameter name Description
Primary Job (Location) Primary location of the employee.
Accrual Profile Accrual profile name.
Absence Pay Code A semicolon-separated list of absence paycodes.
Pay Code Data Access Profile

(Optional)

Paycode data access profile name.

Note: Pay Code Data Access Profile determines the set of paycodes, that when applied continuously, the durations can be clubbed together to compare with Minimum Duration.
Suspend Request Boolean parameter that determines whether the time-off request is suspended.
Minimum Duration(days) Minimum duration for which the document is required.
Duration Type

(Optional)

Identifies whether the duration is considered based on the calendar or schedule day.

Note: When Duration Type remains blank, the process checks for only Suspend Request and ignores the Minimum Duration(days), Exclude Non-Working Days, and Flanking Public Holiday parameters.

Exclude Non-Working Days Boolean parameter that determines whether non-working days are included or excluded from the duration.
Non-Working Pay Codes Semicolon-separated list of non-working paycodes.
Flanking Public Holiday Exception

Boolean parameter that determines whether the process confirms if a time-off request is adjacent to a public holiday.

Note: When Flanking Public Holiday Exception = Yes, if any time off is applied adjacent to a public holiday, then a document is required regardless of the Minimum Duration(days) value.
GTOR Document Attachment with DMP— Paycode Action sample content
Primary Job Accrual Profile Absence Pay Code Pay Code Data Access Profile Suspend Request Minimum Duration(days) Duration Type Exclude Non-Working Days Non-Working Pay Codes Flanking Public Holiday Exception
!=empty !=empty Sickness GTOR Family and Medical No 1 Calendar Day Yes Day Off No
!=empty !=empty Personal Leave GTOR Family and Medical Yes 1 Calendar Day Yes Day Off No
!=empty !=empty Family Emergency GTOR Family and Medical No 1 Calendar Day Yes Day Off No
!=empty !=empty Doctor Visit GTOR Family and Medical Yes 1 Calendar Day Yes Day Off No
!=empty !=empty Casual Leave GTOR Family and Medical Yes 1 Calendar Day Yes Day Off No
!=empty !=empty Bereavement Hours GTOR Family and Medical Yes 3 Schedule Day Yes Day Off No

GTORDocumentAttachmentDMP_v1_ReviewerList — Used to retrieve the appropriate reviewer list only when the request subtype is configured with approval setting.

GTOR Document Attachment with DMP— Reviewer List decision table structure
Parameter name Description
Approval Setting Name of the approval setting associated with request subtype.
Reviewer List Name of the reviewer list associated with the approval setting.
GTOR Document Attachment with DMP— Reviewer List sample content
Approval Setting Reviewer List
GTOR - DMP Document Attachment 2 Steps - Reports To + Manager's Manager

GTORDocumentAttachmentDMP_v1_Locale — Allows translation of business process messages and labels on the task form into different languages.

GTOR Document Attachment with DMP — Locale decision table structure
Parameter name Description
Key Key for which localization is defined.
Locale

Locale Policy.

You can use an asterisk (*) as a wildcard, but put the less-restrictive locale policy names at the bottom of the table because the integration scans cross-reference tables from the top.
Message Form label or message shown as the result of a processing error.
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".)

GTOR Document Attachment with DMP — Locale sample content
Key Locale Message
Error_DefaultError != empty Unknown error. Please contact your system administrator.
Error_DocumentDetailsComment != empty The comment configured in the decision tables is either incorrect or is not configured with the appropriate categories.
Error_DocumentDetailsNotification != empty The notification does not exist.
Error_InvalidTag != empty Document Pending or Document Provided tag in the decision table is invalid.
Error_RequestStatusChange != empty The request status change is not valid.
Error_ReviewerListThreshold != empty A maximum of five reviewers is allowed for a single step in the reviewer list.
Label_CommentPlaceholder !=empty Select a comment
Label_DocumentWithoutCurrentReviewers != empty Your current reviewers do not have access to the selected document. Please select another document or upload the document again.
Label_ErrorFormSubmitButton != empty Ok
Label_FormConnectOrUploadRadioCancel != empty Cancel this request.
Label_FormConnectOrUploadRadioConnect != empty Connect existing document.
Label_FormConnectOrUploadRadioUpload != empty Upload new document.
Label_FormNoDocumentButton != empty Next
Label_FormRetrieveDocumentButton != empty Confirm
Label_FormRetrieveDocumentHeader != empty Your document can be downloaded for preview:
Label_FormSearchMoreButton != empty Next
Label_FormSearchMoreEndDate != empty End Date
Label_FormSearchMoreHeader != empty Specify start and end dates to narrow your document search.
Label_FormSearchMoreStartDate != empty Start Date
Label_ManagerFormButton != empty Confirm
Label_ManagerFormCommentHeader != empty Comment
Label_ManagerFormDocumentHeader != empty The following document was submitted and can be downloaded for review:
Label_ManagerFormInfoDate != empty Date:
Label_ManagerFormInfoPaycode != empty Paycode:
Label_ManagerFormGDPRStatement != empty By approving this request, you confirm that you have reviewed and validated the uploaded document in accordance with our policy on sensitive information.
Label_ManagerFormNotesHeader != empty Notes
Label_ManagerFormRadioOptionApproved != empty Approve
Label_ManagerFormRadioOptionHeader != empty Action
Label_ManagerFormRadioOptionRefuse != empty Refuse
Label_NoDocumentUploaded != empty No document was uploaded. Please try again.

Deploy the GTOR Document Attachment with DMP process model

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

Follow these steps to deploy the process model. For detailed information, see the online help topic Deploy Business Process Models.

  1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

  2. Select the GTORDocumentAttachmentDMP_v1 model and click tap Deploy .
  3. On the Business Process page, configure the required parameters and deployment dates.
  • (Optional) In Description, enter GTOR Document Attachment DMP.
  • In Display Name, enter GTORDocumentAttachmentDMP_v1.
  • In Start Effective, select the effective start date.
  • In End Effective, select Forever to make the Business Process available indefinitely.
  • In Status, select Active.
  • In Action List, Tile A container that provides navigation or action from its summary view. List, and GoTo List select Hide.
Note: This workflow initiates by the request, not from a tile.
  • From Template Categories, select External Actions and Notification Templates.
  1. Click Tap Save and then Return.
API details
API name Type Resource path Description
Retrieve Persons POST /v1/commons/persons/extensions/multi_read Returns multiple person records based on search criteria.
Retrieve Schedule POST /v1/scheduling/schedule/multi_read Returns a schedule pertaining to a set of employees or locations within a specified date range.
Retrieve User Preference for Current User GET /v1/commons/user_preferences/locale_policy?userCurrent=true Returns user preferences for the current user or tenant.
Retrieve Time Off Request by ID as Manager GET /v1/scheduling/timeoff/<timeoff_Id> Returns a time off request by ID.
Update Schedule for Multiple Employee POST /v1/scheduling/schedule/multi_update Performs multiple updates to an employee schedule.
Retrieve Reviewer List by ID GET /v1/commons/reviewer_lists/<revierer_list_ID> Returns a reviewer list by ID.
Retrieve Tag Definitions with Criterion POST /v1/scheduling/setup/tag_definitions/multi_read Returns tag definitions by references, by assignment context, or returns all tag definitions.
Update Time Off Request as Manager POST /v1/scheduling/timeoff/apply_update Updates the state of a time off request by transitioning a time off request from one state to another.
Create Schedule Tags POST /v1/scheduling/schedule/schedule_tags/multi_create Creates one or more schedule tags according to the IDs provided.
Update Schedule Tags POST /v1/scheduling/schedule/schedule_tags/multi_update Updates one or more Schedule tags according to the IDs provided.
Update Paycode Edits POST /v1/scheduling/schedule/pay_code_edits/multi_update Updates one or more paycode edits.
Retrieve Comments As Manager GET v1/commons/comments Retrieves information about comments as an employee or manager.
Retrieve Time Off Requests as Manager POST /v1/scheduling/timeoff/multi_read Retrieves timeoff details for multiple days.
Retrieve Employment Term by ID GET /v2/timekeeping/setup/employment_terms/<employment term id> Returns employment request by ID.
Retrieve All Paycode Data Access Profiles GET /v1/timekeeping/setup/pay_codes/data_access_profiles?name=<paycode_dap_name> Returns paycode data access profile request by its name.
Retrieve Timecard Data for Multiple Employees POST /v1/timekeeping/timecard_metrics Measures and tracks workforce performance by comparing planned with actual workload or coverage, or by showing variances at any organizational level./multi_read Returns timecard data for a set of employees or locations.
Retrieve Request Subtype by Name GET /v1/scheduling/setup/request_subtypes?name=<request_subtype_name> Returns a request subtype by name.
Retrieve Reviewer List by Criteria GET /v1/commons/reviewer_lists?name=<reviewer_list_name> Returns a reviewer list by name, type, and active status.
Retrieve Attendance Admin for Multiple Employees POST /v1/commons/persons/attendance_admin/multi_read Returns the administrators assigned to one or more Attendance employees.
Retrieve Leave Admin for Multiple Employees POST /v1/commons/persons/leave_admin/multi_read Returns the administrators assigned to one or more Leave employees.
Retrieve Paycodes as Manager POST /v2/timekeeping/setup/pay_codes?id=<paycode_id> Returns a paycode.
Delete Schedule Tags POST /v1/scheduling/schedule/schedule_tags/multi_delete Deletes one or more schedule tags according to the specified parameters.

Before you configure the GTOR Document Attachment with DMP — View Documents process model, you must configure the following:

  • Feature switch: Enable the Business Process Documents feature switch. See the Feature Switch topic.

  • Administrator identifier: Create the Administrator identifier in People Information > Manager Role > Assignments.

Version Description
1

Initial release.

Note: The process for configuring and deploying this and other Business Process Extensions is the same as all Business Process models.

Migrate the process model to the tenant

Migrate the GTOR Document Attachment DMP — View Documents process model to the customer tenant using Setup Data Manager (SDM).

  1. Log in to the appropriate tenant.

  2. Go to Main Menu > Administration > Setup Data Manager.

  3. 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.

  4. Click Tap Review and Publish. The Publish Summary panel appears.

  5. 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.

  6. 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.

  7. To view details, click tap the appropriate row and click tap View Selected.

  8. 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 GTOR Document Attachment DMP — View Documents 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.

  1. Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.

  2. Select the GTORDocumentAttachmentDMP_ViewDocuments_v1 process and click tap Edit. The process model enters edit mode.

  3. Select the Decision Tables tab.

  4. Click Tap Everyone's, and then select the decision table to edit.

  5. Click Tap Decision Table Editor to add or update the rows in the table.

  6. Click Tap Save and close.

Caution:

  • Values entered in the decision tables are case-sensitive, and must match configured values in the system.

  • Do not remove variables, variable names, or variable types from any decision table.

Edit the following decision tables:

GTORDocumentAttachmentDMP_ViewDocuments_v1_InternalParameters — Controls internal GTOR document attachment with DMP — View Documents parameters.

GTOR Document Attachment with DMP — View Documents — Internal Parameters decision table structure
Parameter name Description
ActivitiVariableInitiator Activiti variable that identifies the initiator.
Admin Administrator user that calls the APIs.
GTOR Document Attachment with DMP — View Documents — Internal Parameters sample content
Parameter name Parameter value
ActivitiVariableInitiator Initiator
Admin SERVICES-LEVEL3

GTORDocumentAttachmentDMP_ViewDocuments_v1_Parameters — Used to dynamically retrieve parameters.

GTOR Document Attachment with DMP — View Documents — Parameters decision table structure
Parameter name Description
AdministratorIdentifier The manager role that identifies whether the user is a manager or a document administrator.
GTOR Document Attachment with DMP — View Documents — Parameters sample content
Parameter name Parameter value
AdministratorIdentifier Administrator

GTORDocumentAttachmentDMP_ViewDocuments_v1_Locale — Allows translation of business process messages and labels on the task form into different languages.

GTOR Document Attachment with DMP — View Documents — Locale decision table structure
Parameter name Description
Key Key for which localization is defined.
Locale

Locale Policy.

You can use an asterisk (*) as a wildcard, but put the less-restrictive locale policy names at the bottom of the table because the integration scans cross-reference tables from the top.
Message Form label or message shown as the result of a processing error.
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".)

GTOR Document Attachment with DMP — View Documents — Locale sample content
Key Locale Message
Error_DefaultError != empty Unknown error. Please contact your system administrator.
Error_HyperfindEmpty != empty Employee not found.
Error_InvalidLicense != empty User must be assigned an Admin, Manager, or Employee license
Label_ErrorFormSubmitButton != empty Submit
Label_FormCancelButton != empty Cancel
Label_FormConfirmButton != empty Confirm
Label_FormDeleteAllHeader != empty This action is irreversible and permanently deletes all uploaded documents.<NEXTLINE>Please ensure that you have backed up all essential information before proceeding.<NEXTLINE>Are you sure you want to delete all uploaded documents?
Label_FormDeleteAllWarning != empty Warning: Delete all documents.
Label_FormDeleteHeader != empty This action is irreversible and permanently deletes the selected document.<NEXTLINE>Please ensure that you have backed up any essential information before proceeding.<NEXTLINE>Are you sure you want to delete the selected document?
Label_FormDeleteWarning != empty Warning: Delete document
Label_FormDocumentDocument != empty Document
Label_FormDocumentHeading != empty This view displays the five most recently uploaded documents.<NEXTLINE>Use Search More to view additional documents.
Label_FormDocumentOptionsButton != empty Next
Label_FormDocumentOptionsDropdown != empty Select document
Label_FormDocumentOptionsRadioDelete != empty Delete document
Label_FormDocumentOptionsRadioDeleteAll != empty Delete all documents
Label_FormDocumentOptionsRadioGoBack != empty Go back
Label_FormDocumentOptionsRadioHeader != empty Action
Label_FormDocumentOptionsRadioRetrieveDocument != empty Retrieve document
Label_FormDocumentOptionsRadioSearchMore != empty Search more
Label_FormDropdownAdmin != empty Administrator
Label_FormDropdownEmployee != empty Myself
Label_FormDropdownManager != empty Manager
Label_FormEmployeeOptionsButton != empty Search
Label_FormEmployeeOptionsDocumentId != empty Document ID
Label_FormEmployeeOptionsDropdown != empty Select Employee
Label_FormNoDocumentButton != empty Next
Label_FormNoDocumentRadioHeader != empty Action
Label_FormRetrieveDocumentAs != empty Retrieve Document As
Label_FormRetrieveDocumentButton != empty Close
Label_FormRetrieveDocumentHeader != empty Your document will be temporarily downloaded and can be opened for preview.
Label_FormRunAsButton != empty Next
Label_FormSearchMoreButton != empty Next
Label_FormSearchMoreEndDate != empty End Date
Label_FormSearchMoreHeader != empty Specify start and end dates to narrow your document search.
Label_FormSearchMoreStartDate != empty Start Date
Label_NoDocumentFound != empty No document exists for the user.

Deploy the GTOR Document Attachment with DMP — View Documents process model

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

Follow these steps to deploy the process model. For detailed information, see the online help topic Deploy Business Process Models.

  1. Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.

  2. Select the GTORDocumentAttachmentDMP_ViewDocuments_v1 model and click tap Deploy .
  3. On the Business Process page, configure the required parameters and deployment dates.
  • (Optional) In Description, enter GTOR Document Attachment DMP — View Documents.
  • In Display Name, enter GTORDocumentAttachmentDMP_ViewDocuments_v1.
  • In Start Effective, select the effective start date.
  • In End Effective, select Forever to make the Business Process available indefinitely.
  • In Status, select Active.
  • In Action List, select Hide.
  • In Tile List, select Show.
  • In GoTo List, select Hide.
  • From Template Categories, select External Actions and Notification Templates.
  1. Click Tap Save and then Return.
API details
API name Type Resource path Description
Retrieve Persons POST /v1/commons/persons/extensions/multi_read Returns multiple person records based on search criteria.
Retrieve User Preference for Current User GET /v1/commons/user_preferences/locale_policy?userCurrent=true Returns user preferences for the current user or tenant.
Execute Hyperfind A search engine that filters and selects groups of employees through queries that specify conditions or locations (criteria). Query POST /v1/commons/hyperfind/execute Executes a Hyperfind query by ID or qualifier and returns the result.
Retrieve Manager Role Assignments by Person Number GET v1/commons/persons/manager_role_assignments?person_number=<employee_person_number> Returns a person's manager role assignments by person number.
Retrieve Manager Role Assignments by Person Number GET /v1/commons/persons/manager_role_assignments?person_number=<employee_person_number> Returns a person's manager role assignments by person number.