To include Unchanged fields in the Workflow Approval page
Hope you are staying safe and healthy. I would like to take this opportunity to put forth my idea to include unchanged fields, with slight modifications, in the Workflow Approval page.
Generally, SuccessFactors will bring in only the recently changed/updated fields in the WF Approval page and the Approver has to navigate to Subject user’s profile to view the complete information before any approval is done. This might appear to be an easy task if you receive limited approvals. But consider the situation of Payment clearance team, Time and Attendance team, where they will be receiving hundreds of requests based on organization’s workforce and also the Higher officials of the company, like Senior executives or Directors, who does not wish to spend too much time in approvals and expect the system to show all relevant details in a single screen.
For instance, consider the below snapshot, where an employee is being promoted, and his Pay Grade is getting changed. Once the WF is triggered, only the below information is available on the WF approval page, without any basic pieces of information, like Employee ID, Location, his position experience, Department, etc..
The immediate manager might know the employee details, however, it would be difficult for the Payroll section or HR or senior executives to decide on the employee’s promotion unless they navigate to the user profile of that employee and understand his experience or performances.
To overcome this limitation, I seek a very powerful SuccessFactors tool – Business Rule.
Firstly, based on the requirements, I would create custom fields with suitable labels in the business configuration, so that I can populate the values from source fields to this field to be available in the WF page.
My logic is to slightly modify the required values, like placing a “dot” (preferred) or other keys that don’t make much difference to the master data but fetches the values in the WF approval page as the system treats this as a change in the field.
I have used the inbuilt concatenate function to append a dot at the end of the data, so the system considers this as a change and fetches the values on the WF approval page.
After the setup, when the WF has triggered with only the Pay Grade change for promotion, the page includes all the relevant fields as below.
If you could compare the above two WF Approval page snapshots, the one without Logic and the one with logic, you could see that all desired fields relevant to the Promotion event are readily available in the same page and with this, the Approvers can take a call and either Approve or Reject the request in no time, rather than navigating to profile page to search for employee’s information or eligibility.
This rule is stable in such a way that, how much ever time an action is performed, it will fetch the values either with just a dot (.) at the end or the original value itself alternatively, as per the rule logic. This hardly makes any difference but reduces the time and efforts in approval processes considerably.
If your requirement is to use the above logic only to a certain kind of event reason, then we can use the below logic.
In order to be sure that the values do not get meddled by the end-users during the course of the workflow, we can use the below logic so that the fields change to ready only.
Having all the relevant data in a single screen is really a cool feature and we can achieve this using the powerful business rule concepts.
Please note that the above logic can be applied to only those employee data fields, that does not change at all (like Employee ID ) or its change is very rare.