SuccessFactors Joule - Joule and EC Quick Actions

[jenny_geipel]

Joule in combination with Employee Central provides us a huge set of use cases where Joule can support your employees and managers to run EC related processes. [List of use cases]

To get this use cases running it is important to implement EC Quick Actions for the available cases. [Guide]

Let me try to show how the configuration of EC Data Model, Quick Action and Joule comes together.

1. Business Configuration: Here you define the fields, rules etc. that are available for employee data in overall and what you can see/change on the employee profile

2. RBP based on Business Configuration: Here you define who can see, edit, change, delete, create what details of whom

3. Configure Quick Action: With the configuration of the quick action you define what fields (from the datamodel/business configuration) are necessary for a dedicated process (e.g. if you have defined a process for working time changes than you can define that standard weekly hours, number of days per week are relevant for the process). The selected template defines the set of the available fields

4. Permissions for Quick Actions: Here you define who can run what quick action for whom (typically it is foreseen for Managers and Employees but it is also possible for HR)

With this 4 configuration steps you are ready to run EC based scenarios on Joule.

How can you validate if you can run a quick action based scenario on joule?

Let us assume I'm logged in as Carla and I want to change my own working location.

What do I need: 

- an EC Employee Profile (with bio info, job info, person info)

- permissions to run the "change location" quick action for me

To check the permission open the profile of Carla and check the available actions.

Because the quick action is available on profile level we should be able to run the scenario in joule also.

How does joule knows what information needs to be provided?

Joule is running step by step through the quick action definition.

You have defined what fields are relevant for the quick action. So Joule will ask you for each and every defined field if you want to change or to keep. 

If all the defined fields are provided user will see a summary and can save the data. In case a workflow is defined the workflow get's triggered.

One special hint: On the Quick Action template you can define what event reason is written for the defined action. In case you are NOT using event reason derivation you have to define the event reason on quick action template level.

Let us have a look to an example where the scenario on joule would not work.

Here we (again as Carla) see an "empty" profile where we have only an user but no employee data (no employment, no job).

In this case the quick action would not be available in the profile (even if my logged-in user has quick action permissions).

And so Joule will answer with "it is not possible".

Typical "issues" during testing:

- Quick Actions not defined

- No permission to run the quick action for the selected user

- selected user has no EC data (most common issue during testing on non-prod systems)