Document Management features enable you to automatically generate business documents containing data from self-service actions. Examples of business documents might include a Request for Action, Notification of Change, standard letter, or contract. You set up your documents in two stages:
Create formatted PDF documents, using PDF or RTF form fields as place holders for transaction attribute values
Configure document groups and attribute mappings in the HRMS Document Management function
Create formatted documents in any word processing or page layout application, then generate a PDF file. In a PDF editing application, add named form fields to contain data from the action. The form field names are the tags you map to your action's attributes in Document Management.
Alternatively, you can prepare your document in RTF format and add RTF form fields. When you use an RTF template, the application converts it to PDF format when you generate your document. You can also insert conditional programming statements available using RTF technology to display or hide fields based on the values of other fields. For example, you can display or hide data based on the department or e-mail address.
Using an HRMS Manager responsibility, run Document Management from the Main Menu.
Use this page to search for existing document groups. Click the Create Group button to navigate to the Define Group page and create a new document group. Use document groups to define a collection of documents and associate them with their corresponding workflow process. To create the link between the document group and the workflow process, add the function parameter pGroupName=<documentgroupshortname> using a System Administrator responsibility.
From the Results list, you can add, update, or remove documents from the group. You can also delete a document from the database here.
From this page, you can create a new document group by entering a Group Name and Short Name. You can also search for existing groups. Enter a Group Name and Short Name. Once you have defined a group, you can also change the Document Type of any documents belonging to the group here.
Use this page to add a document to the selected group. You can select from a list of documents in the database that are not yet part of a group, or you can add a new document. You can search by Document Name or Short Name, and Effective Date.
Use these pages to define or update a document. On the Define Document page, specify a Document Name, Short Name, and Document Category (such as Self Service Human Resources or Compensation Workbench).
Click the Update icon for an existing document to access the Update Document page. You can view Details pages displaying document and group information by clicking the View Document or View Group icons, respectively. You can also maintain versions of documents when their properties or contents change, and keep version histories showing the effective dates. You specify the document`s effective date (which automatically end dates any previous version), then upload a new file or select a file that already exists in the database.
Here you also specify any FastFormula you want to use to populate document tags with returned values from the database, or override tag values with literals.
Use this page to merge data from transaction data attributes to form fields. The page displays a list of tags (form field names) found in the selected template, with corresponding Transaction Data Attribute fields. To merge data from attribute values to each form field, search for and map available attributes in the attribute field corresponding to the tag.
You can include both current and proposed values in a document, and also Header Information attributes containing details from the selected person's record. For details, see the table Pages and Regions that Support Attribute Mapping. A Value column tells you if the chosen attribute is Current or Proposed. You can delete mappings and maintain datetracked versions within the selected document by changing the effective date of a given tag/attribute combination.
If you select an existing document on the Map Document to Group page and press Continue, the Define Documents Properties page appears. You can also change the Document Type here. Available types include Pre Approval, Post Approval, and Both.
You generate pre-approval versions of documents when you press the Printable Page button on the Review page of an action, while it is still in process. You generate post-approval versions on final approval. Initiators receive a notification containing a link to the Document Information page, containing post-approval versions of available documents.
Use this page to delete a document from the database. Alternatively, you can reinstate a previous document version by clicking Delete for that version and choosing to delete all future changes. You can also access Document Details and Group Details from this page.
HRMS supports the listed mapping attributes from the following pages and regions:
Assignment Header Region
Current Business Group
Current Contingent Worker Name
Current Department Name
Current Derived Locale
Current Employee Name
Current Employee Number
Current Employment Category
Current Grade
Current Job Name
Current Location
Current Manager Name
Current Organization Email Address
Current Payroll
Current Position
Current Salary
Current Salary Basis Name
Current Salary Frequency
Assignment Page
Additional Information
Assignment Attribute 1-30
Assignment Attribute Category
Assignment Status
Billing Title
Ceiling Step
Change Reason
Current Additional Information
Current Assignment Status
Current Ceiling Step
Current Change Reason
Current Department Name
Current Employee Category
Current Employment Category
Current Establishment Name
Current Frequency
Current Grade Ladder
Current Grade Name
Current Internal Address
Current Job Title
Current Location
Current Normal End Time
Current Normal Start Time
Current Notice Period Length
Current Notice Period Units
Current Payroll Name
Current People Group Key Flex
Current Performance Review Frequency
Current Performance Review Period
Current Position Name
Current Probation Period End Date
Current Probation Period Length
Current Probation Period Units
Current Project Title
Current Projected Assignment End
Current Purchase Order Line
Current Purchase Order Number
Current Salary Basis
Current Salary Review Frequency
Current Salary Review Period
Current Supervisor
Current Supplier ID for Assignment
Current Supplier ID for Worker
Assignment Page
Current Supplier Name
Current Supplier Site
Current Title
Current Work Hours
Currently a Home Worker
Department Name
Employee Category
Employee is a Manager
Employee is a Manager Currently
Employment Category
Establishment Name
Frequency
Grade Ladder
Grade Name
Home Worker
Internal Address
Job Title
Location
Normal End Time
Normal Start Time
Notice Period Length
Notice Period Units
Payroll Name
People Group Key Flex
Performance Review Frequency
Performance Review Period
Position Name
Probation Period End Date
Probation Period Length
Probation Period Units
Project Title
Projected Assignment End
Purchase Order Line
Purchase Order Number
Salary Basis
Salary Review Frequency
Salary Review Period
Supervisor
Supplier ID for Assignment
Supplier ID for Worker
Supplier Name
Supplier Site
Work Hours
Change Manager Page
Current Manager Name
Employee Name
Manager Name
Change Pay Page
Annual Change Amount
Change Amount
Change Percentage
Comments
Currency
Current Comments
Current Salary
Current Salary (Annual Equivalent)
Current Salary Effective Date
Pay Basis
Proposal Reason
Proposed Salary
Proposed Salary (Annual Equivalent)
Salary Basis Change Type
Salary Effective Date
Competency Profile Page
Current Level
Current Start Date
Name
Proposed End Date
Proposed Level
Short Name
Education and Qualifications Page
Attendance End Date
Attendance Start Date
Award On
Awarding/Examining Body
Comments
Completed Amount
Completed Units
Current Attendance End Date
Current Attendance Start Date
Current Award On
Current Awarding/Examining Body
Current Comments
Current Completed Amount
Current Completed Units
Current Fee
Current Fee Currency
Current Full-Time
Current Grade
Current Group Ranking
Current Projected/Actual Completion Date
Current Reimbursement Condition
Current School
Current Status
Current Study Start Date
Current Title
Current Total Amount
Current Tuition Method
Current Type
Fee
Fee Currency
Full-Time
Grade
Group Ranking
Projected/Actual Completion Date
Reimbursement Condition
School
Status
Study Start Date
Title
Total Amount
Tuition Method
Type
Other Employment Information Page
Bargaining Unit Code
CAGR Grade
CAGR Key Flex
Collective Agreement
Contract
Current Bargaining Unit Code
Current CAGR Grade
Current CAGR Key Flex
Current Collective Agreement
Current Contract
Current Union Member
Union Member
Other Professional Awards Page
Award On
Awarding/Examining Body
Comments
Completed Amount
Completed Units
Current Award On
Current Awarding/Examining Body
Current Comments
Current Completed Amount
Current Completed Units
Current Fee
Current Fee Currency
Current Grade
Current Group Ranking
Current Projected/Actual Completion Date
Current Reimbursement Condition
Current Status
Current Study Start Date
Current Title
Current Total Amount
Current Tution Method
Current Type
Fee
Fee Currency
Grade
Group Ranking
Projected/Actual Completion Date
Reimbursement Condition
Status
Study Start Date
Title
Total Amount
Tution Method
Type
Personal Information Header Region
Current Business Group
Current Contingent Worker Name
Current Employee Name
Current Employee Number
Current Organization Email Address
Personal Information Page
Current Date of Birth
Current Disability Code
Current Effective Date
Current Employee Number
Current First Name
Current Full Name
Current Honors
Current Last Name
Current Marital Status
Current Middle Name(s)
Current Organization Email Address
Current Preferred Name
Current Prefix
Current Previous Last Name
Current Social Security Number
Current Suffix
Current Title
Date of Birth
Disability Code
Effective Date
Employee Number
First Name
Full Name
Honors
Last Name
Marital Status
Middle Name(s)
Organization Email Address
Preferred Name
Prefix
Previous Last Name
Social Security Number
Suffix
Title
Tenure Status Page
Adjusted Tenure Date
Current Adjusted Tenure Date
Current Date Determined
Current Projected Tenure Date
Current Reason for Adjustment
Current Subject to Tenure Quota
Current Tenure Status
Date Determined
Projected Tenure Date
Reason for Adjustment
Subject to Tenure Quota
Tenure Status
Termination Page
Comments
Notification Date
Reason
Termination Date
Work Schedule Page
Current Employment Category
Current Frequency
Current Normal End Time
Current Normal Start Time
Current Work Hours
Current Work Schedule Key Flex
Employment Category
Frequency
Normal End Time
Normal Start Time
Work Hours
Work Schedule Key Flex
You can do the following using FastFormula:
Set a value into the document
Override an existing value in the document
Your formula must be of the type Document Print.
The application provides three predefined input parameters for your use:
P_SESSION_ID
P_TRANS_ID
P_EFFECTIVE_DATE(TEXT)
Say you want to set the manager name in the document, but the manager name is not a data field found within the workflow process.
Using an HRMS Localization Seed Data responsibility, create three functions, described below in order of invocation.
A FastFormula function that passes the Transaction ID to a database function, returning the manager name
A database function that returns the manager name for the specified transaction
A second FastFormula function that sets the manager name in the tag (form field)
| Function | FastFormula Function1 | Database Function | FastFormula Function2 |
|---|---|---|---|
| Name | My_FF_Get_Mgr_Name | MyPackage.My_DB_Mgr_Name_Function | My_FF_Put_Mgr_Name |
| Definition | MyPackage.My_DB_Mgr_Name_Function | PQH_SS.PRINT.set_document_data | |
| Data Type | VARCHAR2 | VARCHAR2 | Number |
| Class | External | External | |
| Parameters | Use predefined parameter: | Use predefined parameter: | Use predefined parameters: |
| Name: P_TRAN_ID Type: VARCHAR2 Class: Input Value | Name: P_TRAN_ID Type: VARCHAR2 Class: Input Value | Name: P_TAG_NAME Type: Text Class: Input Value | |
| Name: P_TAG_VALUE Type: Text Class: Input Value | |||
| Return Value | mgr_name | db_mgr_name | 0 = success |
The database function returns the manager name (db_mgr_name) to FastFormula Function1:
<local variable1> = My_FF_Get_Mgr_Name(P_TRAN_ID)
The second FastFormula function sets the manager name (mgr_name) in the form field:
<local variable2> = My_FF_Put_Mgr_Name('MANAGER_PDF_TAGNAME',<local variable1>)
Say you want to override the manager's name with a specific manager's name. You can override the existing value with a literal:
<local variable2> = My_FF_Put_Mgr_Name('MANAGER_PDF_TAGNAME','Mark Johnson')
Note: Performing the tasks described in this section assumes knowledge of FastFormula, including the ability to use SQL queries to create Definitions, such as MyPackage.My_DB_Mgr_Name_Function.
See: Oracle HRMS FastFormula User Guide.
The following table lists user menu names and function names for this module.
| User Menu Name | Function Name |
|---|---|
| SSHR Document Management |
Not applicable
The following tables list the configurable tips and instructions for each page.
Define Document Page
| Region | Tip Type | Message Name |
|---|---|---|
| Page | Instruction Text | PQH_SS_DEFINE_DOC_INT |
| Page | Instruction Text | ICX_POR_INDICATES_REQ_FIELD |
| Page | Instruction Text | PQH_SS_DEFINE_DOC_U_INT |
| Error | Error | PQH_SS_DUPLICATE_SHORT_NAME |
| Error | Error | PQH_PA_NO_TAGS_IN_FILE |
| Error | Error | PQH_SS_INVALID_FILE_ERR |
Define Document: Attribute Mapping Page
| Region | Tip Type | Region Name |
|---|---|---|
| Page | Instruction Text | PQH_PA_ATTR_MAP_INT |
Define Document: Attribute Mapping Delete Page
| Region | Tip Type | Region Name |
|---|---|---|
| Page | Instruction Text | PQH_SS_DOC_DELETE_MSG_INT |
Define Document Properties Page
| Region | Tip Type | Region Name |
|---|---|---|
| Select Document Properties | Instruction Text | PQH_PA_DOC_PROP_INT |
Document Mapping Page
| Region | Tip Type | Region Name |
|---|---|---|
| Warning | Error | PQH_PA_DOC_CREATED_INT |
Document Delete Page
| Region | Tip Type | Region Name |
|---|---|---|
| Page | Instruction Text | PQH_PA_DOCUMENT_DELETE_INT |
| Page | Instruction Text | PQH_SS_DOC_DELETE_INT |
Document Update Page
| Region | Tip Type | Region Name |
|---|---|---|
| Page | Instruction Text | PQH_PA_DOCUMENT_UPDATE_INT |
| Document Information | Instruction Text | PQH_SS_DOC_UPDATE_ALLOWED_TIP |
Document Search Page
| Region | Tip Type | Region Name |
|---|---|---|
| Page | Instruction Text | PQH_PA_DOC_MGMT_GRP_INT |
| Results | Instruction Text | PQH_PA_DOC_MGMT_HGRID_INT |
| Search Group | Instruction Text | PQH_PA_GRP_SRCH_HRD_INT |
| Confirmation | Information | PQH_PA_RECORDS_SAVED |
Document Remove Warning Page
| Region | Tip Type | Region Name |
|---|---|---|
| Description | Instruction Text | PQH_SS_DOC_REMOVE_DESC |
| Instruction | Instruction Text | PQH_SS_DOC_REMOVE_INT |
Map Documents Page
| Region | Tip Type | Region Name |
|---|---|---|
| Results | Instruction text | PQH_PA_DOC_SRCH_RSLT_INT |
| Results | Instruction text | PQH_PA_DOC_SRCH_RSLT_U_INT |
| Search | Instruction text | PQH_PA_DOC_SRCH_INT |
Define Group Page
| Region | Tip Type | Region Name |
|---|---|---|
| Page | Instruction text | PQH_PA_GRP_HDR_INT |
| Page | Instruction text | PQH_MANDATORY_MESSAGE_INT |
Group Details Page
| Region | Tip Type | Region Name |
|---|---|---|
| Page | Instruction text | PQH_PA_GROUP_DETAILS_INT |
Group Delete Warning Page
| Region | Tip Type | Region Name |
|---|---|---|
| Description | Instruction text | PQH_SS_DOC_DELETE_GRP_DESC |
| Instruction | Instruction text | PQH_SS_DOC_DELETE_INSTRUCTION |
See .Adding Instructions to Web Pages
Not applicable
Not applicable