HR Automation, Folder Creation/Updates

Technical documentation

I. Feature Overview

The HR Automation feature is implemented as an application. It is included in the source database that the system administrator will use when setting up a clone database for the Employee Records Management (HR-1) vertical market solution. This application retrieves values from the specified fields within the Employee Master Form and does not require any additional configuration.

II. Feature Objective

The purpose of this document is to describe how to implement the HR Automation, Folder Creation/Updates process for the vertical market solution: Employee Records Management (HR-1) .

HR Automation: Initial Creation

Automatically create an Employee Document Library folder upon initial creation of an Employee Master iForm in VisualVault.
- Upon initial creation of an Employee Master iForm withinVisualVault, an Employee Document Library folder will be automatically created within the Active node within the document library structure. The folder will be created under the applicable letter of the alphabet based on last name. The folder naming convention will be “Last Name, First Name, Unique Identifier.”

HR Automation: Updates

Upon manual modification of an existing Employee Master iForm, the existing Employee folder will be updated.
- Modifications to the Employee First Name, Employee Last Name, or Employee ID will result in modifications and movement of the employee folder within the document library.
- Modifications to the employee status (changing from Active to Terminated or Terminated to Active) will move the employee folder within the document library from Active to Terminated or Terminated to Active.

III. Feature Description

Configuration Parameters

Below are detailed all the parameters that could be configured in the process (App.config file)

Parameter	Details
Config	Settings related to the connection to the environment.
ftpX	FTP-related configurations.
ftpRemoteFileExtensionAllowed	Allowed extensions: Only PDF is allowed <add key="ftpRemoteFileExtensionAllowed" value=".csv" />
vvDocumentLibraryRootPath	Path to the Human Resources root folder <add key="vvDocumentLibraryRootPath" value="/Human Resources" />
vvFormTemplate	Employee Main Form <add key="vvFormTemplate" value="Employee Master" />
folderIndexFields	Name of the folders Index fields. <add key="folderIndexFields" value="Employee First Name,Employee Last Name,Unique Employee ID Number,Employee Status,Employee Type" />
formFields	Fields name of the employee form <add key="formFields" value="First Name,Last Name,Employee ID,Employee Status,Employee Type, Needs Compliance Review, Folder Path" />
queryName	Name of the query to get all the folders of an employee <add key="queryName" value="GetFolders" />
folderPathFormField	Name of the form field where the folder path info can be found <add key="folderPathFormField" value="Folder Path" />
SplitCharacter	Character that separates columns in the csv <add key="SplitCharacter" value="," />
TrimCharacter	Character that indicates the end of a line in a csv <add key="TrimCharacter" value=""" />
LastNameColumnName	Header of the column, for the last name information in the csv <add key="LastNameColumnName" value="Employee Last Name" />
FirstNameColumnName	Header of the column, for the first name information in the csv <add key="FirstNameColumnName" value="Employee First Name" />
EmployeeIdColumnName	Header of the column, for the employee id information in the csv <add key="EmployeeIdColumnName" value="Employee UNIQUE ID" />
EmployeeTypeColumnName	Header of the column, for the employee type information in the csv <add key="EmployeeTypeColumnName" value="Employee Type" />
EmployeeStatusColumnName	Header of the column, for the employee status information in the csv <add key="EmployeeStatusColumnName" value="Employee Status" />
EmployeeTypeValues	Values that an employee type can take in the csv <add key="EmployeeTypeValues" value= "Employee,Executive,HR" />

Specs

Need to set Client system import for 23 hrs after standard HR import to allow for folder creation
Documents will go in the Onboarding folder in each Employee File
Exceptions will go to /Human Resources/Employee Files/Exceptions
Items will import from sFTP

Indexes

Doc Type	FileName	Indexes
Application	LastName_FirstName_EmpID_Application_Job Title_Date.pdf	Last Name, First Name, Employee ID, Job Title, Date
Resumes	LastName_FirstName_EmpID_Resume_Date.pdf	Last Name, First Name, Employee ID, Date
Offer Letters	LastName_FirstName_EmpID_OfferLetter_Job Title_Date.pdf	Last Name, First Name, Employee ID, Job Title, Date
Contracts	LastName_FirstName_EmpID_Contract_Date.pdf	Last Name, First Name, Employee ID, Date
HIPAA	LastName_FirstName_EmpID_HIPAA_Date.pdf	Last Name, First Name, Employee ID, Date
Personal Data	LastName_FirstName_EmpID_PersonalData_Date.pdf	Last Name, First Name, Employee ID, Date
Abuse Form Child	LastName_FirstName_EmpID_AbuseFormChild_Date.pdf	Last Name, First Name, Employee ID, Date
Abuse Form Domestic	LastName_FirstName_EmpID_AbuseFormDomestic_Date.pdf	Last Name, First Name, Employee ID, Date
Abuse Form Elderly	LastName_FirstName_EmpID_AbuseFormElderly_Date.pdf	Last Name, First Name, Employee ID, Date
Confidentiality	LastName_FirstName_EmpID_Confidentiality_Date.pdf	Last Name, First Name, Employee ID, Date
Facts About Workers	LastName_FirstName_EmpID_FactsAboutWorkers_Date.pdf	Last Name, First Name, Employee ID, Date
License	LastName_FirstName_EmpID_License_Expiration Date_License Name_Date_Code.pdf	Last Name, First Name, Employee ID, Expiration Date, License Name, Date
Certification	LastName_FirstName_EmpID_Certification_Expiration Date_Certification Name_Date_Code.pdf	Last Name, First Name, Employee ID, Expiration Date, Certification Name, Date
Degree	LastName_FirstName_EmpID_Degree_DegreeName_Type of Degree_Date_Code.pdf	Last Name, First Name, Employee ID, Degree Name, Degree Date

Execution

The configuration values are obtained.
The process gets the TemplateId of the EmployeeMasterForm.
All the files in the ftpRemotePath are searched.
For each document:
1. The process checks if the extension of the file is allowed (ftpRemoteFileExtensionAllowed).
2. The process gets the last updated file from the _BackupFile (will be called previous file)
3. If the extension it is allowed (=csv) for each row of the file:
  1. The row information is used to check if the current row has any change for the same employee id in the previous file.
  2. The row is skipped if the row has no change.
  3. If the row has any change:
    1. The employee id is used to search if a form exists for the same employee.
    2. If there is no employee for the searched id, the process creates a new instance of the Employee Master Form, using the employee data first name, last name, id, and status. And with this values creates a folder path that is saved in the form too.
    3. If a form exists for the employee id, the corresponding Employee Master form is updated with the new data from the file, modifying employee first name, last name, id, and status. And with this values creates a folder path that is saved in the form too.
    4. The process uses the data in the row to generate the path and the name of the employee folder.
    5. With the folderName that was generated, a search is made to see if a folder exists on the system with the same name (under active or Termed).
    6. If the folder exists:
      1. It is validated if the path of the found folder is equal to the path of the folder that was generated with the row information.
      2. If it is the same path, the process does not perform any action, since the folder is located on the same path.
      3. If the path is different (for example the row indicates that the employee is active and the folder is Termed, or the last name has changed):
        The FolderId of the current folder is obtained.
        It is validated if the parent folder of the employee exists (that is, if the Last Name initial folder exists). If it does not exist, it is created.
        The folder and all documents are moved from the current path to the new path that was defined with the row information.
        After that, for each folder and subfolder of the employee, the index fields and user groups that have access are updated.
        The index fields of all the documents that belongs to any subfolder are updated.
    7. If the folder does not exist:
      1. The "Human Resources/HR Template" folder structure is copied to the path of the new employee folder.
      2. The name and description of the copied folder is updated with the folderName that was created with the row information.
      3. The values of the index fields of the folders with the data in the First Name, Last Name and UNIQUE Employee ID row are updated.
      4. The user groups that have access to each folder and subfolder are updated.
4. The file are moved from the root FTP folder to the BackupFolder (remoteFolder/_BackUp).
The process ends.

Security Matrix

Update the security of the folder and subfolder following the Security Matrix:

FolderName	Security Groups
/Employee Folders	FileAdmin1, FileAdmin2, (HR or Employee or Executive ) Editor, the one that matches the type of employment (HR or Employee or Executive) Owner, the one that matches the type of employment Employee Viewer, if type of employment = Employee VisualVault Owners I9 Viewers, Editor and Owner Benefit Editor and Owner.
/Employee Folders/1 - Onboarding Documents and Personal information	FileAdmin1, FileAdmin2, (HR or Employee or Executive ) Editor, the one that matches the type of employment (HR or Employee or Executive) Owner, the one that matches the type of employment Employee Viewer, if type of employment = Employee VisualVault Owners
/Employee Folders/2 - HR Compliance
/Employee Folders/3 - Employment Histoy
/Employee Folders/4 - Employment Relations
/Employee Folders/5 - Performance and Training
/Employee Folders/6 - Termination Records
/Employee Folders/7 - Employment Benefit File	VisualVault Owners Benefit Editor and Owner.
/Employee Folders/8 - I-9	FileAdmin1 VisualVault Owners I9 Viewers, Editor and Owner

FAQ

Does the scan team ever manually upload to the Document Library and does that affect the automation?

The scan team would very rarely manually input any items into the Document Library. However, the way the scan team inputs files bypasses the HR Automations and is not guarenteed to have a match in the Employee Master Form.

Related Resources

Github Repository

https://github.com/VisualVault/VisualVault.Net.FileManager/tree/main/FM/FM.CapeCodFolderCreation