HR Agent Workspace: Migration guidelines from Classic to Configurable

Table of Contents

Landing page

Carousel in landing page

There are two new tables which are created for the landing page carousel section-for card and tag configuration.

sn_hr_agent_card_config
sn_hr_agent_tag_config

These two tables are equivalent to sn_hr_ws_landing_page_card_list_config and sn_hr_ws_landing_page_tag_config respectively in the classic workspace. The seed data from the old tables have been migrated to these new tables. Customers can edit this or add new records to these tables.

For classic workspace this data was stored in sn_hr_ws_landing_page_card_list_config and sn_hr_ws_landing_page_tag_config, respectively.

Content delivery section

The content delivery section in landing page has three components:

Announcements
Quick links
My frequently used apps

The data for these components are coming from sn_cd_content_visibility table. Note that even the classic workspace derived this data from the same table. However, the content is distinguished from the classic workspace through a new column.

As seen from the above picture, for the content to show up in UIB, there are three major changes to take care of:

Select the content location to UIB Workspace.
Select the component to one of the three components (announcements, quick links and frequently used apps).
Group the content to match with the identifier in the UIB workspace databroker.

The data is surfaced into the UIB, with the help of databroker. The announcements, quick links and my frequently uses apps will use ‘getAnnouncementContents’ , ‘getQuickLinksContent’ and ‘getMyFrequentlyUsedAppsContent’ databrokers, respectively.

Helpful: There is demo data added to show contents in these three components.

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Case creation page

We are still mostly referencing to Case Creation Configuration (sn_hr_core_config_case_creation) for case creation page with a few slight changes.

Case creation tab

Left task fields: (empty), Right task fields: Opened for, Subject Person

Now we have:

Left task fields: Opened for, Right task fields: Subject Person

With this change, our existing case creation page will have a slightly different layout:

Native case creation page:

This works similarly for classic workspace case creation page.

Similar changes were made to 3 OOB Case Creation Service Configuration Records:

ER Create Case (sn_hr_er_case, activated with Employee relations plugin)
Accommodation Create Case (sn_hr_er_case, activated with Employee relations plugin)
Tuition Reimbursement (sn_hr_core_case_total_rewards, activated with Core plugin)

Employee information tab

The configuration is still being referenced by native case creation page and classic workspace

For UIB workspace, the configuration needs to be done in UI Builder with data resource Case Create – Get Employee Information. By changing the Employee Fields property, customers can customize what they want to show for the Employee Information section.

Also, the Employee Information section is displayed differently in Configurable UIB workspace:

For configuring the employee fields in the employee information section, currently it isn't possible to modify the fields through UI Builder due to a defect. Use the following workaround to modify the employee fields:

open the page definition of case creation page through the hamburger menu on the top left.
In the data section, search for case_create__get_employee_information, and you'll find employeeFields' value string. You should be able to configure the fields by modifying same string. Here's an image for reference:

Configuration for related list

In configurable UIB workspace, related list configuration is done within UI Builder:

Previously, this is configured through a system property (sn_hr_ws.case_creation_tabs) which is not very intuitive: sys_properties_9f376431c32520102e123a7ea940ddf8

The related list is also displayed differently in Configurable UIB workspace compared to classic one:

Note: The related list in configurable workspace will be shown statically. The tab will always be shown even if there is no subject person/opened for or if there is no record under that tab.

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Record page migration

Form headers migration

In ‘sys_aw_form_header’ table there are 2 record each OOB for classic and configurable workspace. The changes done in classic workspace record need to be done in respective configurable workspace record (Add application column to help identify which record belongs to which workspace)

If there are no other record in ‘Human Resources: Workspace’ scope in this table then there is nothing else to do but if there are other records, then those records need to be duplicated in ‘HRSD Configurable Workspace’ scope.

Duplicate a record:

Open the record that needs to be duplicated in ‘HRSD Configurable Workspace’ scope.
Right-click on header and select ‘Insert and Stay’ option.
The page will reload and a new record will open.
Once the page has fully loaded go to ‘UX Header Configuration’ related table and click on edit.
From the right-side picker, select ‘HR Workspace Header configID’ and click on save.

Follow the same steps for all other records that need to be duplicated.

Ribbon settings migration

Open ‘sys_aw_ribbon_setting’ table and check if there are any active records with scope as ‘Human Resources: Workspace’ (OOB all the records are shipped as inactive). Create a duplicate of active records by following the below steps:

Open the record that needs to be duplicated in ‘HRSD Configurable Workspace’ scope.
Right-click on header and select ‘Insert and Stay’ option
Let the page reload fully.

Follow the same steps for all other records that need to be duplicated. Keep a note of all the records that were duplicated

Once the records in ‘sys_aw_ribbon_setting’ table have been duplicated open ‘sys_ux_ribbon_config_setting’ table, we need to create a new mapping record for each record that we duplicated in earlier table.

Select the ribbon record we duplicated in earlier table.
Ensure the order, width, and table remain the same as it is in ribbon record selected (click on ‘i’ icon to verify).
Select ‘HR Workspace Ribbon ConfigId’ in Configuration field.
Click on Submit to create a record.

Follow the same steps till a record has been created for all duplicated ‘sys_aw_ribbon_setting’ records.

Form layout configuration migration

The WEP HR Agent Workspace uses a view named “workspace_uib” depending on the role of the agent and what views are available in the system. The changes made in “workspace” view for older agent workspace need to be redone for tables in “workspace_uib” view. Few tables are present in “hr_workspace_uib” view. The new workspace defaults to “workspace_uib” for all tables.

Alternatively, a “UX Form View Rule” can be created to use a custom view for a table instead of “workspace_uib” view.

Documentation to create form layout is located at https://docs.servicenow.com/bundle/rome-platform-administration/page/administer/form-administration/...

Form actions migration

All the UX form actions created in ‘Human Resources: Workspace’ scope need to be re-created in ‘HRSD Configurable Workspace’ scope. The UI action record used in UX form action record need to be re-created in ‘HRSD Configurable Workspace’ scope, if needed. For the UI action ensure to have Workspace Form Button or Workspace Form Menu set to true to reflect as a button or menu respectively.

Form templates migration

All the form templates created in ‘Human Resources: Workspace’ scope need to be re-created in ‘HRSD Configurable Workspace’ scope.

Response templates migration

All the response templates created in ‘Human Resources: Workspace’ scope need to be re-created in ‘HRSD Configurable Workspace’ scope.

Fulfillment instructions migration

All the fulfillment instructions created in ‘Human Resources: Workspace’ scope need to be re-created in ‘HRSD Configurable Workspace’ scope.

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Playbook migration

Table changes

On the environment having both classic and WEP HR workspace installed, one of below cases is applicable to identify the table to identify the playbook card configuration (fields to be rendered, field values, access to the attachments):

Playbook card configuration (for both classic & WEP HR workspace) will continue to pick from the `sn_hr_ws_card_config` table (Module: HR Playbook Card Configuration).

This is because the system property `sn_hr_le.use_classic_playbook_card_config` is set to 'false' OOB.

If the system property is changed to 'true', the playbook card configuration (for both classic & WEP HR workspace) will pick from the `sn_hr_agent_ws_playbook_card_config` table (Module: UIB HR Playbook Card Configuration).

Note: Any customization records in the `sn_hr_ws_card_config` will not be available by default in the `sn_hr_agent_ws_playbook_card_config`. So, ensure all required changes are made on the later table before switching the system property to true.

System properties

Starting from San Diego version, the following system properties are moved to the HR LE (Lifecycle Events) scope, so any customizations done with them should be manually recreated to the new properties as well:

sn_hr_ws.playbook_state_mapping ----> sn_hr_le.playbook_state_mapping
sn_hr_ws.exclude_activity_types -----> sn_hr_le.exclude_activity_types

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List page migration

This section outlines step-by-step procedures for migrating list menus from HR Classic Workspace to HR WEP workspace.

Create list categories