Oracle Fusion

Cloud Human
Resources

Implementing and Using Journeys

24C
Oracle Fusion Cloud Human Resources
Implementing and Using Journeys

24C

F97512-03

Copyright © 2011, 2024, Oracle and/or its affiliates.

Author: Santosh Radhakrishnan

Oracle Fusion Cloud Human Resources
Implementing and Using Journeys

Contents

Get Help ................................................................................................................................ i

1 Overview 1
Overview of Journeys .................................................................................................................................................................... 1
Overview of Implementing Journeys ......................................................................................................................................... 1

2 Prerequisites for Journeys 5

Journey Profile Options ................................................................................................................................................................ 5
Journey Lookups ............................................................................................................................................................................ 8
Journey Categories ........................................................................................................................................................................ 9
Moving to Journeys ...................................................................................................................................................................... 12

3 Templates 15
Predefined Journey Templates .................................................................................................................................................. 15
Journey Template Definition ...................................................................................................................................................... 17
Journey Allocation Criteria ......................................................................................................................................................... 19
Journey Completion Criteria ..................................................................................................................................................... 20
Actions Supported in Journeys ................................................................................................................................................. 21
Considerations for Configuring Actions in Journeys ........................................................................................................... 23
How You Configure Events in Journeys ................................................................................................................................. 24
How You Configure Other Events in Journeys ...................................................................................................................... 24
Example of Configuring Conditions in Journeys Based on Absence Attributes ............................................................ 26
Example of Creating an Onboarding Journey ....................................................................................................................... 27
Considerations When Using Enterprise Onboarding Journey Category .......................................................................... 31
Considerations for Importing a Journey Template Configuration ..................................................................................... 32

4 Assigning Journeys and Tasks 35

Journey Actors .............................................................................................................................................................................. 35
How Journeys are Assigned ...................................................................................................................................................... 37
How You Schedule Recurring Journeys .................................................................................................................................. 39
Attributes that Determine Journey or Task Assignment .................................................................................................... 40
Oracle Fusion Cloud Human Resources
Implementing and Using Journeys

How Task Performers and Task Owners are Determined in Journeys ............................................................................. 42
Examples of Task Delay Duration in Journeys ...................................................................................................................... 43

5 Guided Journeys 47
Overview of Guided Journeys ................................................................................................................................................... 47
Supported Task Types in Guided Journeys ........................................................................................................................... 49
Enable a Guided Journey for Responsive Pages ................................................................................................................... 52
Enable a Guided Journey for Redwood Pages ...................................................................................................................... 53

6 Contextual Journeys 55
Overview of Contextual Journeys ............................................................................................................................................ 55
Create a Contextual Journey ..................................................................................................................................................... 56
How You Manage Contextual Journeys .................................................................................................................................. 57

7 Surveys Using Journeys 59

Overview of Surveys in Journeys ............................................................................................................................................. 59
How You Schedule Surveys in Journeys ................................................................................................................................. 61
Example of Creating a Survey in Journeys ............................................................................................................................ 64
How You Assign a Survey Journey .......................................................................................................................................... 66
Use Cases for Surveys in Journeys ......................................................................................................................................... 66
Create Quick Surveys in Journeys for Small Set of Workers .............................................................................................. 68
Compare Journey Questionnaires, Survey Journeys, and Manager Surveys ................................................................. 69

8 Synchronize Journey Template Changes 73

Overview of Synchronizing Assigned Journey Attributes ................................................................................................... 73
Journey Attributes Synchronized During Process Run ....................................................................................................... 74

9 Configure Task Types 77

Overview of Journey Tasks ........................................................................................................................................................ 77
Task Types in Journeys .............................................................................................................................................................. 78
Considerations for Creating Journey Tasks ........................................................................................................................... 83
How You Create Journey Tasks ................................................................................................................................................ 84

10 Configure Task Groups 89

Overview of Task Groups in Journeys .................................................................................................................................... 89
Oracle Fusion Cloud Human Resources
Implementing and Using Journeys

Example of Creating a Task Group in Journeys .................................................................................................................... 89

Considerations for Creating Task Groups in Journeys ......................................................................................................... 91
How You Decide Whether to Use Tasks or Task Groups in Journeys ............................................................................... 92

11 Application Task Type 93

Considerations for Using Application Task Type in Journeys ............................................................................................ 93
Example of Configuring Completion Criteria for a Journey Task ..................................................................................... 94

12 Embedded Application Task Type 99

Considerations for Using Embedded Application Task Type in Journeys ....................................................................... 99
Example of Embedding an Application Task Region in a Journey Task ......................................................................... 101

13 External URL Task Type 103

How You Configure the URL for an External URL Task Type in Journeys ..................................................................... 103

14 User Defined Content Task Type 105

Configure User Defined Content Task Type for a Journey ............................................................................................... 105

15 Report Task Type 107

How You Configure the Report Task Type in Journeys ..................................................................................................... 107

16 Analytics Task Type 109

How You Configure Analytics Task Type in Journeys ........................................................................................................ 109

17 Electronic Signature Task Types 111

Configure Native Electronic Signature in Journeys .............................................................................................................. 111
Configure Electronic Signature Using DocuSign in Journeys ........................................................................................... 117
How You Decide Whether to Use Native eSignature or DocuSign in Journeys ............................................................ 120

18 Configurable Forms 121

How You Create Configurable Forms in Journeys ............................................................................................................... 121
Example of Creating a Configurable Form in Journeys ...................................................................................................... 121
Journey Descriptive Flexfields ................................................................................................................................................. 124
Oracle Fusion Cloud Human Resources
Implementing and Using Journeys

19 Advanced Task Type 127

How You Create an Advanced Task in Journeys ................................................................................................................. 127
Create an Advanced Task in Journeys ................................................................................................................................... 128

20 I-9 Task Type 131

Example of Integrating Journeys with HireRight for I-9 Employment Eligibility Verification ..................................... 131
Create Journey Tasks for I-9 Process .................................................................................................................................... 136
Statuses Sent from HireRight to HCM Using Journeys ..................................................................................................... 140
Flexfield Mapping in HireRight for Journeys ........................................................................................................................ 141
Seeded Lookups for HireRight eVerification Status for Journeys .................................................................................... 141
How You Use Multiple HireRight Accounts in Journeys .................................................................................................... 143
Diagnostic Report for I-9 Integration Errors in Journeys .................................................................................................. 143

21 Oracle Process Automation Task Type 145

Integrate with Oracle Process Automation in Journeys ..................................................................................................... 145
Example of Creating Oracle Process Automation Tasks in Journeys ............................................................................. 146

22 Use Activation Criteria to Trigger Tasks 149

Overview of Activation Criteria for Journey Tasks ............................................................................................................. 149
Example of Activating Journey Tasks Based on Task Status ........................................................................................... 150
Example of Activating Journey Tasks Based on Input to a Configurable Form ............................................................ 152
Example of Activating Journey Tasks Based on Input to a Questionnaire .................................................................... 154
When to Use Dependent Task and Activation Criteria in Journey Tasks ....................................................................... 160

23 Journeys and Document Records 163

Move Journey Task Attachments to Document Records .................................................................................................. 163
How Journey Attachments are Stored in Document Records .......................................................................................... 164

24 Personalize Journeys 167

Journey Display Properties ...................................................................................................................................................... 167
How You Rename Journey Task Action Labels ................................................................................................................... 169
Examples of Configuring Journey and Task Display Properties ...................................................................................... 169
How You Configure the Background Image for a Journey ................................................................................................ 172
How You Configure the Name Format Displayed on Journey Cards .............................................................................. 173
Title for Journey Templates ..................................................................................................................................................... 174
Oracle Fusion Cloud Human Resources
Implementing and Using Journeys

25 Secure Journeys 177

How You Secure Journey Template Category ...................................................................................................................... 177
How You Secure Journey Template Operations .................................................................................................................. 177
How You Secure Assigned Journeys Based on Specific Templates ................................................................................ 179
Considerations for Configuring Journey Security .............................................................................................................. 180

26 Notifications and Reminders 183

How You Configure Journey Notifications ............................................................................................................................ 183
Considerations for Journey Notifications ............................................................................................................................. 184
How You Use Predefined Alert Templates for Journey Notifications ............................................................................. 187
Example of Translating Tokens for Journey Alerts ............................................................................................................. 188
Journey Features with Only Alerts-Based Notification Support ..................................................................................... 190
How You Use Nudges to Send Journey Reminders ........................................................................................................... 190
Example of Configuring a Nudge to Send Journey Reminders ........................................................................................ 191
Journey Notifications for Pending and Terminated Workers ........................................................................................... 193

27 Preboarding 195
How You Enable Sending Journey Notifications to Personal Email ................................................................................ 195
How You Enable Access to Journeys for Preboarding ....................................................................................................... 195

28 Deep Links in Journeys 197

Deep Links in Journeys ............................................................................................................................................................. 197

29 Archive and Purge Assigned Journeys 201

Archive and Purge Assigned Journeys .................................................................................................................................. 201
How You Archive and Purge Assigned Journeys ................................................................................................................ 201
Examples of Assigned Journeys Archive and Purge ......................................................................................................... 203

30 Oracle Search for Journeys 205

How You Enable Oracle Search for Journeys ...................................................................................................................... 205
Team and Organization Journeys .......................................................................................................................................... 209

31 Create and Use Journeys 211

How You Create Journeys ......................................................................................................................................................... 211
Oracle Fusion Cloud Human Resources
Implementing and Using Journeys

Personal Journeys ....................................................................................................................................................................... 211

How You Use Journeys .............................................................................................................................................................. 212
How You Assign a Journey to Multiple People .................................................................................................................... 216

32 Analyze Journey Errors 219

How You Troubleshoot Journey Issues ................................................................................................................................. 219
How You Analyze Journey Errors ........................................................................................................................................... 220
Oracle Fusion Cloud Human Resources Get Help
Implementing and Using Journeys

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Oracle Fusion Cloud Human Resources Get Help
Implementing and Using Journeys

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Oracle Fusion Cloud Human Resources Chapter 1
Implementing and Using Journeys Overview

1 Overview

Overview of Journeys
A journey is a collection of tasks to facilitate a business process.

You can configure a journey with one or more tasks with each task having its own performer. You can assign the journey
to workers during their personal and professional transitions. Tasks help workers when they experience an event, be it
work related, such as transfer or personal, such as an update to their marital status. Irrespective of the journey category,
journeys enables all stakeholders involved in a journey to track and manage their tasks effectively.

You can create a journey by building on an existing template or create a brand new template. A journey can be assigned
manually or automatically. You can assign a journey to other people or assign it to yourself.

These are some journey categories that you can use for specific purposes:
• Contextual Journeys to configure tasks that need to be performed by different performers before a HR
transaction. For example, tasks that a manager needs to do before a transfer action.
• Guided Journeys to support users by providing guidance, such as tutorials, company policies, and best
practices in the context of an HCM flow. For example, tasks to help a line manager transfer an employee.
• Survey Journeys to create a survey and assign it to people in your organization. For example, regular pulse
surveys to seek feedback on workplace satisfaction or a general survey to provide feedback on the onboarding
process.

Overview of Implementing Journeys

Use this module to configure journeys and its tasks, including integrations with external vendors.

This table specifies the primary features of this module.

Task Feature Details Topic or Guide

Enable Profile Options Manage journey related profile options as Refer to the Journey Profile Options topic in this
required, to meet your requirements. guide.

Review Lookups Create or update lookups related to journeys Refer to the Journey Lookups topic in this
and have user or extensible configuration guide.
levels. You review lookups using the Checklist
Lookups task in the Setup and Maintenance
work area.

Review and Configure Categories Create or update categories for configuring Refer to the Journey Categories topic in this
journey templates. guide.

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Task Feature Details Topic or Guide

Configure Eligibility Criteria Link an eligibility profile at the journey template Refer to the Eligibility Profiles for Benefits and
level or at the task level to determine to whom Other Objects chapter in the Implementing
the template or task is applicable. Benefits guide.

Configure Fast Formulas Create fast formulas and associate to an Refer to the Fast Formulas chapter in the
eligibility profile, in case you are using Implementing Global Payroll guide.
Activation Criteria for journey tasks.

Configure Questionnaires You use the questionnaire functionality in Refer to the Questionnaires chapter in the
HCM to create a questionnaire and select Implementing Performance Management
the appropriate subscriber depending on the guide.
journey category.
• Survey - Journey Surveys
• Guided Journey - Guided Journeys
• Other categories - HR Checklists

Configure Integrations Configure these integrations depending on the For more details about Oracle Process
integration used in your organization: Automation, refer to the Integrate with
• Native eSignature Applications and Services chapter in the Using
Oracle Cloud Infrastructure Process Automation
• DocuSign
guide.
• HireRight for I-9 Process
• Oracle Process Automation - Enables you
to extend journeys and create Process
Automation tasks for automating certain
business processes in your organization.

Configure Alerts for Notifications Review seeded or modify alert templates to use Refer to the Alerts Composer chapter in the
in your journeys. Using Common Features for HCM guide.

Configure BI Publisher Templates • Review seeded or modify BI publisher Refer to the Oracle Business Intelligence
templates to use for journey notifications. Publisher User's Guide.
• Create BI Publisher templates for use in
eSignature and Report task types.

Configure OTBI Analysis Create OTBI for use in guided journeys. Refer to the Subject Areas for Transactional
Business Intelligence in HCM guide.

Configure Task Library Create tasks in a task library from which you Refer to the Task Library topic in this guide.
can select and add tasks to a journey template
or an assigned journey.

Configure Task Groups Configure a task group that you can reuse in Refer to the Configuring Task Groups topic in
multiple journey templates. this guide.

Configure Templates Create a journey template according to your Refer to the Templates topic in this guide.
requirements.

Configure Tasks Configure tasks of different task types that a Refer to the Configuring Task Types topic in this
task performer needs to complete in a journey. guide.

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Oracle Fusion Cloud Human Resources Chapter 1
Implementing and Using Journeys Overview

Task Feature Details Topic or Guide

Configure Security • Roles and Privileges Refer the Security Reference for HCM guide.
• Category Security
• Template Security

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Oracle Fusion Cloud Human Resources Chapter 2
Implementing and Using Journeys Prerequisites for Journeys

2 Prerequisites for Journeys

Journey Profile Options

Use the Manage Administrator Profile Values task in the Setup and Maintenance work area to manage journey profile
options.

You can configure these journey-related profile options as required, to meet your requirements.

Profile Option Code Profile Display Name Default Profile Value Description

ORA_HCM_ESIGN_URL Provider URL for DocuSign Not applicable, no longer in use Enables you to provide the
Provider URL for DocuSign.

ORA_PER_CHECKLIST_ACTION_ Purge Duration for Checklist Action 180 days Specify the duration in days prior
PURGE_BEFORE_DAYS Occurrence Records to which existing journey action
occurrence records should be
deleted.

ORA_PER_CHECKLIST_ASYNC_ Thread Idle Time During 300 sec Specify the idle time for threads
IDLE_TIME_THREAD Asynchronous Web Service during asynchronous web service
Checklist Allocation in Journeys journey allocation in Journeys.

ORA_PER_CHECKLIST_ASYNC_ Maximum Threads Allowed 5 Specify the maximum number

MAX_THREADS During Asynchronous Web Service of threads to be used during
Checklist Allocation in Journeys asynchronous web service journey
allocation in Journeys.

ORA_PER_CHECKLIST_DEFER_ Defer DocuSign Document N Enable the creation of DocuSign

DOCUSIGN_CREATION Creation on Checklist Allocation document to be deferred during
Enabled journey allocation. If you want to
defer the creation of the document
to be signed in DocuSign until the
time the performer initiates the
DocuSign journey task, set the
profile value to Y.

ORA_PER_CHECKLIST_DEFER_I9_ Defer I9 Creation on Checklist N Enables the creation of I-9 to be

CREATION Allocation Enabled deferred during journey allocation.

An I-9 document is created in

HireRight when the journey is
allocated. If you want to defer the
creation of the I-9 document until
the time the employee accesses
the I-9 task, set the value to Y.

ORA_PER_CHECKLIST_DISABLE_ Disable Checklist and Task Alert N Disables alert notifications for
ALERTS Notifications journey and task.

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Implementing and Using Journeys Prerequisites for Journeys

Profile Option Code Profile Display Name Default Profile Value Description

ORA_PER_CHECKLIST_MANUAL_ Enable Asynchronous Checklist RUI, REST Enable asynchronous allocation of

ASYNC_ALLOCATION Allocation journeys in responsive pages and
REST services.

ORA_PER_CHECKLIST_NOTIFY_ Checklist Email Notifications N If you set this site-level profile

HOME_EMAIL Enabled option to Y, journey email
notifications are sent to a pending
worker's home email address in
addition to their user account
email.

For more information, see How

You Enable Checklist Email
Notifications During Preboarding.

ORA_PER_CHECKLIST_USE_ Enable OAuth for DocuSign N Enable OAuth based authentication

OAUTH_IN_DOCUSIGN for DocuSign integration in
journeys.

ORA_PER_CHECKLIST_USE_ Common Integration Key for Y If you set this site-level option to N,
ORACLE_DOCUSIGN_INTG_KEY DocuSign Enabled it enables the integration key field
on the configuration page.

ORA_PER_CHECKLIST_USE_ Production Account for OAuth Y Enable the production OAuth

PRODUCTION_OAUTH_DOCUSIGN DocuSign Integration Enabled Account to be used for DocuSign
integration in production
environments.

ORA_PER_CHK_ADD_TASK_ Enabled Add Properties for N If you set this site-level option
ENABLED Checklist Task to Y, it displays the Notification
Overrides, Display Properties, and
Reminders sections in the Add
Task or Edit Task responsive pages.

This profile option isn't applicable

for Journeys (VBCS) pages.

ORA_PER_CHK_ENABLE_I9_ I9 Call Back Enabled N Enable I-9 call back to update the
CALLBACK I-9 and task status.

ORA_PER_CHK_ENABLE_I9_ Update of User Reference Enabled N If you set this site-level option
USERREF_CHANGE for I9 Section 2 to Y, the User Reference for
Section 2 field in the Configure
Checklist Integration page displays
the Person Identifier and Person
Number values in addition to the
default Primary Email value.

ORA_PER_CHK_OPA_ENDPOINT Specify Application Name for ORA_PROCESS_AUTOMATION_ Specify the application name for
Oracle Process Automation End APP Oracle Process Automation end
Point point either as ORA_PROCESS_
AUTOMATION_APP or ORA_
DIGITAL_ASSISTANT_APP

ORA_PER_CONTEXTUAL_ Enable Contextual Journeys N Enable contextual journeys user

JOURNEYS_ENABLED interface.

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Oracle Fusion Cloud Human Resources Chapter 2
Implementing and Using Journeys Prerequisites for Journeys

Profile Option Code Profile Display Name Default Profile Value Description

ORA_PER_NUDGE_PROCESS_ Assigning Journeys to Nudge N Enable the Nudges ESS process to

JOURNEYS_ENABLED Recipients Enabled assign journeys to recipients.

ORA_PER_GUIDED_JOURNEYS_ Enable Guided Journeys N Enable the user interface for

ENABLED guided journeys.

ORA_PER_JOURNEY_ARCHIVE_ Journeys Archive Duration 12 Specify the duration in months

DURATION after which journeys should be
archived.
If you don’t specify a value at the
journey template level then this
profile value is used for archiving.

ORA_PER_JOURNEY_DEFAULT_ Filter Option for Assigned Journeys ALL Specify whether to filter assigned
SEARCH journeys by all or direct reports.
The possible values are:
• All
• Directs - Show only directs for
the Organization filter.
• None - Doesn't display results
without a search term.

ORA_PER_JOURNEY_DISABLE_ Journeys Count Display Disabled Hide journey counts and show only The possible profile values are:
COUNTS categories in use • Hide journey category chip
• Hide journey counts and
show all categories
• Hide journey counts and
show only categories in use
• Show journey counts

ORA_PER_JOURNEY_ENABLE_ Redwood to Responsive Switch N Enable the display of the

ADF_CONFIG_FORM Enabled for Configurable Form configurable form journey task
Journey Task from redwood to responsive page.

ORA_PER_JOURNEY_PURGE_ Journeys Purge Duration 12 Specify the duration in months

DURATION after which journeys should be
purged.
If you don’t specify a value at the
journey template level then this
profile value is used for purging.

ORA_PER_JOURNEY_SEARCH_ Search Criteria for Assigned Journey name or person name Control the search criteria for the
CRITERIA Journeys Assigned Journeys tab.
The possible profile values are:
• Journey name or person
name
• Person name only

ORA_PER_JOURNEY_SECURITY_ Data Security for Journeys Enabled N Enable to apply data security to
ENABLED journey templates and assigned
journeys.

ORA_PER_JOURNEY_TASKS_ GUID Usage for Journey Task N Enable the usage of the Globally
USERGUID_ENABLED Performers Enabled Unique Identifier GUID for the

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Implementing and Using Journeys Prerequisites for Journeys

Profile Option Code Profile Display Name Default Profile Value Description

logged in user instead of their user

name.

ORA_PER_JOURNEYS_ENABLED Journeys UI Enabled N If you set this site-level option

to Y you can use Journeys to
manage all journey categories
be it predefined or user-defined
from a single place. When you
enable Journeys, the Onboarding
and Checklists Tasks apps aren't
available.

ORA_PER_JRNY_SEARCH_ Enable Search in Journeys Using Y Enables search in Journeys pages

STARTSWITH StartsWith by using the StartsWith criteria.

ORA_PER_NUDGE_PROCESS_ Assigning Journeys to Nudge N Enable the Nudges ESS process to

JOURNEYS_ENABLED Recipients Enabled assign journeys to recipients.

ORA_PER_SOA_JOURNEY_ Assignee Type for SOA Based P Controls the values in the Selection
ASSIGNEE_SELECTION_TYPE Journeys Type list of values on the Assign
Journey page.

You can select these types of

assignees:

• Person (default option)

• Directs of a person. Directs
refer to the immediate
reportees of the selected
person.
• Organization of a person.
Organization refers to the
entire management hierarchy
of the selected person.

PER_CHECKLIST_IMPEXP_ Checklist Import Export Enabled N Enables the Import option in the
ENABLED Checklist Templates setup page.
For information about creating the
profile, see Create and Edit Profile
Options in the Implementing
Applications Guide.

Journey Lookups
This topic identifies lookups related to onboarding and have user or extensible configuration levels. Review these
lookups, and update them as appropriate to suit your requirements. You review lookups using the Checklist Lookups
task in the Setup and Maintenance work area.

Checklist Lookups
Here's a list of checklists lookups you can use:

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Oracle Fusion Cloud Human Resources Chapter 2
Implementing and Using Journeys Prerequisites for Journeys

Lookup type Description Configuration Level

CHECKLIST_CATEGORY Categories of checklists, such as on boarding Extensible

and off boarding.

ORA_PER_CHK_SUB_CATEGORY Sub category of a checklist. Extensible (not in use)

ORA_PER_CHK_TASK_ACTION_LIST Supported application task list for a checklist Extensible (not in use)
task.

ORA_PER_CHK_TASK_CATEGORY Category of task in the task library. Extensible

ORA_PER_ONB_CONTACT_TITLE Title of the onboarding sponsor. Extensible

ORA_PER_ONB_CONTENT_CATEGORY Content category indicates the onboarding Extensible

event.

ORA CHK_SURVEY_CATEGORIES Types of survey categories. Extensible

Journey Categories
This table shows the different journey categories delivered in the application and their specific usage and
considerations.

Category Usage Points to Consider

Career Development To configure tasks that need to be performed • You can create global journey templates
by workers to excel in their current roles and for this category.
for career growth. For example, tasks related to • Global templates are displayed on the
learning, skill development, and career mobility. Explore tab.
You must configure this category as part of • These are displayed on the My Journeys,
implementing Oracle Grow. and Assigned Journeys tabs.
• You can create personal journeys
templates for this category.
• Journey templates of this category are
visible on the Grow page.
• When you create a journey in Oracle Grow,
you can save it as a personal journey
template for reuse later by using the Save
as personal journey template option.
• The saved personal journey template in
Oracle Grow is displayed on the Explore
tab.
• If you create a personal journey with
the same name as that of an existing
journey, then the name will be suffixed

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Implementing and Using Journeys Prerequisites for Journeys

Category Usage Points to Consider

with (n) where n is the instance number.

For example, Learning Journey (2).
• You can associate skills and qualifications
with journey templates for this category
from the Relationships tab on the checklist
template page.

Contextual Journey To configure tasks that need to be performed • Journey templates of this category aren't
by different task performers before a HCM displayed on the Explore tab.
transaction. For example, tasks that a manager • Journeys of this category can be assigned
needs to do before a transfer action. to workers, but are not displayed on the
My Journeys and Assigned Journeys
tabs. This is because contextual journeys
aren't standalone journeys, they are
always triggered in the context of a quick
action transaction. However, tasks in such
journeys are visible on the My Tasks tab.
• Personal journey templates of this
category can't be created.

Enterprise onboarding To configure journey to onboard new hires • Journeys of this category were designed
either before, on, or after their joining date. For to be displayed on the responsive
Onboarding page. The Journeys App
example, Oracle – Onboarding Process. no longer has this requirement. Hence,
journeys of this category are no longer
recommended when using Journeys.
• Journey templates of this category are
displayed on the Explore tab.
• Journeys of this category can be assigned
to workers, and they are displayed on the
My Journeys and Assigned Journeys tabs.
• Personal journey templates of this
category can't be created.
• This is the only journey category that
supports phases.

Enterprise onboarding step To configure onboarding tasks that new hires • Journey templates of this category aren't
need to complete during the onboarding displayed on the Explore tab.
process. These need to be associated to an • Personal journey templates of this
enterprise onboarding category template. category can't be created.
• Journeys of this category can't be directly
assigned.

Gatekeeper law Predefined gatekeeper law journey template • Journey templates of this category
that can be assigned to workers. This journey are delivered by the localization team
especially for managing sickness in
includes statutory tasks for compliance with the Netherlands.
Gatekeeper Law, to support the reintegration
• Journey templates of this category are
of the employee back into the workforce after
displayed on the Explore tab.
long-term or related sickness absences.
This journey is assigned automatically • Journeys of this category can be assigned
to workers, and they are displayed on the
when a specific absence type is recorded My Journeys and Assigned Journeys tabs.
for a worker whose legal employer is in The
Netherlands. This template can't be deleted

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Oracle Fusion Cloud Human Resources Chapter 2
Implementing and Using Journeys Prerequisites for Journeys

Category Usage Points to Consider

or made inactive because it would impact the • Personal journey templates of this
absence processing feature for workers in The category can't be created.
Netherlands.

Guided Journey To provide guidance, such as tutorials, company • Journey templates of this category aren't
policies, and best practices in the context of displayed on the Explore tab.
an HCM flow using guided journey tasks. For • Journeys of this category can't be
example, tasks to help a line manager transfer assigned.
an employee. • Journeys of this category aren't displayed
on the My Journeys and Assigned
Journeys tabs.
• Personal journey templates of this
category can't be created.

Survey To configure a survey journey to answer a • Journey templates of this category are
questionnaire. For example, you want to displayed on the Explore tab.
send this survey to new hires who join the • Journeys of this category can be assigned
organization from September to October. to workers, and they are displayed on the
My Journeys and Assigned Journeys tabs.
• Personal journey templates of this
category can't be created.

This table shows the different journey categories delivered in the application for reference. These journey categories
don't drive any specific functionality.

Category Usage

Absence Predefined absence journey template that can be assigned to workers. For example, Oracle- Long Sick
Leave.

Benefits Predefined benefits journey template that can be assigned to workers. For example, Oracle- Benefits
Enrollment.

Compensation Predefined compensation journey template that can be assigned to workers. For example, Oracle-
Employee Recognition Award.

Health and Safety Predefined health and safety journey template that can be assigned to workers. For example, Oracle-
Virus or Illness or Injury.

Learn Predefined learn journey template that can be assigned to workers. For example, Oracle- Learning
Record Activation.

Off Boarding Predefined off boarding journey template that can be assigned to workers. For example, Oracle-
Reduction in Force or Furlough.

On Boarding Predefined on boarding journey template that can be assigned to workers. For example, Oracle-
Relocation Journey.

Person Predefined person journey template that can be assigned to workers. For example, Oracle- Just
Married.

Recruiting Predefined recruiting journey template that can be assigned to workers.

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Category Usage

Talent Management Predefined talent management journey template that can be assigned to workers. For example, Oracle-
Succession Readiness.

Moving to Journeys
This table answers some common questions that you may have when you move to journeys:

Question Answer

How do I enable journeys? Enable journeys by setting the ORA_PER_JOURNEYS_ENABLED profile option to Y.

Do I need to reconfigure my existing No, you don't have to reconfigure your templates. Your existing templates are not impacted and will
templates to use Journeys? work in Journeys as is.
Even though the user experience is new, the building blocks are the same. All assigned and in-progress
journeys will be available on the Journeys page, if Journeys is enabled. Here are some points to
consider:
• Journey templates will continue to be configured the way you have been currently configuring
them.
• All existing journey template configurations will continue to be supported. For example,
configurations related to tasks, notifications, notes, comments and attachments, messages,
action and events, dashboard, and eligibility profiles.
• All task types will continue to be available in Journeys.
• Journey assignment will continue to function the same way that is, automatically based on an
action or person event.
• Journeys will continue to be available for pending workers as well.
• There is no change to notification templates, reports, OTBI subject areas, audit capabilities, HDL,
or HSDL.

What happens to existing assigned All existing assigned journeys appear on the Journeys page with the same status.
journeys when you enable Journeys?

Do I need to make any changes to the If you use predefined roles, no action is necessary. However, if you use custom versions of these roles,
security roles I am using? you need to add journeys related privileges to your custom roles. See the Release 13 Oracle Human
Capital Management Cloud Security Upgrade Guide on My Oracle Support (Document ID 2023523.1) for
instructions about implementing new functions in existing roles.
For information about existing security privileges, refer to the Security Reference for Common Features
guide on Oracle Help Center.

What happens to changes that I made to You need to redo any label changes you made. For example, if you renamed Complete to End Task, you
user interface labels in existing pages? need to change it using the User Interface Text Editor.
For more information, refer the Modify Text Using User Interface Text Tool topic in the User Interface
Text chapter of the Configuring and Extending Applications guide.

What happens to the personalizations You need to redo the personalizations by using business rules in Visual Builder Studio (VB Studio).
I have done using page composer on To extend your application by using VB Studio, see Oracle Help Center > your apps service area of
responsive pages? interest > Books > Configuration and Extension. You need to set up VB Studio to extend Oracle cloud
applications before you can start working with VB Studio. For more information see, Set Up VB Studio
to Extend Oracle Cloud Applications.

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Question Answer

What happens if I disable the profile option When you disable Journeys, your assigned journeys are available in the Onboarding and Checklist
for Journeys? Tasks apps.

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3 Templates

Predefined Journey Templates

You can use any of the available predefined journey templates to assign to workers. Use the Checklist Templates page to
search and modify predefined journey templates.

Template Name Category

Oracle - Add a Child Journey Onboarding

Oracle - Complete Your HCM Profile Onboarding

Oracle – Benefits Enrollment Benefits

Oracle - Employee Recognition Award Compensation

Oracle - Employee Spot Bonus Award Compensation

Oracle - Employee Work Anniversary Compensation

Oracle - Incident Vehicle Health and Safety

Oracle - Intra-Company Transfer Journey Onboarding

Assignment

Oracle - Journey to an International Onboarding

Assignment

Oracle - Journey to taking on an Onboarding

Additional Role

Oracle - Just Married Person

Oracle - Learning Record Activation Learn

Oracle - Long Non-Sick Leave Absence

Oracle - Long Sick Leave Absence

Oracle - Onboarding Journey Enterprise Onboarding

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Template Name Category

Oracle - Onboarding Process Enterprise Onboarding

Oracle - Off boarding Journey Off boarding

Oracle - Parental Leave Absence

Oracle - Performance Improvement Talent Management

Guidelines

Oracle - Promotion Journey Onboarding

Oracle - Return from Leave Onboarding

Oracle - Return to the Workplace Enterprise Onboarding

Oracle - Reduction in Force or Furlough Off boarding

Oracle - Relocation Journey Onboarding

Oracle - Safe Travels Onboarding

Oracle - Sick Leave Absence

Oracle - Succession Readiness Talent Management

Oracle - Virus or Illness or Injury Health and Safety

How You Use Predefined Templates

You need to modify available predefined journey templates before you can use it. You use the Checklist Templates page
to find a predefined journey template and make the changes you need.

1. On the Checklist Templates page, enable the Draft filter to search for predefined templates.
2. After you identify a template, duplicate it to create a copy.
3. Provide a unique name for your copy.
4. Optionally, you can make changes as required.
5. You must configure either an action or an event to trigger the journey automatically. You can manually assign
the journey otherwise.
6. Save your changes.
7. Activate the template by changing the status from Draft to Active. The journey template is ready for use.

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Journey Template Definition

This table shows the attributes you can configure for a journey template:

Field or Tab What You Use it For

Date From - Date To Defines the period during which this template is valid and can be assigned to workers.

Country For information purpose only and doesn't filter journeys based on the country. If you want to restrict
journeys based on country, then use eligibility profiles.

Eligibility Profile Link an eligibility profile to determine for whom the template is applicable. The journey template
is assigned only if it matches specific eligibility criteria, such as person type, business unit, legal
employer, and so on. The criteria that you configure in an eligibility profile is evaluated when a journey
or task is assigned to a worker. The journey or task is only assigned to those workers who satisfy the
eligibility profile criteria. Create the eligibility profile with Checklist as the value for Profile Usage.
The value you select in Assignments to Use can only be one of these options:
• Any assignment - enterprise
• Any assignment exclude inactive - enterprise
• Employee assignment only - enterprise
• Primary Employee assignment only - enterprise

In exclusion scenarios, it's recommended to use Specific Assignment as the Assignment to Use in the
eligibility profile. For the eligibility criteria, you can enter criteria only in the Person, Employment, and
Labor Relations tabs as they contain attributes which are applicable for the journey. Additionally, you
can create a fast formula.

Here are a few points to consider when configuring an eligibility profile:

• Journeys can't be assigned based on an eligibility profile criteria.
• When you associate eligibility profiles to a journey or task and there are multiple journeys to be
evaluated, there is no particular order in which the journey is evaluated for eligibility. The first
journey that meets the criteria is assigned to the worker.
• When a journey is manually assigned, it doesn't evaluate the eligibility profile associated to the
journey and assigns that journey even to ineligible workers. This is because the parameters
related to automatic assignment, such as Actions, Action Reasons, Events, Eligibility Profile,
Allocation Criteria, Days for Initiation, and so on aren't evaluated.
• Eligibility profiles are evaluated during manual journey assignment only for journey tasks and the
enterprise onboarding step journey. They are not evaluated for the enterprise onboarding master
journey and all other journey categories.
• Journey templates are displayed in the Explore tab even if eligibility profiles are configured for
the templates. However, you can control which templates should appear in the Explore tab by
configuring template-level security.

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Field or Tab What You Use it For

• If you try to assign a journey having eligibility profile at the journey level by using REST API, this
error message is displayed for the assignment:

result: An error occurred during checklist allocation. Try

again later. (PER-1532327).
Journeys that you want to assign by using REST API must not have an eligibility profile attached
at the journey level. However, associating eligibility profile at the task level will continue to work.
• You can configure appropriate eligibility profiles to prevent a journey or journey task from being
assigned to a worker in either of these scenarios:
◦ The worker is hired on a date that's after n number of days in the past.

◦ The worker is terminated on a date that's after n number of days in the past.

Category Select the category based on the template usage. The values for a category are configured in the
CHECKLIST_CATEGORY extensible lookup by using the Checklist Lookups task. Journey categories
that are delivered by Oracle can't be modified. However, you can add additional categories to the
CHECKLIST_CATEGORY. Once the template is saved, the category can't be modified.

Actions and Events Specify an action or configure an event based on which the journey needs to be automatically
assigned.

Archive and Purge Specify the duration after which journeys that are assigned based on the template will be archived and
purged.

Allocation Criteria Select a criteria to determine when the journey will be assigned.

Completion Criteria Select a criteria to determine when the journey will be marked complete.

Message Configure details, such as welcome message, background image, recurrence, and so on.
• Title: You can configure a title that's displayed at the banner header level when a user accesses a
specific journey. Attributes, such as {FirstName}, {LastName}, {FullName}, and {DisplayName} are
supported. If the Title isn't configured, the template name is displayed as the title in the assigned
journey page.
• Thumbnail Image: You can specify the URL of an image when you create the journey template.
This appears on individual journey cards on the My Journeys and Explore tabs.
• Processing Mode: By default, this is Alerts based notification. You can modify it to BI Publisher
based notification.
• Alert Templates: You can configure the alert templates that need to be used when the journey is
assigned or force completed, including the combined notification template.
• Contacts: You can also include the contact details for a journey.
• Enable recurrent scheduling: If you want to specify recurrence for a journey in the Journeys app,
you first need to set the value to Yes. Based on the frequency specified in journeys, a summary
of the periods in the schedule is auto-generated and listed in Period Summary in the Scheduled
Allocations tab. The periods are enabled by default and can't be edited. However, HR specialists
can deselect assignees or delete the whole schedule of an already assigned journey. The Allocate
Scheduled Journeys ESS process, which runs daily, automatically assigns the journey. This
process checks for new population within a period and assigns the journey only to them.

Background Image You can upload an image or specify the URL of an image that's reflective of the journey when you
create the journey template. When you upload, ensure that the file size doesn't exceed 5 MB. The

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Field or Tab What You Use it For

image displays on the header of the journeys page when users select and navigate to a specific journey
either from the My Journeys or Explore tab.
These must be the image specifications:
• XL (1440+ px)
• L (1439 px – 1024 px)
• M (1023 px - 600 px)
• S (599 px - 320 px)

Dashboard Include additional content, such as note board, and events and happenings for all categories of journey
templates. There is no provision to create additional sections. The Note Board and What’s Happening
sections are limited to 3 sections each.
The Note Board section doesn't support images. It's only for text and links.

The same image is visible under the What's Happening section, as it's a seeded image that can't be
modified. If you don't provide any image, it will use and display the seeded image. If you want to have a
specific image, you need to provide the image in the Image URL field on the configuration page of the
dashboard. Ensure that the image dimension is 280x200 pixels or larger to avoid distortion.

Display Settings Control access to a journey section or task action based on role.

Security Configure access to templates and assigned journeys.

Relationships Associate skills and qualifications with journey templates when you configure career development
journeys.
This tab is displayed only for journey templates of category Career Development. Currently, only Grow
is available as the relationship usage value.

The configuration isn't specific to any person, hence it's recommended that you only fill the mandatory
attributes for each of the content items that you add.

Schedule Allocation Schedule survey journeys.

Journey Allocation Criteria

You can set the criterion while assigning journeys.

Here's how the criteria impacts assigning of journeys:

The journey is assigned if it meets the specified criteria. Select one of these criterion to determine when the journey will
be assigned:
• Allocated manually, or when the record is created or approved: The journey can be assigned manually or based
on the action. For example, if a transfer action record is created on 16-Sep-2023 and the transfer is effective on
19-Sep-2023, it will be assigned on 16-Sep-2023 which is the date on which the record was created.

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• When the checklist action record becomes effective: The value entered in the Days for Initiation field will
determine the number of days before or after which the action occurs to assign the journey. The journey is
assigned based on the action. For example, if a transfer action record is created on 16-Sep-2023 and effective
on 19-Sep-2023, it will be assigned on 19-Sep-2023 which is the date on which the action record is effective. If
you enter 2 in the Days for Initiation field, it will be assigned on 21-Sep-2023 which is 2 days after the effective
date. If you enter -1 in the Days for Initiation field, it will be assigned on 18-Sep-2023 which is 1 day before the
effective date.

Here are some points to consider:

• A journey is automatically triggered only if the HRC_DISABLE_HCM_EVENTS_PROCESSING profile option is set
to N.
• If you configured the allocation criteria as When the checklist action record becomes effective and Days
for Initiation as 1, the journey is assigned at 00:00 system time (when the next day starts) once the allocation
criteria is met.
• Consider this scenario. You configured the allocation criteria differently in multiple enterprise step journeys
within the same enterprise onboarding journey. In this case, if you configure the allocation criteria for any
enterprise step journey as Allocated manually, or when the record is created or approved, then the journey
will be assigned as per this criterion.

Journey Completion Criteria

You can set the criterion for completing journeys.

Here's how the criteria impacts completion of journeys:

The journey is marked completed automatically if it meets the specified criteria. Select a criterion to determine when the
journey will be marked complete:
• All mandatory tasks completed: When all mandatory tasks in the journey are completed, the journey status is
set to completed.
• All mandatory and optional tasks completed: When all mandatory and optional tasks are completed, the
journey status is set to completed.
• All mandatory tasks done, offset elapsed for optional tasks: The journey is completed only when all mandatory
tasks are completed. If there are incomplete optional tasks, the journey is completed based on the offset period.

Here are some points to consider:

• A journey is automatically completed when it's tasks are completed or expired.
• A journey can't be manually marked as complete. However, you can use the Force Complete option to forcefully
mark the journey as complete. For example, you may mark an onboarding journey as force completed because
the employee didn't join the organization.

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Actions Supported in Journeys

Here's some recommended journey categories to use for common employment and recruiting actions.

Action Category to use Scenarios where this is applicable

Hire (HIRE) Onboarding Adding a new hire.

Add Contingent Worker (ADD_CWK)

Add Pending Worker (ADD_PEN_WKR) Onboarding Adding external candidates (through any
source).

If you use Oracle Recruiting Cloud, when a

new hire candidate is progressed to the HR
phase, both the actions, Move to HR and Add
Pending Worker, are triggered in case of a
new hire. Hence, it's recommended that you
don't configure a journey based on the Move
to HR action for new hire candidates. Instead,
configure journeys for new hire candidates
based on the action of Add Pending Worker.

This configuration is also helpful in case the

candidate gets delayed in the state Error During
Processing after they're moved to the HR
phase. The journey will be assigned only after
the issue gets resolved when the Pending
Worker or Work Relationship can be created.

Add Pending Work Relationship (ORA_ADD_ Onboarding Rehires who already have a terminated work
PWK_WORK_RELATION) relationship in the application.

If you use Oracle Recruiting Cloud, when a

rehire candidate is progressed to the HR phase,
both the actions, Move to HR and Add Pending
Work Relationship, are triggered in case of a
rehire. Hence, it's recommended that you don't
configure a journey based on the Move to HR
action for rehire candidates. Instead configure
journeys for rehire candidates based on the
action of Add Pending Work Relationship.

This configuration is also helpful in case the

candidate gets delayed in the state Error During
Processing after they're moved to the HR
phase. The journey will be assigned only after
the issue gets resolved when the Pending
Worker or Work Relationship can be created.

Global Transfer (GLB_TRANSFER), Global Onboarding Movement of existing workers.

Temporary Assignment (GLB_TEMP_ASG)
If you use Oracle Recruiting Cloud, when an
internal candidate gets moved into the HR
phase, they arrive in the status HR - Pending
Manual Processing and they wait for an HR
specialist to process them in the Manage

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Action Category to use Scenarios where this is applicable

Job Offers work area. The HR specialist will

transform the offer's values into the action
that was originally selected in the offer, such
as global transfer and global temporary
assignment. If any journey is configured
with these actions, it will get assigned for the
internal person only after the HR specialist
has submitted this process based upon the
offer. If you need your internal candidate to
perform journey tasks before their actual
internal change becomes effective, then you
would need to configure the journey for the
action of Move to HR.

Termination (TERMINATION), Resignation Offboarding Exit of workers.

(RESIGNATION)

Move to HR (ORA_IRC_ACCEPT_JOB_OFFER) Any applicable category This action is applicable only if you use Oracle
Recruiting Cloud.
Although the code for the action Move to HR is
ORA_IRC_ACCEPT_JOB_OFFER, this action isn't
triggered when the candidate accepts the job
offer. After an offer is accepted and before the
Move to HR UI action, time may elapse and any
custom-configured phases can intervene. So
despite it's code which mentions acceptance,
this action named Move to HR is triggered
when the candidate's job application changes to
another state in the HR phase.

Create Offer (EMPL_OFFER_CREATE) Any applicable category This action is applicable only if you use Oracle
Recruiting Cloud. This isn't a recommended
option, as there are many reasons that a newly-
drafted offer may not result in a newly-hired or
newly-transferred worker.

Assigning a journey too early in a candidate's

lifecycle isn't effective. External candidates can't
access any journeys assigned to them until
after they become a pending worker. Internal
mobility candidates may or may not end up
accepting the offer as the recruiting process
continues. So an appropriate time in the
recruiting lifecycle to assign a journey is near
the end, when the candidate's job application
moves into the HR phase.

Journey tasks are assigned to a line manager or

area of responsibility only if the journey is being
assigned to an employee, contingent worker,
and pending worker and not to a nonworker or
candidate having an offer.

For more information about journey

assignment during the recruitment phase, see
the Implementing Recruiting guide on Oracle
Help Center.

Change Offer (EMPL_OFFER_CHANGE) Not applicable This action isn't used by any product.

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Considerations for Configuring Actions in Journeys

You can specify the action based on which you want to assign a journey either on the General tab or the Actions and
Events tab during journey setup.

Remember that any action you configure in the Actions and Events tab is effective only if there isn't any action
configured in the General tab.

These journey categories don't support action and action reasons:

• Contextual Journey
• Gatekeeper Law
• Guided Journey
• Survey

Before you configure the action, here are some points for you to consider.

Where you configure the action Journey category this applies to What you can do

General tab • All categories • You can include one action in the journey
but can't include an action reason.

Actions and Events tab • All except Enterprise Onboarding and • You can include multiple actions for a
Enterprise Onboarding Step single journey.
• Journeys can be assigned for specific
action reasons within the selected action.

Here are some points to consider:

• These actions won't automatically start a journey, even though they appear in the Action Name list of values
when configuring a journey template.
◦ Add Non-Worker
◦ Change Offer
◦ Contract Extension and Update when performed from the responsive Employment Contracts page
◦ Create Offer
◦ Position Synchronization Configuration Change
◦ Synchronization from Position Tree
◦ Update Assignment EFF

• If you have approvals enabled for any of the actions and a journey is configured to start for an action, for
example, transfer, then the journey will start only after that transaction (transfer) is completed and committed
to the database.

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How You Configure Events in Journeys

Events track legislative or personal attribute changes in a worker's person record. For example, workers' updates to their
last name, contact information, ethnicity or disability. You can configure events on the Actions and Events tab during
journey setup.

Here are some points to consider:

• You can configure events in journeys of any category, other than Enterprise Onboarding Step and Enterprise
Onboarding.
• You need to configure the Processing Mode as Alerts based processing in the Message tab.

How to Configure Person Events

Define one or more person related events to include in your journey by selecting a predefined attribute and specifying
the existing value and new value. All events names that start with Person are considered as person events in the context
of journey templates. When a worker makes updates that match the ones that you have defined, it causes the event
to start the journey. These are the attribute values you can specify when defining an event in a journey. By default, the
configuration is active.

Event Attribute Values What it Means

Any value Noneditable, considers the existing value in the person record.

No value Noneditable, indicates that a value isn't present in the person record.

Specific value Indicates a specific value for the event. For example, Marital Status = Married

How You Configure Other Events in Journeys

You can configure events in your journeys by selecting predefined attributes and creating a condition which when met
triggers a journey automatically.

You use Condition Builder to configure conditions that include specific attributes. If you need to include more than one
condition, you create condition groups comprising expressions. Then you connect the expression groups using an OR
or AND connector.

Listed in this table are event related attributes you can configure in your expression.

Category Events Attributes

Absence Absence Entries • Absence Status

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Category Events Attributes

• Absence Type
• Absence Type Reason
• Approval Status
• Duration
• Previous Approval Status
• Previous Absence Status
• Previous Duration

Compensation Individual Compensation • Element Type

Health and Safety Incident Incident Event • Incident Event

Journeys Checklist Completion • Action Date

You can trigger a journey based on the • Allocation Date

Checklist Completion event of another journey. • Checklist Category
• Checklist Instance
• Checklist Name
• Completion Date

Learn Learning Record Activation • Assigned As

• Assigner Attribution Type
• Assigner Number
• Assignment Type
• Learning Item
• Learning Item Type

Learn Learning Record Completion • Assigned As

• Assigner Attribution Type
• Assigner Number
• Assignment Sub Status
• Assignment Type
• Learning Item
• Learning Item Type

Recruiting Internal Job Application Submitted • Recruiting Type

• Job Grade

Talent Performance Rating • Performance Rating

• Performance Rating Source

Talent Box Assignment • Box Assignment Name

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Category Events Attributes

Talent Risk of Loss • Risk Level

• Risk Level Source

Talent Succession Readiness • Candidate Readiness

• Interim Successor
• Previous Candidate Readiness
• Previous Interim Successor

Example of Configuring Conditions in Journeys Based

on Absence Attributes
This example demonstrates how to use the condition builder to configure an absence event that triggers a journey when
an employee submits an absence request. You create one expression to check for absence type and another for absence
status and connect these two expressions.

Expression for Absence Type

1. In Setup and Maintenance, go to the Checklist Templates task.
2. Enter details for the journey.
3. Click the Actions and Events tab.
4. In the Configure Events section, click Add and select Absence Entries in the Name list of values.
5. Click Edit Condition to display the Condition Builder and click Create Group.
6. Specify values as indicated in this table. Where no value is indicated, use the default.

Field Value

Attribute Absence Type

Operator Equals

Ignore Case Leave as is

Operand Type Constant

Operand Value Maternity Leave

7. Click OK.

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Expression for Absence Status

1. To join the first condition to the second group, click Create Group again.
2. Select And in the Expression Connector drop-down list.
3. Specify values as indicated in this table. Where no value is indicated, use the default.

Field Value

Attribute Absence Status

Operator Equals

Ignore Case Leave as is

Operand Type Constant

Operand Value Submitted

4. Click OK.
5. Click Save.

Example of Creating an Onboarding Journey

This example shows how to configure two onboarding journeys with onboarding tasks that new hires need to complete
on their first day and within the first week.

In this example, you create two journeys, one that includes tasks to be done on the first day and the second to include
tasks to be done in the first week. The journey is applicable for new hires located in the USA. You use the Checklist
Templates task to create and manage journeys.

Summary of Tasks
To create the journeys, you need to:

1. Enter general details

2. Create tasks
3. Add a welcome message with instructions
4. Configure the content types for the dashboard

Before You Start

1. Create an eligibility profile Work_Location_US for workers in the USA.

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Entering General Details

1. In the Setup and Maintenance work area, go to the following:

◦ Functional Area: Workforce Information

◦ Task: Checklist Templates
2. On the Checklist Templates page, click Create to open the Create Checklists page.
3. Create two separate journeys with values as detailed below:

Fields Journey 1 Journey 2

Name Onboarding - On Your First Day Onboarding - Your First Week

Description This journey includes tasks to be completed This journey includes tasks to be completed
on the first day. within the first week.

Category Onboarding Onboarding

Status Active Active

Date From 1-Sep-2023 1-Sep-2023

Date To 10-Sep-2026 10-Sep-2026

Country All Countries All Countries

Eligibility Profile Work_Location_US Work_Location_US

Action Name Hire Hire

Allocation Criteria When the action record becomes effective When the action record becomes effective

Days for Initiation 0 3

Completion Criteria When all mandatory tasks are completed When all mandatory tasks are completed

4. Click Save.

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Creating Tasks
1. Click the Tasks tab, and then click Create.
2. Complete the fields, as shown in the table for each of the two high level steps. The tasks must be associated to
the respective Onboarding journeys created as prerequisites.
3. Create the tasks that need to be included in each of the journeys as shown in the table:

Field Values for task included in Onboarding - Values for task included in Onboarding -
On Your First Day Your First Week

Task Names Request Access Badge Verify Your Personal Information

Description Optional Optional

Status Active Active

Country All Countries All Countries

Eligibility Profile Leave blank Leave blank

Preceding Task Leave blank Leave blank

Mandatory Yes Yes

Target Duration 3 Days 1 Day

Expire 5 Days After due date 8 Days After assigned date

Performer Worker Worker

Owner Area of Responsibility Line Manager

HR Representative

Action Type Manual Application Task

Select the relevant application task from the

list of values.

Notes Complete this task before the end of your Don't forget to update your details before
first day. the end of your first week.

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4. Similarly, create one more task titled Provide Identity Proofs to include in Onboarding - On Your First Day and
two more tasks titled Meet Your Team and Review Campus Map Directions to include in Onboarding - Your First
Week.
5. Click Save and Close.

Adding a Message
1. Click the Message tab and enter the title and message shown in the table:

Field Value for Onboarding - On Your First Day Value for Onboarding - Your First Week

Title Welcome Hope you're enjoying it here.

Text As a new employee, you're required to All tasks need to be completed by their due
complete all onboarding tasks. date.

2. Click Add and specify details of the journey sponsor for workers to contact during the onboarding process.
3. Click Save.

Configuring the Content Types for the Dashboard

1. In the Notes section, click Add and complete the fields as shown in the table:

Field Value for Onboarding - On Your First Day Value for Onboarding - Your First Week

Content Title Orientation Join a club.

Description Check your email for the schedule. Visit our home page for details.

Content Status Active Active

Content Type Standard Note Standard Note

2. In the What's Happening section, click Add and complete the fields as shown in the table:

Field Value for Onboarding - On Your First Day Value for Onboarding - Your First Week

Category Insight Announcement

Content Title Company Information Goal Setting

Status Active Active

Content URL https://www.oracle.com/index.html https://www.oracle.com/index.html

Event Date Leave blank Leave blank

Image URL Leave blank Leave blank

3. Click OK.

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Implementing and Using Journeys Templates

4. Click Save.

Considerations When Using Enterprise Onboarding

Journey Category
An Enterprise Onboarding journey template is a specific journey that you create to onboard new hires either before, on,
or after their joining date.

It contains a master journey and step journeys. An Enterprise Onboarding step includes tasks that need to be performed
in each phase of the onboarding process. The master journey links steps in the onboarding process. You need to
configure at least one step that needs to be linked to this master journey. There's no maximum limit for the number
of journey steps that can be created. You can specify the sequence of the steps. For example, in your master journey,
you can configure a step titled Your First Day to include onboarding tasks that the employee needs to complete on their
joining date. You can add one or more tasks that a new hire needs to perform before their first day, such as providing
identity proofs.

If you use Enterprise Onboarding journey category, here are some points that you need to consider:
• There can be only one active instance of the journey of this category. However, let's say you specify the Move
to HR and Add Pending Worker actions in enterprise onboarding journeys. In this case, the Move to HR action
internally calls the Add Pending Worker action so that both the journeys can get assigned at the same time. For
the worker, the Journeys page displays the journey assigned most recently. Therefore, it's recommended not to
use both these actions together.
• If your enterprise onboarding journey has multiple steps, then the action you specify in the master template
and first step template must be the same.
• When you manually assign a journey, eligibility profiles aren't evaluated for the enterprise onboarding master
journey. However, eligibility profiles are evaluated for enterprise onboarding step journey and journey tasks.
• In a rehire process, if the rehired employee already has an in-progress enterprise onboarding category journey
from a previous employment, then another instance of an enterprise onboarding journey won't be assigned to
them.
• Only one action can be configured in the master enterprise onboarding category journey.
• You can't assign a step journey by itself. You need to assign the entire Enterprise Onboarding category journey.
• You can't delete only the step journey. When you delete an assigned journey, it will delete all the tasks of all the
step journeys in that journey.
• You can’t configure a task with a preceding task from another enterprise onboarding step template.
• You can’t use task groups.
• You can't create recurring schedules.
• Notifications aren't sent when an enterprise onboarding step journey is activated.
• You can't configure a reminder alert template for a task in a step journey.
• You can configure nudges only for the Enterprise Onboarding journey, and not for step journeys.
• When you force close an assigned journey, it closes all the tasks of all the step journeys in that journey. It
displays the tasks in the step journey only when the criteria is met.
• In Journeys, tasks in all step journeys are displayed even when the step isn't yet active. However, these tasks
remain disabled until activated. Whereas in enterprise onboarding, only the step name is visible. The tasks
within the step display only when the step becomes active.

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• In Journeys, if an enterprise onboarding journey is split into individual journeys, the line manager and HR can
see all individual journeys as deferred journeys on the Assigned Journeys tab. However, the employee can see
the journey only when it becomes active.

Therefore it’s recommended to use other categories when configuring journeys for these reasons:

• You can associate multiple actions based on which the journey is assigned.
• You can assign the same journey multiple times.
• The configuration is simple and consistent.

Considerations for Importing a Journey Template

Configuration
This topic describes the considerations to import a journey template on the Checklist Template setup page.

You can use the Export button on the setup page to quickly export the journey template to either review offline in
Microsoft Excel, or attach to the servive request (SR) for Support and Development to review.

Similarly, you can use the Import button on the setup page for a one-off import of the journey template. For example,
for a Customer Connect sharing initiative. This button is hidden by default and enabled using a profile option.

Here are some points you need to consider when importing a journey template xml:

What are you importing? What you need to do before importing

Enterprise Onboarding journey category First import the step journeys (journeys of the category Enterprise Onboarding Step) in the
destination environment with the same names as in the XML file.

Journey that has an eligibility profile Ensure that the eligibility profiles are available in the destination environment with the exact same
associated to it names.

Journey that has tasks of the type Configure the document to be signed in the destination environment with the exact same name and
Electronic Signature – Native residing in the same path as in the XML file.

Journey that has tasks of the type Configure the DocuSign integration in the destination environment with the exact same name as in the
Electronic Signature – DocuSign XML file.

Journey that has tasks of the type Configure the questionnaires with the exact same codes in the destination environment.
Questionnaire

Journey that has tasks of the type Attach the document again to the task in the destination environment because the documents
Document associated with the task won’t be imported into the destination environment.

Journey that has tasks of the type Report Configure the report in the destination environment with the same name and residing in the same
path as in the XML file.

Journey that has tasks of the type I-9 Configure the I-9 codes in the destination environment with the same names as in the XML file.
configuration

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What are you importing? What you need to do before importing

Journey that has tasks of the type Configure the Descriptive Flexfield (DFF) Context in the destination environment with the same
Configurable Form context name as in the XML file. You can then create the segments for the context after importing.

Journeys that have been translated to Translations won't be imported.

more than one language.

It's recommended not to use Export or Import when migrating your configuration across different environments.
To migrate your configuration across environments, use the Functional Setup Manager (FSM) feature. To see the
documentation about the feature, go to Oracle Help Center > Human Resources > Implement > Using Functional Setup
Manager > Setup Data Export and Import

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Implementing and Using Journeys Assigning Journeys and Tasks

4 Assigning Journeys and Tasks

Journey Actors
This table describes the actors involved in a journey:

Actor Description

Assignee A person to whom the journey is assigned.

Assignee's Line Manager If a worker has more than one concurrent active assignment and if the task performer or owner is a
Line Manager, then the journey task is always assigned to the line manager of the primary assignment
of the worker. Therefore, the journey notification is also always sent to the line manager of the primary
assignment of the worker.

Assignee's Areas of Responsibility (AoR) If a worker has more than one concurrent active assignment and if the task performer or owner is the
AoR, then the journey task is always assigned to the AoRs of the primary assignment of the worker.
Therefore, the journey notification is also always sent to the AoR of the primary assignment of the
worker.
If you are a task performer or owner, you don't have to enable the Include in Work Contacts option,
unless the representative is truly a contact. However, when configuring the AoR, you must specify
the Usage option as Checklist for the representative to appear in the Journeys task. During journey
assignment, the individuals with the selected responsibilities are identified and designated as task
performers or owners, regardless of the work contact's flag.

If offset days are configured for a task and if there are multiple concurrent active assignments, the
performer or owner will always be the Line Manager or AoR of the primary assignment of the worker.

Task Performer Task performer is the person who carries out the task. You can select one of these performers:
• Worker: The journey assignee.
• Line Manager: The line manager of the worker's primary assignment as of the reference
evaluation date. This date is the task assignment date or the date that's derived after applying the
offset days.
• Areas of Responsibility (AoR):The person or group of persons who have a specific responsibility
for the worker's primary assignment as of the reference evaluation date. This date is the task
assignment date or the date derived after applying the offset days. The performer name
displays the responsibility type name and not the name of the persons who have that area of
responsibility.

Let's say the worker and the performer derived based on AoR end up being the same person,
and a journey task is assigned to the performer. Then, the task doesn't display in the Others Task
section.
• Initiator: The person who initiated the transaction which triggered the journey or the person who
manually assigned the journey.
• Specific user: The user who may or may not have a person record in the application. If this user is
terminated, you need to manually assign all journey tasks to another active user.

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Actor Description

If you don't have access to a worker, but are a performer for the worker's task, you can see the task and
its details in your My Tasks tab in Journeys. You can expand and view the details of the task. You can
also access the task using the URL in the task notification page.

If you assign a task to multiple performers (AoR), the task is visible for all the performers and any one
of them can act on it.

When an AoR is configured as a task performer and the AoR contains multiple members, action
buttons aren't available in the email and bell notifications.

Additionally, if the task is marked done or not applicable by an AoR, then the name of the responsibility
type is displayed and not the name of the person who completed the task.

Only performers can download the task .ics files to add to their calendar. The downloaded .ics file can
be imported to most commonly used calendar applications. The .ics file includes a link to the task and
takes the performer directly to the task page. You can’t modify the .ics file contents.

Task Owner A task owner plays these roles:

• Acts as the main contact for a task. The task owner's information displays in the Contact Info
section of the assigned task.
• Receives notifications when a task is assigned, reassigned, completed, updated, or deleted (you
need to enable the notification setting for task owner in the Notifications and Reminders tab
when configuring a task).
• Acts as the fall back task performer if the performer to whom the task is assigned isn't valid (if the
performer of the task is the line manager or AoR who isn't available for the worker).
You can select one of these as the task owner:
• Line Manager: The line manager of the worker's primary assignment as of the reference
evaluation date. This date is the task assignment date or the date derived after applying the offset
days.
• Areas of Responsibility (AoR): The person or group of persons who have a specific responsibility
for the worker's primary assignment as of the reference evaluation date. This date is the task
assignment date or the date derived after applying the offset days. The performer name displays
the responsibility type name and not the name of the person who has that area of responsibility.
• Initiator: The person who initiated the original transaction which triggered the journey or the
person who manually assigned the journey.
• Specific user: The user who may or may not have a person record in the application. If this user is
terminated, you need to manually assign all journey tasks to another active user.

Here are a few points to consider:

• In order for a task owner to be able to view or perform the task, you need to grant them the
Access Journey by Worker duty role if you're using Journeys.
• A task owner can't access a person's assigned journeys without the appropriate person security
profile.
• When you use HCM Data Loader or REST API to assign a journey through a user who doesn't
have a person record, then nothing is shown in the Contacts Info section of the task if the task
owner is an initiator. When such a task is assigned to new hires, the Contacts Info section appears
blank.

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Actor Description

Initiator An initiator is the person or user who performed the transaction that triggered the journey
automatically or who manually assigned the journey.
When a task is assigned, the application evaluates if it can be assigned to the task performer. If the
performer can't be determined, then the application evaluates if it can be assigned to the task owner,
and if the task owner can't be determined, the application assigns the task to the task initiator.

For example, you have journey task whose performer is the Line Manager. When the journey gets
assigned and the Line Manager isn't available for the worker, then the application checks who is
the task owner at the task setup level. If you had set up the task owner as the AoR and the AoR also
isn't available, then the journey task is assigned to the initiator who actually performed the specific
transaction.

Contact The contact person for a journey. This actor can be configured as the Assignee Line Manager, Assignee
AoR, Specific User, or a Free Form Text. You can have only one contact for each journey.
This actor isn't available for the Contextual, Guided, and Survey journey categories.

How Journeys are Assigned

An assigned journey is a specific instance of a journey template.

This table lists the different methods a journey and task can be assigned.

Type Method What's assigned?

Automated Employment actions that includes actions such Journey and tasks
as, Add Pending Worker, Hire an Employee, Add
a Contingent Worker, Create Work Relationship,
and Local and Global Transfer.

HCM Events that includes events such as, Journey and tasks
person data change, add absence, update
marital status, and upload document record.

Background processes that includes processes Journey and tasks

such as, Move to HR, and Convert Pending
Workers.

Workers REST is used to add new workers, Journey and tasks

update existing workers, and so on. The journey
is then assigned to the workers created by REST
API.

Creating a nudge to trigger journeys. Journey and tasks based on nudges

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Implementing and Using Journeys Assigning Journeys and Tasks

Type Method What's assigned?

Manual Assigning from the Journeys page by selecting Journey and tasks
single and multiple assignees.

Creating a recurring survey journey. Survey journey and task

Creating a recurring journey. Recurring journey and tasks

Creating a contextual journey that can be Contextual journey and tasks

started through a quick action (for example,
Promote, Transfer, and so on).

Reassign task Task

Add task Task

Journey REST APIs (assignJourney, Journey and tasks

workerJourneys, workerJourneyTasks, and so
on).

Journey Allocation HDL (AllocateChecklist.dat) Journey and tasks

Points to Consider
• Notifications aren't triggered when a journey is assigned using HCM Data Loader. You can explore a custom
report to send out a generic notification or email for journey task assignees to review their tasks.
• When you enter a person name to assign the journey in the Person list of values (LoV), the search results
display the person number and assignment status attributes in addition to the person name and business title.
However, to see the assignment status attribute, you need to enable Oracle Search. For more information about
setting up Oracle Search, see the topic in the Related Topics section.
• When a journey is manually assigned from the Journeys UI for a single person, the journey eligibility profile
isn't evaluated. However, eligibility profiles are evaluated for the tasks in the journey.
• When a journey is assigned from the Journeys UI to multiple people at the same time, these things happen:
◦ An ESS job is activated that evaluates eligibility for the journey and it's tasks.
◦ The Mass Assign Journeys ESS process is internally run to process the multiple journey assignments.
• When you assign a journey to multiple people from the Assign Journey UI and you have selected a nonprimary
assignment for one of the workers, the journey doesn't get assigned to any worker. However, when you assign
the journey to only one worker, it's assigned to the primary assignment of the worker.
• When a journey is assigned using HDL auto-allocation, the eligibility is evaluated using the AllowAutoAllocation
attribute flag. If the attribute flag is set as Y (default value), then eligibility is evaluated at journey and task level.
• Journeys can only be assigned to persons of the type employee, contingent worker, and pending worker.
They can't be assigned to candidates who are in the offer stage and non-workers. However, you can't assign a
journey to a pending worker from the Assign Journey UI.
• When there are no tasks for the journey assignee, the journey won't be visible to the journey assignee in the My
Journeys tab.
• If the user name is changed after the journey is assigned, the journey or task awaiting assignment (deferred) is
still associated to the previous user name as of the task activation date.

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• If the user tries to access the task notification after the user name is changed, the task details will be blank in
the notification. Hence, the assigned task will have to be removed and added again to the assigned journey.
• The journey task doesn't get assigned to the future line manager or AoR for internal candidates. This is
because the application checks for the line manager or AoR details only if the person type is that of employee,
contingent worker, and pending worker. It doesn't check for nonworkers or candidates who are in the offer
stage.
• For onboarding journeys, if you modify the start date of a new hire, the journey and task assignment dates
won't change automatically. You will have to delete the assigned journey and manually reassign the journey.
• Self-assigned journeys are visible only for the person who assigned it to themselves. Additionally, these
journeys aren’t available on the Assigned Journeys tab. However, the journey tasks for other performers are
displayed on the My Tasks tab.

Related Topics
• Set Up Oracle Search for HCM

How You Schedule Recurring Journeys

You can schedule a recurring journey for all journey categories except Survey and Enterprise Onboarding when you
assign journeys in the Journeys app. For example, as a manager, schedule a recurring monthly check-in with your
directs.

You need to set Enable recurrent scheduling to Yes on the Message tab of the journey template on the setup page.
With that configured, when you assign a journey in the Assign Journeys flow, you can choose these Repeat options:
• Never - Indicates the assignment is one-time and won’t recur.
• Day - Indicates the assignment is on a daily basis.
• Week - Indicates the assignment is on a weekly basis. For example, every Monday.
• Month - Indicates the assignment is on a monthly basis. For example, say you have set the recurrence to start
on 20th September and set the recurrence value to 3, then the journey is assigned on 20th September, 20th
October, and 20th November.
• Year - Indicates the assignment is every year.

Based on the start date and the frequency in the schedule, the assignment occurs in specific periods that fall between
the start date and end date of the recurrence. The Number of Runs Per Period drop-down list allows you to configure
the number of times that the system tries to schedule a survey journey in case of earlier scheduling failures or when a
new population is added to the criteria. The journey assignment ends based on the configuration for End Recurrence.

If there are open periods from the previous assignment, you can enable the Expire previous open periods to set
them to close automatically. Before you assign the journey, make sure you review the details and edit the schedule.
Then select the population to whom the journey must be assigned and assign the journey. You can’t make any further
changes to the schedule from the Journeys UI.

After a journey is assigned, only users with access to the Scheduled Allocations tab can deselect assignees or delete
the whole schedule for an already assigned journey. There’s no way to revisit and update completed periods in the
schedule.

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Attributes that Determine Journey or Task Assignment

This table lists the differences in journey or task assignment based on the days for initiation, delay duration, and offset
days values.

Points to Consider for Journey Days for Initiation Delay Duration Offset Days
Assignment

Applicable at the journey level? Yes No No

Applicable at the task level? No Yes Yes

Are there any dependencies? Yes. This attribute is available only No No

when the Allocation Criteria is
set to When the action record
becomes effective.

Does this attribute have a default Yes, default value is 0. No, default is null. Yes, default value is 0.
value?

What values to configure? Only days can be provided. Other Days and unit of measure need to Only days can be provided. Other
units of measure aren't supported. be provided. Supported units of units of measure aren't supported.
measure are days, months, and
weeks.

Can the attribute value be Yes No Yes

negative?

How is the attribute used? The attribute value is added to the The attribute value is added to the The attribute value is added to the
effective date of the transaction journey assignment date. journey assignment date.
record (for example, effective date If you specify delay duration
of the transfer record). for a task that has a preceding
task, then the delay duration is
calculated from the date on which
the preceding task is marked as
complete.

Which date is derived using this Journey activation date. Task activation date. Task offset date.
value?

How is the derived date used? The journey becomes active on the The task becomes active on the These task attributes are evaluated
derived date. derived date. on the journey assignment date.
This date doesn't determine the However, the reference date used
date on which these attributes for evaluation is the task offset
are evaluated. The attributes are date.
always evaluated on the journey • Task eligibility profile
assignment date.
• Task performer (line manager
and area of responsibility)

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Points to Consider for Journey Days for Initiation Delay Duration Offset Days
Assignment

• Task owner (line manager and

area of responsibility)
For example, the journey is
assigned on 1-Sep-2023. Task A
in the journey has the offset days
set to 10 days. The attributes are
evaluated on 1-Sep-2023 (when the
journey is assigned). However, the
reference date used for evaluation
is the task offset date, which in
this case would be 11-Sep-2023 (1-
Sep-2023 plus 10 days).

If Offset Days isn't specified, then

the task assignment date is used as
the reference date to evaluate the
attributes.

This derived date doesn't

determine when the task becomes
active or visible on the user
interface.

What displays on the user interface Workers don't see the assigned Workers don't see the assigned There's no impact on the user
until the derived date? journey until the derived date. task until the derived date. interface.
Managers and HR specialists see Managers and HR specialists see
the assigned journey with the the assigned task with the date it
Deferred status. will become active on. If journeys is
enabled, then this future start date
They can delete or edit this isn't displayed on the page.
deferred journey. But they can't
force complete this deferred They can delete or edit this
journey. deferred task. But they can't
complete this deferred task.

What is the impact on Notifications are sent only when Notifications are sent only when There's no impact on notifications.
notifications? the journey becomes active. the task becomes active.
Notifications are triggered at Notifications are triggered at UTC
UTC midnight when the journey midnight when the task becomes
becomes active. The timing of active. The timing of triggering
triggering notifications isn't notifications isn't dependent on a
dependent on a user's time zone user's time zone preferences.
preferences.

What are the typical use cases? When you want to assign the When you want the task performer When you want to evaluate the
journey only a few days before to start a task a few days after the task performer or owner either few
effective date of the transaction.

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Points to Consider for Journey Days for Initiation Delay Duration Offset Days
Assignment

or after the effective date of the For example, the Set Goals task days before or after the effective
transaction. needs to be active for the worker date of the transaction.
For example, a worker's hire date is only 10 days after the hire date For example, a worker is being
1-Sep-2023. However, the pending of 1-Sep-2023. In this case, you transferred on 17-Sep-2023.
worker record is created on 1- configure the task delay duration However, the Orientation
Jun-2023. You want the worker as 10 days. So, the task will be Session for New Employee task
to start preboarding tasks and active only on 11-Sep-2023 (1- needs to be performed by the
the journey to be active only 10 Sep-2023 + 10 days). HR representative of the new
days before the hire date, which assignment 4 days after the
is 21-Aug-2023. In this case, you transfer. In this case, you configure
configure days for initiation as -10. the task offset days as 4 days so
that the new HR representative is
evaluated as of 21-Sep-2023 (17-
Sep-2023 + 4 days) and the task is
assigned to them.

How Task Performers and Task Owners are Determined

in Journeys
The date when the action becomes effective for certain journey actions is predetermined.

Journey Action Date When Action Becomes Effective

• Add Pending Worker Proposed start date of the pending worker

• Add Assignment First day of the new active assignment

• Add Temporary Assignment
• Add Global Temporary Assignment
• Change Location
• Change Manager
• Global Transfer
• Promote
• Transfer

• End Assignment Termination Last day of the current active assignment

• End Temporary Assignment
• End Global Temporary Assignment
• Termination

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For example, in a journey for the termination action let's see how the eligibility profile is evaluated and when task
performers such as line manager and HR representative are notified of their tasks.

Action and Evaluation Date

Terminate worker 27-Sep-2023

Last day of active assignment 27-Sep-2023

Inactive assignment start date 28-Sep-2023

Journey eligibility evaluated, task owner 27-Sep-2023

and performer determined

What Happens When Offset Days is Specified

You can specify offset days for a task to determine when the task should be evaluated and when task owners and
performers should be determined. Say you create a journey for the transfer action which is effective 17-Sep-2023. You
have 3 tasks one each for the current manager, new manager, and HR representative. Let's see how the task assignment
date changes for each task performer based on the offset values you specify:

Task Details Task 1 Task 2 Task 3

Name Complete Performance Appraisal Set Development Goals Orientation Session with New
Employee

Task Performer Line Manager Line Manager AoR (HR representative)

Offset Days -3 days 1 day 4 days

Task assigned and notification sent 14-Sep-2023 18-Sep-2023 21-Sep-2023

to task performers on

Task performer determined based Current Line Manager New Line Manager New HR representative
on offset days

Examples of Task Delay Duration in Journeys

You can delay the start of a task by specifying the number of days after which the task should be assigned to a task
performer.

The delay duration along with other journey assignment criteria you specify will determine when the task is assigned to
a task performer.

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If you specify delay duration for a task that has a preceding task, then the delay duration is calculated from the day on
which the preceding task is marked as complete. For example, you set Task A as the preceding task for Task B and Task
B has a delay duration of 2 days. If Task A is completed on 19th September, Task B will be assigned and initiated on 21st
September. Also, Task B will be disabled and can't be acted upon until it's initiated.

In these examples let's see how the task assignment date changes based on the journey allocation criteria and the delay
duration.

Example 1
Assign a journey task to a task performer 2 days after the new hire record is created.

Allocation Criteria Date

Create a new hire record 10-Sep-2023

New hire's Start Date 9-Sep-2023

Create a journey template with action

Hire and set journey allocation criteria to
Checklist manually allocated or record
created and approved

Create a task Verify Personal Information

with performer as Worker

Specify Delay Duration 2 days

Journey task is assigned and task 12-Sep-2023

notification sent (10-Jun-2023 plus 2 days)

Example 2
Assign a journey task to a task performer 2 days after the new hire record becomes effective.

Allocation Criteria Date

Create a new hire record 10-Sep-2023

New hire's Start Date 9-Sep-2023

Create a journey template with action Hire

and set journey allocation criteria to When
the action record becomes effective and
Days for Initiation as 4

Create a task Verify Personal Information

with performer as Worker

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Allocation Criteria Date

Specify Delay Duration 2 days

Journey task is assigned and task 16-Sep-2023

notification sent (10-Jun-2023 plus 4 days
plus 2 days)

Example 3
Assign a journey task to a task performer 5 days after a pending worker record is created.

Allocation Criteria Date

Create a pending worker record 24-Aug-2023

Pending worker's proposed start date 3-Sep-2023

Create a journey template with action Add

Pending Worker and set journey allocation
criteria to Checklist manually allocated
or record created and approved

Create a task Submit Identity Proofs with

performer as Worker

Specify Delay Duration 5 days

Journey task is assigned and task 29-Aug-2023

notification sent (24-May-2023 plus 5
days)

Example 4
Assign a journey task to a task performer 5 days after a pending worker record is effective.

Allocation Criteria Date

Create a pending worker record 24-Aug-2023

Pending worker's proposed start date 3-Sep-2023

Create a journey template with action

Add Pending Worker and set journey
allocation criteria to When the action

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Allocation Criteria Date

record becomes effective and Days for

Initiation as -2

Create a task Submit Identity Proofs with

performer as Worker

Specify Delay Duration 5 days

Journey task is assigned and task 6-Sep-2023

notification sent (3-Jun-2023 minus 2 days
plus 5 days)

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Oracle Fusion Cloud Human Resources Chapter 5
Implementing and Using Journeys Guided Journeys

5 Guided Journeys

Overview of Guided Journeys

You can provide guidance such as tutorials, company policies, and best practices in the context of an HCM flow using
guided journey tasks. For example, tasks to help a line manager transfer an employee.

Additionally, guided journeys are also supported in Supply Change Management (SCM) Redwood flows.

You can now configure guided journeys directly by using the new Guided Journey quick action in the
Journeys Setup area under the My Client Groups tab. To use this quick action, you need to enable the
ORA_PER_GUIDED_JOURNEYS_SETUP_REDWOOD_ENABLED profile option.

You can enable guided journeys for Responsive and Redwood pages. However, there are differences in the way a guided
journey is associated with responsive and redwood pages. The rendering of a guided journey is also different on the two
pages. This table shows the differences.

Guided Journey Criteria Responsive Page Redwood Page Redwood Compact Guided
Process Page

Association Using Transaction Design Studio Using guided journey page Using guided journey page
(TDS) property in Visual Builder (VB) property in VB Studio
Studio

Page level rendering Guide Me button displayed at the Displayed in a banner at the page Displayed as the first step in the
page header level. level. guided process.
The task opens in a panel drawer The task opens in a panel drawer
when clicked. when clicked.

Section level rendering Guide Me button displayed at the Displayed as a link at the section Displayed as a link at the section
section header level. level. level.
The task opens in a panel drawer The task opens in a panel drawer
when clicked. when clicked.

Based on the way you setup the guided journey, when employees, line managers, or HR specialists initiate an action
they see a Guide Me button. This button appears in ADF and Redwood pages at the section header level, page header
level, or both. It lists tasks that you add to guide the user in their transaction.

There are several aspects involved in creating a guided journey.

• First, you need to enable guided journeys using the ORA_PER_GUIDED_JOURNEYS_ENABLED profile option.
To do this, use the Manage Administrator Profile Values task in the Setup and Maintenance work area and
change the profile value to Y.
• You use the Guided Journey category in Checklist Templates to setup and add tasks that are relevant for the
guided journey. You can only use tasks of the type Analytics, Document, Embedded Learning, External URL,
Manual Task, Questionnaire, Report, and Video in a guided journey.

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• Once the guided journey setup is done, you use the Transaction Design Studio (TDS) to associate it to an action
using TDS rules. You use specific attributes available for a TDS action to further determine for whom the guided
should display.
• You’re done after you select and add tasks that you want to display at the page header or section header
region.

Here are some points to consider:

• Guided journeys are supported on Redwood pages.
• Guided journeys display in various responsive pages configured in TDS to help complete the transaction. You
can’t assign a guided journey to a worker, so guided journeys don’t appear on the My Journeys or Assigned
Journeys tabs in the Journeys app.
• You can't change the category of an existing journey to Guided Journey. Instead, define a new guided journey.
• It’s recommended to use only one guided journey per TDS action.
• Only a limited set of TDS actions are currently available for configuring guided journeys.
• You can use Set Modal Window Properties during setup to specify the size of the modal window that opens
up in the guided journey. Here are the properties you need to specify (applicable for mobile view as well):
◦ width - The width of the modal window in pixels. The default is 500.
◦ height - The height of the modal window in pixels. The default is 350.
◦ modal - The type of window. Attributes are Y or N. Y indicates modal window and N indicates non-modal
window.
◦ resize - The option to resize. Attributes are Y or N. Y indicates users can resize the window.

For example, width=400;height=300;modal=Y;resize=Y

You can set up modal window properties for guided journeys only on responsive pages.
• Except the Questionnaire task type, all other task types used in guided journeys are read-only type tasks which
don’t save any data anywhere.
• It isn’t possible to see the responses provided by the user as part of a guided journey questionnaire task
anywhere. The responses are stored in the PER_CHK_GUIDED_RESPONSES questionnaire tables. You can build
your own OTBI reports to extract this data.
• When you configure security for guided journeys, it only determines who can manage the journey template.
• Guided journeys will be displayed to users who have access to the transaction page for which it's configured.

For more information on guided journeys, see these resources:

• Contextual and Guided Journeys (https://community.oracle.com/customerconnect/discussion/631002) on
Customer Connect.
• Technical Brief - Enable Guided Journeys for Redwood Pages (https://community.oracle.com/
customerconnect/discussion/737656) on Customer Connect.
• Use Transaction Design Studio to Configure Field Displays in this guide.
• Transaction Design Studio -What It Is and How It Works (Document ID 2504404.1) on My Oracle Support.

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Supported Task Types in Guided Journeys

Task types determine the type of journey task, the task performer needs to complete. This table shows the supported
task types that you can configure in guided journeys:

Task Type What You Use it For When is Task Complete Example

Analytics Specify the OTBI report path and User views the analysis on the View the analysis displaying person
parameter to display. guided journey task window. journey details in a guided journey
This task type is available only for task.
guided journeys.

See the topic, How You Configure

Analytics Task Type in Journeys

Document Attach a document that workers User clicks the Done or Complete Download insurance form, print
can download, see, and read as button. (optional), fill up or enter details,
part of their tasks. scan (if printed) the form and
upload as attachment. The
You can preview various attachment preview can be seen
attachments in journey tasks when viewing these pages:
without having to download them • The document task type in an
to a local folder. assigned journey.
• The completed tasks in an
You can't preview the attachment assigned journey where
uploaded to a document task type attachments are uploaded by
the performer.
when viewing the document task
on the journey details page from
the Explore tab.

Embedded Learning Include learning content to help a User clicks the Done button after Training video that an employee
task performer in their journey. they view the complete video in needs to watch as part of their new
You can include these content an embedded learn video task or hire onboarding process.
subtypes: after they have clicked the See
• Document document link in an embedded
learn document task.
• Video

External URL Define an external URL that User is taken to another page to Link to the benefits provider site.
workers will use to perform the do the task but revisits the task
task. You can create an URL that page to mark the task as done or
includes specific parameters complete.
or create the URL using the
Manage Integration of Additional

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Task Type What You Use it For When is Task Complete Example

Applications task in Setup and

Maintenance.

See the topic, How You Configure

the URL for an External URL Task
Type in Journeys

Manual Task Create a task that workers need to User clicks the Done or Complete Introduce the new hire to the team.
perform outside of the application. button.

Questionnaire Add a questionnaire to collect User clicks the Done or Complete Onboarding survey, exit
feedback from workers. button. questionnaire, collect information.

You use the questionnaire

functionality in HCM to create
a questionnaire and select the
appropriate subscriber depending
on one of these journey categories:
• Guided Journey - Guided
Journeys
• Survey (General) - Journey
Surveys
• Survey (Touchpoints) -
Touchpoints
• Other categories - HR
Checklists

The data collected using a

questionnaire is available only
within that questionnaire. You can
create a custom BI report to fetch
that data for display.

To view and answer questions

in a questionnaire, you need
to add the HRT_MANAGE_
QUESTIONNAIRES_PRIV privilege
to your custom roles which need to
access the questions in the journey
task.

Report Specify and include a link to a User is taken to another page to Report that has all the employee
published BI report. do the task but revisits the task details such as personal and
page to mark the task as done or assignment details for employee
See the topic, How You Configure complete. review.
the Report Task Type in Journeys

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Task Type What You Use it For When is Task Complete Example

User Defined Content Display custom content from User is taken to a panel drawer on Global salary analysis for an
external end points in guided the same journey page to do the employee based on their career
journeys. You can define a guided task. level matrix.
journey task by using this task type
and connect a custom REST API.
This task type is available only for
Guided Journeys.

See the topic, Configure User

Defined Content Task Type for a
Guided Journey

Video Add a video using either an User clicks the Done or Complete Welcome video from the CEO
Embedded URL or a Media URL for button. to address new hires in the
a video. organization.

• Embedded URL: Supports Example of an Embedded URL on

videos hosted on media YouTube,
servers that support an
https://www.youtube.com/
embed format.
embed/tsl5Zsbk8VQ
• Media URL: Supports videos
hosted on media servers that
don't support the embedded Example of Media URL and how
format. For example, Oracle you build the syntax of the URL:
Universal Content Manager
(UCM).
Link to access UCM:
https://<pod URL>/cs

When adding a media file from

UCM, the link is generic. Example:
<generic internal
URL>/cs/groups/
fafusionimportexport/
documents/digitalmedia/
ytaw/mtu1/~edisp/
ucmfa00155968.mp4

You need to replace the part that

says generic internal URL with your
actual pod URL.

The media URL for a video hosted

in UCM will be something like this:
<actual pod URL>/cs/groups/
fafusionimportexport/
documents/digitalmedia/
ytaw/mtu1/~edisp/
ucmfa00155968.mp4

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Enable a Guided Journey for Responsive Pages

You're configuring a guided journey that will display to Meg who is a line manager in Vision Corp, Redwood Shores
when she’s promoting Elizabeth, her direct report.

The guided journey is intended to provide guidance to Meg through the promotion process by providing details on what
needs to be done at the page level and in each section of the promotion process.

Before You Start

• Set the ORA_PER_GUIDED_JOURNEYS_ENABLED and
ORA_PER_GUIDED_JOURNEYS_SETUP_REDWOOD_ENABLED profile options to Y.
• Create tasks relevant for the journey such as, watch the view on how to enter promotion details, upload
recommendations for promotion, answer the promotion justification questionnaire, review of assignment
information, and view report on promotions in previous years.
• Since the guided journey is specific to a particular action, you need to use the Transaction Design Studio (TDS)
to associate it with an action using TDS rules. You use specific attributes available for a TDS action to further
determine for whom the guided should display.
• You select and add tasks that you want to display at the page header or section header region.

Configure a Guided Journey for Promotion Page

1. On the application home page, click the My Client Groups tab.
2. Click Show More after the list of quick actions.
3. Click the Guided Journey quick action in the Journeys Setup area.
4. Click Create and enter details for the creation method you selected in the New Journey panel drawer.
5. Click Create Draft.
6. In the Tasks section of the Overview tab, create the necessary tasks that need to be part of the promotion
guided journey.
7. Preview the journey and activate the journey template.

Configure Rule for Promotion in Transaction Design Studio

1. On the My Client Groups tab, click HCM Experience Design Studio under Quick Actions.
2. Configure a sandbox for HCM Experience Design Studio.
3. Enter the sandbox and select HCM Experience Design Studio from the Tools menu.
4. Click the Transaction Design Studio tab.
5. Select the Promote action from the Action list of values (LoV) and click Add.
6. Enter the basic details.
7. Click the Edit (pencil) icon for Page-level guided journey configuration.
8. Select the guided journey you created for promotion. From the list of tasks, select those that you want to
display at the page level when a user performs a Promote action.
9. Click Done.
10. Click the Edit (pencil) icon for the section where you want the guided journey tasks to display.

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11. Select the guided journey you created for promotion. From the list of tasks, select those that you want to
display at the section level when a user performs a Promote action.
12. Click Done.
13. Click Save and Close, and then click Done.
14. Publish the sandbox after testing your configuration.

When Meg initiates the Promote action for Elizabeth, she navigates to a page where she can view the Guide Me button
both at the page and section levels to view tasks in the guided journey. She can click the task name and view the task
details that appear in the dialog window.

Enable a Guided Journey for Redwood Pages

You're configuring a guided journey that will display to Ryan who is a HCM implementer in Vision Corp, Redwood Shores
when he’s creating a department using the Department Redwood page.

The guided journey is intended to provide guidance to Ryan through the department creation process by providing
details on what needs to be done at the page level and in each section of the department creation process.

Before You Start

• Set the ORA_PER_GUIDED_JOURNEYS_ENABLED and
ORA_PER_GUIDED_JOURNEYS_SETUP_REDWOOD_ENABLED profile options to Y.
• Create tasks relevant for the journey such as, watch this video to add a new department, review the department
naming convention guidelines, and review the functions of departments.
• Since the guided journey is specific to a particular Redwood page, you need to enable the guided journey for
the page by using Visual Builder (VB) Studio.
• You configure properties for the tasks that you want to display at the page level or section level in the Redwood
page.

Configure a Guided Journey for Add Department Page

1. On the application home page, click the My Client Groups tab.
2. Click Show More after the list of quick actions.
3. Click the Guided Journey quick action in the Journeys Setup area.
4. Click Create and enter details for the creation method you selected in the New Journey panel drawer.
Make note of the guided journey code. This code needs to be entered for the page properties in VB Studio.
5. Click Create Draft.
6. In the Tasks section of the Overview tab, create the necessary tasks that need to be part of the department
creation guided journey.
Make note of the task codes. These codes need to be entered for the page properties in VB Studio.
7. Preview the journey and activate the journey template.

Enable Guided Journey for Add Department Page in Visual Builder Studio
1. On the application home page, click the My Client Groups tab.

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2. Click Show More after the list of quick actions.

3. Click the Departments quick action in the Workforce Structures area.
4. Click Add Department. The New Department page is displayed.
5. From the Settings and Actions menu in the global header area, click Edit Page in Visual Builder Studio. Ensure
the user has appropriate access to the VB Studio configuration to see the VB Studio option.
6. Select the project from the list and then click Select. Note that in case you're accessing VB Studio for the first
time, you must create a project.
7. Select Express mode in VB Studio.
8. To enable the guided journey, configure these page properties:
a. Set Guided Journeys Code at the page level: This property controls the display of the guided journey at
the page level. Set it with the journey code you noted in step 4 under Create a Guided Journey for Add
Department Redwood Page.
b. Set Guided Journeys Task Codes at the page level: This property controls the display of guided journey
tasks at the page level. Set it with the task codes you noted when creating the page level guided journey
tasks. Use the + icon to add more rows to display multiple tasks.

If you want to show all tasks of the guided journey, leave the page guided journey task codes blank.
c. Set Guided Journeys Code at the Section Level: This property controls the display of the guided journey
in the <section name> section where <section name> is the name of the section in the page where you
want to enable the guided journey. Set it with the journey code you noted in step 4 under Create a Guided
Journey for Add Department Redwood Page.
d. Set Guided Journeys Task Codes at the Section Level: This property controls the display of guided
journey tasks in the <section name> section where <section name> is the name of the section in the
page where you want to enable the guided journey. Set it with the task codes you noted when creating
the section level guided journey tasks. Use the + icon to add more rows to display multiple tasks.

If you want to show all tasks of the guided journey, leave the detail section guided journey task codes
blank.
9. Click Preview in VB Studio to view the guided journey details.

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Implementing and Using Journeys Contextual Journeys

6 Contextual Journeys

Overview of Contextual Journeys

Using Contextual Journeys you can configure tasks that need to be performed by different task performers before a
HCM transaction. For example, tasks that a manager needs to do before a transfer action.

Even though you complete all tasks in a contextual journey, the HCM transaction won't start automatically. Therefore,
it's recommended that you add an application task for the HCM transaction as the last task in the contextual journey
template. Since contextual journeys aren't displayed on the My Journeys and Assigned Journeys tabs, only the initiator
of the contextual journey will have an overview of the entire journey. Therefore, it's important to design or define your
contextual journey accordingly.

You need to enable contextual journeys using the ORA_PER_CONTEXTUAL_JOURNEYS_ENABLED profile option. When
this profile option is enabled and a configured contextual journey is available for a quick action, users see one or more
eligible contextual journeys when they initiate a quick action from either Me, My Team, or My Client Groups.

To configure a contextual journey, you use the Contextual Journey category in Checklist Templates. Unlike other journey
templates, the attributes to configure contextual journey are different. In addition to basic details, you need to select a
context such as Me, My Team, or My Client Groups. You then associate this context to a quick action.

Additionally, you can choose attributes that are available for the action and configure criteria that will determine who
will see the contextual journey. For example, if you want the contextual journey and tasks to be specific to worker
locations, you can configure the location specific attributes at the template level. When the user initiates the quick
action, they will see the contextual journey that has been configured for that worker’s location.

You can open a contextual journey by selecting a Redwood-enabled quick action when configuring the journey. For
example if you use the Document Records quick action while configuring a contextual journey to add document
records, you can open the document records Redwood page from the Journeys UI.

Here are some points to consider:

• The contextual journey is displayed only when you initiate the quick action directly from the Me, My Team, or
My Client Groups tabs on the application home page. For example, the contextual journey isn’t displayed when
you initiate the quick action from the list of actions for a worker in the My Team Overview page or from Deep
Links.
• Consider this scenario. An Area of Responsibility (AoR) or line manager of a nonprimary assignment initiates a
transaction which has a contextual journey. Additionally, the AoR or line manager starts the contextual journey.
In this case, if the task performer or owner is a line manager or AoR, then the journey task is always assigned to
the line manager or AoR of the primary assignment of the worker.
• You can't change the category of an existing journey to Contextual Journey. Instead, define a new contextual
journey.
• The DocuSign and I-9 task types aren't supported in contextual journeys.
• All your contextual journeys configured for responsive quick actions will now open for supported equivalent
Redwood quick actions.
• To know the list of quick actions supported for Contextual Journeys, you need to check the quick action list of
values (LoV) on the journey setup page.

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• The processing mode for contextual journeys is set to Alerts based notifications by default and BI Publisher
notifications aren’t supported.
• You can't configure an eligibility profile at the journey or task level for contextual journeys.
• The Don’t copy, use source document check box is available when you configure a Document task type only
in a contextual journey. If you enable this setting, a copy of the document isn’t created at the time of task
assignment thereby improving performance.
• Contextual journeys don't support all the journey display properties. For example, you can't hide the Contact Us
section for a contextual journey.
• Contextual journeys aren't supported for future dated hires. If you configure a contextual journey for a quick
action and select a future dated worker, you need to click the Continue without journey button.

Create a Contextual Journey

You’re creating a contextual journey that will display to Meg who is a line manager in Vision Corp, Redwood Shores
when she’s transferring Elizabeth, her direct report.

The contextual journey is intended to take Meg through the transfer process, complete required tasks, and finally
initiate the transfer action.

Before You Start

• Create tasks relevant for the transfer like review of assignment information, meet the new manager, initiate
handover of the employee’s responsibilities, watch a video on how to transfer, and start the transfer.
• Since the contextual journey is specific to a specific legal employer and location, you configure those attributes
accordingly.

Create a Contextual Journey for Transfer

1. In the Setup and Maintenance work area, go to the Checklist Templates task.
2. Create the Contextual Journey in Checklist Templates with the new category Contextual Journey.
3. Click Add and enter details as described in this table. For other fields, use default values.

Field Value

Name Contextual Journey for Transfer

Status Active

Country All Countries

Category Contextual Journey

Context My Team

Action Name Transfer

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Field Value

Archive After Months 3

Purge After Months 3

Completion Criteria All mandatory tasks completed

Days for Completion 0

4. Click OK.
5. In the Configure Criteria section, click Add.
6. In the Condition Builder dialog box, click Create Group.

Field Value

Attribute Legal Employer

Operator Equals

Ignore Case Leave as is

Operand Type Constant

Operand Value Vision Corp

7. Click OK. Repeat step 7 to add Redwood Shores for the Location attribute using And as the expression
connector.
8. Click OK and Save.
When Meg initiates the Transfer action for Elizabeth Marvey, she navigates to a page where she can preview the tasks
in the contextual journey. She clicks Start This Journey to begin the tasks.

Related Topics

How You Manage Contextual Journeys

When you initiate a quick action from Me, My Team, or My Client Groups based on the setup there might be contextual
journeys to help you complete tasks before you actually perform a transaction.

For example, when you initiate a transfer you might see a journey that includes tasks you need to do before you finally
perform the action.

If you’re an employee, line manager, or HR specialist here’s what you see when you initiate a quick action that has a
contextual journey associated:

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Contextual Journey Availability What You See

If there’s only 1 configured contextual The preview page with the tasks of that contextual journey appears and you can click Start This
journey that qualifies for the quick action. Journey. Clicking Continue Without Journey directly takes you to the respective quick action page.
Continue Without Journey is available only to HR specialists, by default. Line managers and
employees won't be able to see this button.

If there’s more than one contextual The contextual journey gallery page displays where you can select a specific contextual journey from
journey that matches the criteria. the options and start the journey.

If there’s already an in-progress assigned The in-progress journey displays. You can use Resume to continue the journey or select a new journey.
contextual journey and other contextual
journeys also exist for the selected quick
action.

If there’s no contextual journey configured The transaction page directly opens for the quick action.
for a quick action.

Here are a few points to note:

• When a contextual journey displays, the user initiating the quick action can select a contextual journey and act
on it. The contextual journey can't be edited or deleted.
• Completed contextual journeys aren't displayed.

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7 Surveys Using Journeys

Overview of Surveys in Journeys
Use Survey Journeys to create surveys and assign it to people in your organization. For example, create survey journeys
for regular pulse surveys to seek feedback on workplace satisfaction or a general survey to provide feedback on the
onboarding process.

Setup
Unlike a regular journey template, the attributes that you configure for a survey journey are different. When you select
the Survey journey category in the Create Checklist dialog box, you need to choose one of the survey subtypes shown in
this table:

Survey Subtype Questionnaire Subscriber How to View Survey Results

General Journeys Survey You have to create your own BI or OTBI report.

Touchpoint Touchpoints You have to use the Touchpoints dashboard.

Here are some points to note:
• Currently, touchpoint surveys are
distributed only through journeys.
• To use touchpoint surveys, you have to
enable journeys. For more information
about touchpoints, see the Using and
Administering Touchpoints guide on
Oracle Help Center.

A survey journey can have only one task of the type Questionnaire. This is the default and can’t be changed.

Message
You can personalize the survey title, subtitle, welcome notification text, and completion message that displays when the
survey journey is assigned to workers using the options in the Message tab.

Schedule
You may need to assign a survey journey at regular intervals or may be just once. You can use the options in the
Schedule Allocation tab to specify the frequency at which a survey should be assigned. The period summary is
generated and lists the periods based on the frequency. Although these periods are Active by default, if you don’t want
the survey journey to be assigned during a specific period, you can deselect Active.

You can choose these Repeat options:

• Specific - Indicates the assignment is on specific dates.
• Day - Indicates the assignment is on a daily basis.

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• Week - Indicates the assignment is on a weekly basis. For example, every Monday.
• Calendar month - Indicates the assignment is on a monthly basis. For example, every 5th day of the month or
every second Monday of the month.
• Year - Indicates the assignment is every year. For example, every 5th day of a specific month or every second
Monday of a specific month in the year.

Based on the start date and the frequency in the schedule, the assignment occurs in specific periods that fall between
the start date and end date of the recurrence. The Number of Runs Per Period drop-down list allows you to configure
the number of times that the system tries to schedule a survey journey in case of earlier scheduling failures or when a
new population is added to the criteria. The journey assignment ends based on the configuration for End Recurrence.
There’s no way to update completed periods in the schedule.

Note that you need to set up the schedule with at least 1 active period to assign a survey journey.

General surveys in journeys expire on the period end date set while defining the survey journey. For this to
automatically happen, you need to run the Process HR Checklist and Tasks ESS process on a daily basis.

On completion of the survey period, the survey journey can no longer be assigned. Additionally, the survey assignee
can no longer respond to the survey.

Survey Assignment
Configure the criteria to determine the population. Only those persons who meet the criteria such as legal employer
and business unit are assigned the survey journey. However, you can assign the survey to assignees only if the date falls
within one of the active periods in the survey schedule.

Here are some points to note:

• Legal Employer and Business Unit are the only two attributes that are supported when you configure the
criteria to determine the population.
• The survey journey needs to be manually assigned at least once for the recurring journey schedule to be
initiated.

Allocate Scheduled Journey ESS Process

Once the configuration is complete, the survey journey is available in the Journeys app. The Allocate Scheduled Journey
ESS process which runs daily automatically assigns the journey. If it's a recurring survey journey, the process checks for
new population within that period and assigns the survey journey only to them.

Once the surveys are assigned, you can use the Scheduled Allocations tab in the Checklist Templates page to review
the status of scheduled survey journeys. If a particular allocation needs an update, administrators can drill-down to that
allocation and make changes by deselecting a person or period.

Here are some points to consider:

• You can’t change the category of an existing journey to Survey journey. Instead, define a new survey journey.
• The display of the survey is based on the way the questionnaire is configured. A questionnaire can display one
question on each page, one section on each page, or all questions on a single page.
• You can't edit an assigned survey journey. However, you can force complete or delete the assigned survey
journey from the Assigned Journeys UI.
• You can still edit the survey journey template for open survey periods.
• If the survey task is completed by the performer, it can be reopened.

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• You can't configure reminders for tasks in a survey journey. However, you can send reminders for survey
journeys from the Assigned Journeys UI or by configuring journey nudges.
• When you configure a period in a survey journey, these items are determined:
◦ Dates during which the ESS process will be run.
◦ Eligible population in the period to assign the journey.

• You can't assign a survey journey to a worker in the same survey period multiple times, even if the earlier
instance of the survey journey is completed by the worker.
• Survey journeys aren’t available in the Checklist Tasks and Onboarding pages.

Related Topics
• How You Use Nudges to Send Journey Reminders

How You Schedule Surveys in Journeys

When you create a survey journey, you need to specify its recurrence frequency to decide when the survey should start
and end and how many times the survey should run within this specific period.

In addition, you need to specify key attributes.

Configure Attributes
1. On the application home page, click the My Client Groups tab.
2. Click Show More after the list of quick actions.
3. Click the Checklist Templates quick action in the Employment area.
4. Search and select the survey journey.
5. Click the Schedule Allocation tab.
6. Select the recurrence frequency of the survey by selecting the required option from the Repeat field. If you
want to create a survey with a custom frequency that's not daily, weekly, or monthly, select Specific.
7. Complete the fields for each of these recurring frequencies:
◦ Day - Daily frequency
◦ Week – Weekly frequency
◦ Calendar month - Monthly frequency
◦ Year - Yearly frequency
◦ Specific - Specific frequency
8. In the Number of Runs Per Period field, specify how often you want the survey engine to run during a period
so that the survey gets assigned to new people in the target population. For example, let's say you scheduled
a monthly survey for the 1st of every month. If you selected the option Every day of the period, the survey
engine will run every day of the month, identify new people who join at any time during the month, and assign
the survey to them. But if you selected Once per period, the survey engine will run only once, on the 1st of the
month, and will assign the survey to new people only in the next month.
9. Enter the analysis period. To specify an analysis period of 4 weeks, select 4 from the first list, and Weeks from
the second list.
10. Enter the threshold score value.

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11. Click Generate. The Period Summary section displays the start and end dates of each period in the selected
frequency. Employees can access the survey any time during each of these periods. If you want to make
changes to the number of occurrences or the survey end dates, click Generate again to refresh the period list.

Note these points:

◦ You can't generate periods for a custom survey that has the frequency type as Specific. In this case, you
have to manually enter the start and end dates for each period.
◦ You can't assign the survey on dates outside of the generated periods. If you want to add such dates, you
need to change the frequency type to Specific and manually add those dates.
◦ If you don't want to run the survey on certain dates, say for example weekends or holidays, you can clear
the Active check box next to those dates in the Period Summary section.
◦ You can clear or select the Active check box next to a period only if its start date is on or after today's
date and the survey engine hasn't already run for today's date.
12. Click Save.

The survey is assigned to the target population at 12 AM UTC time of each survey period's start date.

After you've created the survey and assigned it to employees, you can extend the survey for a longer period in the
same recurrence frequency. To do this, edit the checklist template task and change the end date of the last period in the
survey, if the survey hasn't already been assigned during that period. However, if you want to change the recurrence
frequency from daily to weekly, it's recommended that you end the daily frequency or make it inactive and create a new
checklist template task for the weekly frequency.

Daily Frequency
Complete the fields for daily recurrence as shown in this table:

Field Value Sub Value

Start On Specify the start date of the survey.

Repeat Day

End Recurrence Option 1: End the survey after a specific number Specify the number of occurrences.
of occurrences.

Option 2: End the survey on a specific date. Enter the end date.

Monthly Frequency
Complete the fields for monthly recurrence as shown in this table:

Field Value Sub Value

Start On Specify the start date of the survey.

Repeat Calendar month

Repeat on This Day Option 1: Repeat on a specific date in the

month.

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Field Value Sub Value

Option 2: Repeat on a specific day of the month.

For example, the first Monday of every month.

End Recurrence Option 1: End the survey after a specific number Specify the number of occurrences.
of occurrences.

Option 2: End the survey on a specific date. Enter the end date.

Yearly Frequency
Complete the fields for yearly recurrence as shown in this table:

Field Value Sub Value

Start On Specify the start date of the survey.

Repeat Year

Repeat in This Month Select the month on which you want to send
the survey every year.

Repeat on This Day Option 1: Repeat on a specific date in the

month.

Option 2: Repeat on a specific day of the month.

For example, the first Monday of every month.

End Recurrence Option 1: End the survey after a specific number Specify the number of occurrences.
of occurrences.

Option 2: End the survey on a specific date. Enter the end date.

Specific Frequency
Let's say you want to create a survey every alternate day of the week, you need to create a custom frequency. Complete
the fields as shown in this table:

Field Value Sub Value

Start On Specify the start date of the survey.

Repeat Specific

End Recurrence Option 1: End the survey after a specific number Specify the number of occurrences.
of occurrences.

Option 2: End the survey on a specific date. Enter the end date.

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Note that for a custom frequency, clicking Generate won't create the start and end dates in the Period Summary
section. You need to manually add each period of occurrence and specify the start and end dates. In this example, you
will add alternate days of each week that you want to run the survey for.

Notify Employees When a Survey is Assigned

Here's how you can notify employees when the survey is assigned to them:
1. Click the Display Settings tab.
2. Select the Send notification on checklist allocation check box. This sends notifications for each time the
survey is assigned to employees in the configured recurrence frequency.
3. If you want to send a notification to the assignee when the HR specialist or manager decides to manually mark
the survey as complete, you can select the Send notification when checklist is force completed check box.

These notifications appear in the employees' worklist when they click the Notifications icon in the global header.

Example of Creating a Survey in Journeys

This example shows how to create a general survey and assign it to new hires to get their feedback on the onboarding
process.

Summary of Tasks
1. Create the questionnaire for the survey by using the Questionnaires application.
2. Create and configure the survey by using the Checklist Templates task. This involves three subtasks:
a. Creating the survey journey.
b. Associating the questionnaire with the survey journey.
c. Specifying the attributes of the survey, such as its frequency.
3. Assign the survey to employees using the Journeys application.

Create the Questionnaire

For more information about creating a questionnaire, refer to the Questionnaires section in the Workforce Profiles
chapter of the Using Common Features for HCM guide.

Create the Onboarding Experience Survey Journey

The general survey is a type of survey journey that's created using the Checklist Templates task.

Here's how you create the survey journey:

1. On the application home page, click the My Client Groups tab.

2. Click Show More after the list of quick actions.
3. Click the Checklist Templates quick action in the Employment area.
4. Click Create.

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5. Complete the fields as shown in this table.

Field Value

Name Name of the survey journey.

Checklist Code The code is auto-populated. You can change it if required.

Country Select the country to which the survey is applicable.

Category Survey

Survey Subtype General

Archive After Months The survey journey is archived these number of months after its expiration or completion by
the employee or HR specialist.

When a survey journey is archived, it no longer appears in the application. But it’s still present
in the archive tables in the database.

The responses provided by employees to survey questions aren't archived. They're available in
the database for reporting purposes.

Purge After Months The archived survey journey is purged these number of months after its expiration or
completion by the employee or HR specialist.
Purged survey journeys are permanently removed from the archived tables.

The responses provided by employees to survey questions aren't purged. They're available in
the database for reporting purposes.

6. Click OK.
7. Review the details on the General tab and edit the other details as required. You can enter the effective start
and end dates for the survey journey configuration.
8. To finalize the survey and use it immediately, set its status to Active. Otherwise, set it to Draft.
9. Click Save.

Associate the Questionnaire with the General Survey

The next step is to associate the questionnaire with the general survey journey.

Here's how you do it:

1. On the Tasks tab of the checklist page, click the Create > Create Task.
2. Complete the fields as shown in this table.

Field Value

Name Name of the task.

Code The code is auto-populated. You can change it if required.

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Field Value

Status The status is auto-populated. You can change it if required.

Description Enter a description for the survey questionnaire.

Task Type The default is Survey. Leave as is.

Questionnaire Select the questionnaire to be used in the survey.

3. Click Save and Close.

A general survey can have only one task.

How You Assign a Survey Journey

If a survey journey is configured and available on the Explore tab, you can assign this to people in your organization.

When assigning a survey journey, you can choose the recurrence options in the Repeat drop-down list. Based on the
recurrence configuration, these are the Repeat options available for surveys:

• As per schedule - Assigns the survey journey in the respective period under which the assignment date falls.
• Never – Assigns the survey journey on an ad hoc basis but the date needs to fall within a specific period.
You can only assign survey journeys in the active periods defined in the schedule of a survey journey.

Employee Experience
If a survey is assigned to you, you receive a notification. You can also see the survey journey in your My Journeys tab.
You can then respond and submit the survey journey. Once you submit the survey you can’t edit the response and
resubmit the survey. You also can’t respond to the survey once it expires.

Here are a few points to note:

• You can’t create a Survey journey using Create Journey on the Explore tab in Journeys and you can’t create
personal journeys of the Survey category.
• The My Tasks tab in Journeys app doesn’t display the survey task.
• The completed survey journeys are archived and purged periodically.

Use Cases for Surveys in Journeys

This table shows some common scenarios where surveys are used in journeys and the steps to configure each:

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Use Case Scenario Description Configuration Steps

Configure a survey journey that's assigned once An HR specialist wants to assign a one-time 1. Create the survey schedule by entering
and needs to be completed within 3 days after survey journey to obtain details of the workers these values:
a. Start Date: 01-Jun-2024
its assigned. attending a department's All Hands Meet in
b. End Recurrence: Specific Date
the Bengaluru office. The survey journey is
c. End Date: 04-Jun-2024
assigned on 01-Jun-2024 and workers need to
2. Assign the survey to the required set of
respond on or before 04-Jun-2024.
people.

Extend the deadline of the survey journey by 2 Since many workers haven't responded to the 1. Edit the end date value as follows in
days on the last day. survey requesting their details, the HR specialist the Period Summary section under the
Schedule Allocation tab:
wants to extend the survey duration to allow
a. End Date: 06-Jun-2024
workers to respond on or before 06-Jun-2024.

Verify personal details of workers in an annual An HR specialist wants to assign an annual 1. Create the survey schedule by entering
survey journey. survey journey to workers to verify their these values:
a. Start Date: 01-Jan-2024
personal details. The journey needs to be a
b. Repeat: Year
recurring survey for the next 5 years. The
c. Occurrences: 5
survey journey needs to be assigned every year
2. By default, the end date for each period is
on 01-Jan-2024 until 01-Jan-2028. Additionally,
set to 31st December. Therefore, modify
the survey should be available for workers to the end date in the period summary as
respond until 20th January of each year. 20th January for each period.
3. Assign the survey to the required set of
people.

Update the questionnaire associated with the A survey journey is configured with the 1. Edit the Annual Survey - Personal Details
survey journey to include 2 new questions. following questionnaire: Annual Survey - questionnaire to include 2 new questions.
2. When the 2nd instance of the survey
Personal Details. The questionnaire has 5
journey is assigned, the survey will include
questions and is assigned with a recurring the 2 new questions that were added to
schedule. Two new questions need to be added the questionnaire.
from the 2nd year onwards.

Replace the questionnaire associated with the A survey journey is configured with the Even if you replace the questionnaire of the
survey journey with a new questionnaire. following questionnaire: Annual Survey - survey with a new questionnaire, the existing
Personal Details. The questionnaire has 7 schedule continues to use the associated
questions and is assigned with a recurring survey questionnaire when the survey was first
schedule. The questionnaire needs to be assigned.
replaced from the 3rd year onwards. However, you can follow these steps to use the
new questionnaire:
1. Delete the future recurrences in the
schedule.
2. Associate the new questionnaire.
3. Create a new schedule with the required
start date and recurrence.
4. Assign the survey to the required set of
people.

You need to run the Process HR Checklist and Tasks process daily to automatically uptake the changes you made to
the survey journey.

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Create Quick Surveys in Journeys for Small Set of

Workers
You can create a quick survey or poll to collect feedback from your directs on important topics relevant to their work
such as projects, schedule, work environment, skills, competencies, collaboration, training, availability, and preferences.

You can use journeys and questionnaires to create the survey and then manage the survey.

Create Survey
Use the Create Survey quick action under the My Team tab to create the survey. You have the option to copy from an
existing survey, create a new survey, or use AI Assist. After entering the survey details, you can add questions from the
question library or create your own questions. A maximum of 10 questions can be added for a survey. You can perform
these actions when you create the survey:
• Modify the survey by making changes to existing questions
• Add new questions
• Reorder questions
• Remove questions

Manage Survey
After you create the survey, you can set the start and end date, set reminder options for assignees, and assign it to your
direct reports. Once assigned, you can change the survey details if needed. For example, you can extend the survey end
date if the workers have not completed the survey and assign the survey to a new set of workers. The extended date is
also applied to the new assignees.

You can assign or edit a survey from the Explore tab.

Points to Consider
• You can only create a quick small survey with a limited set of workers by using the Create Survey quick action.
You can’t create an extensive survey and assign it to a large population.
• Surveys created by a manager are personal surveys available only to them and not to other managers. These
personal surveys are available only within the survey flow.
• Surveys are non-recurring and have an end date.
• You can't edit the survey questions if the assignee has already responded to them.
• The display of AI Assist is controlled through the showAIAssist page property in Visual Builder (VB) Studio. The
default value of the property is false.
◦ If the property is set to true, then the user will see the AI Assist option when configuring a survey.
◦ If the property is set to false, then the user won’t see the AI Assist option when configuring a survey.

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Related Topics
• Questionnaires

Compare Journey Questionnaires, Survey Journeys, and

Manager Surveys
This table shows the comparison between journey questionnaires, survey journeys, and manager surveys based on the
configuration criteria:

Criteria Journey Questionnaires Survey Journeys Manager Surveys

Where to configure? My Client Groups > Talent > My Client Groups > Talent > Team Activity Center page > Team
Questionnaires Questionnaires Actions or My Team > Employment
Associate the questionnaire you Create the Survey Journey in > Create Survey quick action
created with a journey task of Checklist Templates by using
type Questionnaire in a journey the Survey category. Specify the
template. survey subtype as either General or
Touchpoints.

Associate the questionnaire you

created with the journey task of
type Questionnaire in a journey
template of category Survey.

Which questionnaire subscriber do For a questionnaire task in a For a general survey, you need Not applicable
I select? Guided Journey, you need to select to select Journey Surveys as the
Guided Journeys as the subscriber. subscriber.
For a touchpoints survey, you
For a questionnaire task in other need to select Touchpoints as the
journey categories, you need subscriber.
to select HR Checklists as the
subscriber.

Can I automatically assign the Yes, based on an action or event. Yes, based on the criteria and No
survey? schedule.

Can I configure a recurrence? Yes, at run time. When assigning Yes, at design time by using the No
the journey, you can specify a Schedule Allocation tab when
recurring schedule. configuring the survey journey
template.

Can I specify the target population? Yes, by using Eligibility You can only specify the Legal You can only assign people to the
Profiles when configuring the Employer and Business Unit. directs of the line manager.

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Criteria Journey Questionnaires Survey Journeys Manager Surveys

questionnaire task or configuring

the journey template.

Can I specify the duration when a Yes, by using Expiry Duration when Yes, by using the schedule Yes, Survey Start and End Date.
questionnaire or survey is active? configuring the task. configured under the Schedule
Allocation tab of the journey.

Can I specify when a questionnaire Yes, by using Expiry Duration when Yes, based on the recurrence Yes, by using End Date when
or survey becomes inactive? configuring the task. duration. Once the new occurrence assigning the survey.
is assigned, the earlier occurrence
will automatically expire.

Can I specify the date by when Yes, by using Target Duration when Yes, by using the schedule Yes, by using the End Date when
workers need to complete the configuring the task. configured under the Schedule assigning the survey.
questionnaire or survey? Allocation tab of the journey.

Can I delay assigning the Yes, by using Delay Duration when Yes, by using the schedule Yes, by using Start Date when
questionnaire or survey? configuring the task. configured under the Schedule assigning the survey.
Allocation tab of the journey.

Can I specify the questionnaire or Yes, you can specify as Worker, The survey is always assigned to The survey is always assigned to
survey responder? Line Manager, AoR, or User. the journey assignee. the journey assignee.

Can I specify the layout to display No Yes No

questions?

Is there a limit on the number of No No Yes, 10 is the limit.

questions?

Can I add comments when Yes, as part of task and question Yes, as part of question comments. Yes, as part of question comments.
answering the questionnaire or comments.
survey?

Can I add attachments when Yes, by enabling the Attachments No No

answering the questionnaire or checkbox when configuring the
survey? task.

Can I configure other features by Yes No No

using display properties?

Can I send reminder notifications? Yes, you can configure reminders Yes, by using Nudges for Journeys. Yes, you can configure reminders
at the task level. when assigning the survey.

Can I add other tasks to the Yes No No

journey template?

Can I add the Note Board and Yes No No

What's Happening sections?

Can I configure journey template Yes Yes No

level security?

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Criteria Journey Questionnaires Survey Journeys Manager Surveys

Can the journey template be Yes, it's a global template. Yes, it's a global template. No, it's a personal template.
reused by others?

Can I make a questionnaire or Yes, you can configure a preceding No No

survey dependent on another task? task in the journey template.

Can I configure an offset duration? Yes No No

Can I add notes or instructions? Yes No Yes

Can I add a completion message? No Yes No

How can I answer the Survey respondents can answer Survey respondents can answer Survey respondents can answer
questionnaire or survey? from the My Journeys or My Tasks from the My Journeys tab. The line from the My Journeys tab. The line
tab. The line manager and Areas manager and AoR can't answer on manager and AoR can't answer on
of Responsibility (AoR) can answer behalf of the performer. behalf of the performer.
from the Assigned Journeys tab.
You can configure this based on
the display properties.

Who can view questionnaire or The Task Performer, Line Manager, The Line Manager and AoR. The The Line Manager and AoR. The
survey responses on the UI? and AoR. You can configure this survey performer can't view the survey performer can't view the
based on the display properties. responses after submitting them. responses after submitting them.

How can questionnaire or survey By using OTBI and BI Publisher. By using OTBI and BI Publisher. By using BI Publisher.
responses be reported?

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8 Synchronize Journey Template Changes

Overview of Synchronizing Assigned Journey Attributes

You may want to include any journey or task related changes in already assigned journeys. You can do this using the
Update Assigned Journey Attributes Based on Modified Journey Template process.

You can run this process in the Scheduled Processes area only for journeys and tasks that are in progress and not in
terminal status. Based on the parameters you specify, the process updates those attributes in the assigned journey or
task. You require the Run Global HR Processes function privilege to run this process manually.

Process Parameters
When running the process you need to specify the values for the parameters listed in this table.

Process Parameters Details

Checklist Name List of checklists that can be updated. The checklist names display as IDs in the ESS Process Details
dialog box.

Task name List of tasks that can be updated. The task names display as IDs in the ESS Process Details dialog box.
You must provide a checklist name if you provide the task name parameter.

Person Numbers Person number or comma separated values for person numbers. If you don’t provide person numbers,
the ESS process synchronizes attributes across all open assignments of that journey and task.

Configuration Configuration comprises the checklist and task attributes enabled for synchronization on the
Configurations tab in the Checklist Templates page. When you add a configuration, you need to
enable it first and then enable some or all of the attributes that you want to synchronize.

Process Results
You can use the log files to validate the synchronization process. If you try to update a task that doesn’t exist in the
selected checklist, the process stops.

Points to Note
You can’t use the ESS process to assign a new task that you add to a checklist template. Similarly, it can’t be used to
delete an assigned task if you delete the task from a checklist template. You will need to make such changes through
the user interface, HDL, or REST API. You can’t use the ESS process to update the Basic eSignature, Embedded Learning,
I-9, OPA, Document, Questionnaire, and Configurable Form task types.

Any task related change that you make in these scenarios aren’t synchronized:

• When you change the task type, for example, from Manual to Video.
• When you update the configuration of an existing Questionnaire and Configurable Form task.
• When you change the preceding task configured in a checklist.

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Journey Attributes Synchronized During Process Run

Attributes updated at the journey and task level during the Update Assigned Journey Attributes Based on Modified
Journey Template process are listed here.

Level Tabs Synchronized Attributes

Journey General • Checklist Name

• Description
• Archive After Months
• Purge After Months

Message • Title
• Welcome Text
• Background Image URL
• Thumbnail Image URL
• Template for Assigned Checklist
• Combined Task Notification Template
• Force Complete Notification Template
• Contacts
• All supported checklist display properties
Display Name Format on Journey Card isn't
synchronized.

Task General • Name

• Description
• Sequence
• Enable expiry
• Target Duration
• Required
• Report Path
• Signature Type
• Template ID
• Attachment
• Comments
• Attachments to Document Records
• Attachments Are For
• Document Type
• Activation Criteria
• OTBI Analytics Path

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Level Tabs Synchronized Attributes

• Analysis Parameters
• Task Configuration
• Application Task
• Learning Item Title
• URL
• Notes
• Complete
• Mark as Not Applicable
• Save as Draft
• Add to Calendar
• Activity Action 1
• Activity Action 2
Task Owner, Task Type, specific task types such
as Basic eSignature, and Embedded Learning
aren’t synchronized.

Notification and Reminders • Notification Overrides

◦ Notify Performer

• Task Alert Templates

◦ Template for Performer

◦ Template for Owner

◦ Template to Notify Performer on Task

Expiry
◦ Template to Notify Owner on Task Expiry

◦ Template to Notify Performer About Task

Marked Not Applicable
◦ Template to Notify Owner About Task
Marked Not Applicable
◦ Template to Notify Performer of Force
Closed Task
◦ Template to Notify Owner of Force Closed
Task
• Reminder Template
Enable reminder isn't synchronized.

Notes Supported.

Display Settings All supported task display properties.

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Implementing and Using Journeys Configure Task Types

9 Configure Task Types

Overview of Journey Tasks

This topic describes the key features about tasks and the task library.

Tasks
You can configure tasks as optional or required.

When you send a reminder, the reminder is per task and not a single reminder for multiple tasks. Tasks that are
incomplete in a particular step are automatically carried forward to the next step in the onboarding process.

Although you can specify task description this isn't visible to task performers or editable in the task pages.

Dependent Tasks
You can also configure tasks as having dependent tasks. For example, a task where the worker needs to request for their
identity badge could have a preceding task where the worker needs to verify their personal information details.

Here are a few points to note:

• A dependent task can have only 1 preceding task.
• The dependent task will appear greyed out (displayed with a locked icon) until the preceding task is in terminal
status.
• HR specialists and line managers can't send reminders, reassign, or edit dependent tasks that are disabled.

Task Library
The task library is a repository of reusable tasks from which you can select and add tasks to a journey template or an
assigned journey. The tasks in the library comprise both predefined tasks and personal tasks.

Any changes you do to the task details of a task in the task library won't be reflected in a task that's already added to
a journey template. When a task is added from the task library, eligibility profile isn't evaluated since tasks in the task
library don't have eligibility profile associated.

You can't add tasks from a task library to a contextual or guided journey because tasks created in contextual and guided
journeys are different. Not all task attributes are supported for tasks that are part of a contextual or guided journey.

The Enterprise Onboarding Step journeys that you create on the Tasks tab of an Enterprise Onboarding category
journey can't be added to the task library.

When selecting a task from the library you can use the task description to see if it’s relevant for the journey.

Points to Consider Predefined Tasks Personal Tasks

Who can access the tasks? Users having access to Checklist Templates Users having access to Create or Manage
Journeys

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Points to Consider Predefined Tasks Personal Tasks

How do I add tasks to the library? • Using the Task Library tab in the Checklist You have the option to save a task to your
Templates setup page. personal task library when you create a new
task:
• Selecting Add to Library on the Tasks tab
of the checklist template.
• When creating a personal journey
• When editing a personal journey
• When managing an assigned journey

How do I manage these tasks? Using the Task Library tab in the Checklist Currently it's not possible to edit or delete
Templates setup page. personal tasks.

How do I use these tasks? You can select a predefined task in these You can select a personal task in these
scenarios: scenarios:

• When creating a personal journey • When creating a personal journey

• When editing a personal journey • When editing a personal journey
• When managing an assigned journey • When managing an assigned journey

Who can use these tasks? Anyone Only you

Task Types in Journeys

Task types determine the type of journey task, the task performer needs to complete.

These are the task types you can configure:

Task Type What You Use it For When is Task Complete Example

Advanced Task Combine 3 task types into a single User clicks the Done or Complete Watch a video, complete a survey,
task. The task types you can button and sign a document as part of
combine are listed here: onboarding.
• Document
• External URL
• Application Task
• Video
• Embedded Learning
• Questionnaire
• Configurable Form
• Electronic Signature
• Report
• Learn Community
• Learn Enrollment

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Task Type What You Use it For When is Task Complete Example

When configuring electronic

signature, if you want the user
to sign the document, you need
to select the Report task type
and provide the report path.
Then specify the Document Type
to indicate where the signed
document needs to be saved.

See the topic, How You Create an

Advanced Task in Journeys

Analytics Specify the OTBI report path and User views the analysis on the View the analysis displaying person
parameter to display. guided journey task window. journey details in a guided journey
This task type is available only for task.
guided journeys.

See the topic, How You Configure

Analytics Task Type in Journeys

Application Task Select a task from a list of tasks User is taken to another page to Update personal details.
that can be performed within the do the task but revisits the task
application itself. You can select the page to mark the task as done or
task based on the performer of the complete.
task.

See the topic, Example of

Configuring Completion Criteria for
a Journey Task

Configurable Form Define configurable forms User clicks the Complete button. Fill forms related to corporate
and capture additional details. policy, tax.
Although the details will be
captured using the form, the
information won't be updated
in the respective fields of the
application.

See these topics:

• How You Create Configurable

Forms in Journeys
• Journey Descriptive Flexfields

Document Attach a document that workers User clicks the Done or Complete Download insurance form, print
can download, see, and read as button. (optional), fill up or enter details,
part of their tasks. scan (if printed) the form and
upload as attachment. The
You can preview various attachment preview can be seen
attachments in journey tasks when viewing these pages:
without having to download them • The document task type in an
to a local folder. assigned journey.

You can't preview the attachment • The completed tasks in an

uploaded to a document task type assigned journey where
when viewing the document task attachments are uploaded by
on the journey details page from the performer.
the Explore tab.

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Task Type What You Use it For When is Task Complete Example

Electronic Signature - DocuSign Create tasks where workers can User is taken to another page to Sign a non-disclosure agreement.
electronically sign during the do the task but revisits the task
onboarding process. page to mark the task as done or
complete.
Allows users to electronically
sign the document in DocuSign.
Requires integration with third-
party service provider, DocuSign.

See the topic, Configure Electronic

Signature Using DocuSign in
Journeys

Embedded Application Task To embed task regions within a User is directly taken to the • Update document record
journey task to easily complete Journeys page to do the task and details.
application tasks and reduce mark the task as done or complete.
navigation. • Update address details.

Embedded Learn Include learning content to help a User clicks the Done button after Training video that an employee
task performer in their journey. they view the complete video in needs to watch as part of their new
You can include these content an embedded learn video task or hire onboarding process.
subtypes: after they have clicked the See
• Document document link in an embedded
learn document task.
• Video

External URL Define an external URL that User is taken to another page to Link to the benefits provider site.
workers will use to perform the do the task but revisits the task
task. You can create an URL that page to mark the task as done or
includes specific parameters complete.
or create the URL using the
Manage Integration of Additional
Applications task in Setup and
Maintenance.

See the topic, How You Configure

the URL for an External URL Task
Type in Journeys

I-9 Verification Enables users to update or User is taken to another page to Verify employment eligibility
verify personal details during I-9 do the task but revisits the task during onboarding.
employment eligibility verification page to mark the task as done or
(US specific only) using HireRight. complete.

See the topic, Example of

Integrating Journeys with HireRight
for I-9 Employment Eligibility
Verification

Learn Community Associate the learn community User clicks the Done button. Join a community for new hires.
task type to the title of a
predefined learning item.

Learn Enrollment Associate the learn enrollment task User clicks the Done button. Enroll for a specialization in
type to any of these predefined programming.
learning items:
• Course

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Task Type What You Use it For When is Task Complete Example

• Learning Journey
• Offering
• Specialization

Manual Task Create a task that workers need to User clicks the Done or Complete Introduce the new hire to the team.
perform outside of the application. button.

Native Electronic Signature Create a task where workers can User clicks the Done or Complete Sign employment agreement.
provide their consent by entering button.
their name and email address.

There are two ways you can

configure this. You can specify the
report path and document type
to save the signed document in
document records or keep it basic
without configuring these fields.

When the Report Path hasn't been

configured for a native electronic
signature journey task, the View
Document link won't be displayed.

You can see the date on which the

consent was provided. Only the
name of the person providing their
signature is validated against the
logged in user's name. There's no
validation for the optional email
address field.

See the topic, Configure Native

Electronic Signature in Journeys

Oracle Process Automation Enables users to automate User clicks the Done or Complete Employee asset request, uniform
business processes using the button. request.
integration with Oracle Process
Automation (OPA).

See the topic, Integrate with Oracle

Process Automation in Journeys

Questionnaire Add a questionnaire to collect User clicks the Done or Complete Onboarding survey, exit
feedback from workers. button. questionnaire, collect information.

You use the questionnaire

functionality in HCM to create
a questionnaire and select the
appropriate subscriber depending
on one of these journey categories:
• Guided Journey - Guided
Journeys
• Survey (General) - Journey
Surveys
• Survey (Touchpoints) -
Touchpoints

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Task Type What You Use it For When is Task Complete Example

• Other categories - HR
Checklists

The data collected using a

questionnaire is available only
within that questionnaire. You can
create a custom BI report to fetch
that data for display.

To view and answer questions

in a questionnaire, you need
to add the HRT_MANAGE_
QUESTIONNAIRES_PRIV privilege
to your custom roles which need to
access the questions in the journey
task.

Report Specify and include a link to a User is taken to another page to Report that has all the employee
published BI report. do the task but revisits the task details such as personal and
page to mark the task as done or assignment details for employee
See the topic, How You Configure complete. review.
the Report Task Type in Journeys

User Defined Content Display custom content from User is taken to a panel drawer on Global salary analysis for an
external end points in guided the same journey page to do the employee based on their career
journeys. You can define a guided task. level matrix.
journey task by using this task type
and connect a custom REST API.
This task type is available for all
journey categories except the
Survey category.

See the topic, Configure User

Defined Content Task Type for a
Journey

Video Add a video using either an User clicks the Done or Complete Welcome video from the CEO
Embedded URL or a Media URL for button. to address new hires in the
a video. organization.

• Embedded URL: Supports Example of an Embedded URL on

videos hosted on media YouTube,
servers that support an https://www.youtube.com/
embed format. embed/tsl5Zsbk8VQ

• Media URL: Supports videos

hosted on media servers that Example of Media URL and how
don't support the embedded you build the syntax of the URL:
format. For example, Oracle
Universal Content Manager Link to access UCM:
(UCM). https://<pod URL>/cs

When adding a media file from

UCM, the link is generic. Example:
<generic internal
URL>/cs/groups/
fafusionimportexport/
documents/digitalmedia/

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Task Type What You Use it For When is Task Complete Example

ytaw/mtu1/~edisp/
ucmfa00155968.mp4

You need to replace the part that

says generic internal URL with your
actual pod URL.

The media URL for a video hosted

in UCM will be something like this:
<actual pod URL>/cs/groups/
fafusionimportexport/
documents/digitalmedia/
ytaw/mtu1/~edisp/
ucmfa00155968.mp4

Points to Consider
• You can configure Notifications, Reminders, and Notes for all task types.
• If a document type is configured for the task, the attachments are stored in Document Records.
• If a document type isn't specified, then the attachments are stored in Universal Content Manager and are
accessible only from the completed journey task.
• All attachments uploaded for a specific task are stored against the same document record created based on the
document type configured for the task.
• For tasks of the type Application, External URL, Learn Community, Learn Enrollment, Report, DocuSign, and I-9
Verification, the Done button is enabled only after the user accesses to the task at least once.
• For tasks of the type Electronic Signature, the Done button is enabled only after the user clicks See Document
at least once.

Considerations for Creating Journey Tasks

Whether it's a predefined task or a brand new task, a task becomes relevant only when you add it to a journey. Most
often, you can use predefined tasks that are available but sometimes you may have to create new tasks altogether.

Watch video

Here are some scenarios in which you can create a new task

• When you create a personal journey

• When you edit a personal journey
• When you manage an assigned journey
This table lists the things you should keep in mind when selecting tasks from task library or creating new tasks.

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Task What task attributes can you create or Things to keep in mind
modify

Added from library For Manual, External URL, Video, and Tasks are assigned to the performer as of the
Document task types you can change all task date you specify in the Assign Date field.
attributes.
Any notes that are part of the library task
For other task types, you can modify only some appear in the notes field with the HTML tags.
of the attributes.

Created newly You can create new tasks only of the type You can save the task to your personal task
Manual task, External URL, Video, Document, library.
Learn Community, and Learn Enrollment.
The Notes field in the task page when you add a
new task doesn't support rich text editor.

Here are a few points to note:

• The task that you add to an assigned journey or a personal journey can't be a predecessor task to another task
and can't have any tasks that precede it.
• New tasks are added to the end of the existing task list in the journeys page.
• After you assign a task to a performer, you can edit the due date, reassign the task, or remove the task.
• It's recommended that you don’t create more than 20 tasks in a single journey.

How You Create Journey Tasks

Create, maintain, and view tasks used in journey templates using the Checklist Templates task in the Setup and
Maintenance work area.

You can create a task directly in a journey that's assigned to a user when the journey is triggered or create tasks in the
task library that can be assigned manually by a line manager or HR specialist.

Based on whether you want the task to be available for use in a journey immediately or later you set the status as Active
or Inactive.

This table shows the attributes you can configure for a journey task:

Field or Tab What You Use it For

Sequence You can specify the sequence in which tasks must be displayed. This is set to Yes by default. You can
disable this by modifying the Order Tasks by Sequence journey property in the Display Settings tab.
Sequence only controls the display of tasks, it doesn't restrict the task performer from performing the
tasks in any order.

Here's what you need to note if you use Journeys:

• If sequence is enabled using display settings, the tasks always remain in the same position,
regardless of their status.

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Field or Tab What You Use it For

• If sequence isn't enabled, the tasks are ordered by in-progress tasks ordered by due date,
followed by dependent tasks, then deferred tasks, then completed tasks.
• When you access a specific journey under My Journeys or Assigned Journeys, the journey tasks
are displayed in sequence only in the context of the journey.
• The My Tasks tab doesn't show the tasks in the sequence that they are configured in a specific
journey. This is because the tab contains tasks from multiple journeys.

Required Specifies if the task is required or optional.

Target Duration This determines the target end date of the task. Tasks that cross this duration become overdue tasks
and are shown with an Overdue badge on the journeys pages.
If you configure the task target duration in units other than days, the application will convert the
specified duration into days and calculate based on that.

It's recommended that you configure a target duration for each task, else the task won't be overdue.
Additionally, you can't configure expiry based on the due date without a target duration.

Expire This determines the date when the task will expire. If a task is not performed within the expiry period,
then the task automatically moves to an expired (completion) status after that period and can't be
acted upon. The option to specify the expiry is available for both required and optional tasks. You
can't set a default value for the task expiry. However, you can use HCM Data Loader to update the task
expiry for your existing tasks in the journey template.
You can set the task to expire either based on the task assignment date or task due date. For example,
if you specify 10 days after task due date, it means the task will expire that many days after the due
date. If you want the task to expire based on the due date and you modify the due date for some
reason, the task expiry is calculated again.

When a task expires, it’s marked as completed. The expired tasks are not deleted.

You can set the expiry duration value between 1 to 365 days so that tasks don’t remain open for a
very long period. If the value exceeds 365, a validation error is displayed in the Expire field. Field-level
validation for task expiry is enforced when you do these actions:
• Set up a task using checklist templates.
• Create a task using Explore Tab > Create Journey.

Task expiry is not displayed to the end user. Therefore it is recommended to enable reminders before
the expiry duration or configure the target duration and expiry to same number of days.

This is what happens when task expiry is configured:

• The Process HR Checklist and Tasks ESS process during the daily run evaluates tasks that have
the expiry configured and moves the tasks to expired status. When this happens, the date of
expiry displays along with Expired status and no further action is possible.
• To notify task owners and performers when a task expires you can use the Task Expiration
for Owner (ORA_CHK_TASK_EXPIRED_OWNER) and Task Expiration for Performer
(ORA_CHK_TASK_EXPIRED_PERFORMER) predefined alert templates or a user-defined template
in the Task Alert Templates section.
• To receive expiry alerts for a task, you need to navigate to the Notification and Reminders tab.
Then, in the Notification Overrides section, select the When task is completed check box for
Owner and Performer.

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Field or Tab What You Use it For

Delay Duration This delays the start of a task by the number of days configured after which the task is assigned to a
task performer. If you configure the task delay duration in units other than days, the application will
convert the specified duration into days and calculate based on that.
For more details, refer to the Examples of Task Delay Duration in Journeys topic in this guide.

Task Type Specify the type of task that should be performed, whether it requires the performer to go to an
external website or can be performed in an internal application. For example, the task could require a
new hire to enroll for benefits. You can use the available task types in any journey category.

All task types have the Save as Draft action. If there are mandatory fields in a task (for example,
questionnaire or configurable form), you need to enter them all to use the Save as Draft action.

When a completed task of the type Questionnaire or Configurable Form is reopened, the responses
provided by the task performer when completing the task are preserved. The task performer can
update the responses and resubmit.

For more details, refer to the topic Task Types in Journeys in this guide.

Attachments and Comments Enable attachments and comments when you create the task. If you enable Attachments, you can
configure the document type you want the attachments to be stored against. In case you don't specify
a document type, the attachments won't be stored in Document Records. In case you upload multiple
attachments, they will be stored against the same document record for the specified document type.

Also, a journey assignee or task performer can add attachments and comments when performing the
task. By default, attachments are stored for the task performer but you can change that. Based on
what you select, journey assignee or task performer, attachments are stored in that person's document
records. The attachments you can store are attachments added to an assigned task, BIP reports that
are generated as part of the report task type, and signed documents generated as part of the native
electronic signature task type. You can enforce adding attachments and comments by setting the
display property to Yes for both Make attachments required and Make comments required on the
Display Properties tab of a task.

I-9 documents will always be stored against the journey assignee.

Notification and Reminders You can set task notifications and reminders to draw the attention of task performers to the tasks.
You can also specify the frequency for these reminders. You can use predefined alert templates in
your journeys to notify task owners and performers for events related to absence, health and safety,
learning, person, recruiting, and talent.
Task performers and owners access their tasks either from the Recent Notifications Alert or from the
My Tasks section in their BPM worklist. Optionally, they can create a user view to filter the tasks in their
worklist. For example, task owners may create a user view to only display those tasks that they own
and not display tasks for which they're performers.

Notes Include instructions and details for task performers on how and where to perform the task.

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Field or Tab What You Use it For

If you want to include images in the Notes section for a journey task, it's recommended that you host
the image in an accessible location. Additionally, include the image URL in the Notes section instead
of embedding the images. If you embed images directly in the Notes section, your table storage will
increase rapidly.

You can do these things in the Notes section:

• Configure the URL that you specify in Notes section to open in a new window. To do this, you
select URL as the link type, and then specify the protocol and URL in the Link Info tab. You then
select New Window in the Target tab so that the URL opens in a new window.
• Include deep links in task notes to directly open application pages that you need to use.
• Hide or change the default Notes header to something more meaningful for the task. If you
hide the Notes header, the expand and collapse option is also hidden. This is applicable only for
responsive pages and not for Journey pages.

Display Settings Control access to a task section or action based on role.

Based on the configuration, a task performer can add comments and attachments as listed in this table:

Configuration Task Performer Action Result of Action When to Use

On the journey task setup Add comments and attachments Only the comments are available Recommended if you require the
page, enable Comments and on the task page. in the Completed Tasks section of attachments to be available in
Attachments. the assigned journey. Attachments Document Records after the task is
Also, enable Send attachments to are available only in Document completed.
document records. Records.

On the journey task setup Add comments and attachments The comments and attachments Recommended if you don't want
page, enable Comments and on the task page. are available in the Completed the attachments to be available in
Attachments. Tasks section of the assigned Document Records.
journey.

No configuration. Add comments and attachments The comments and attachments Not recommended for journey task
directly in the task notification. are available only in the notification notification.
through BPM worklist until the
time that that notification is
purged or archived. They won't be
accessible from the journey task.

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10 Configure Task Groups

Overview of Task Groups in Journeys

A task group is a grouping of common tasks that you can reuse in multiple journey templates. For example, you can
create a group of common tasks to use in various onboarding journeys.

You can configure a task group using the Task Groups tab on the Checklist Templates page.

Create Task Groups

Any user who has access to Checklist Templates can create task groups but if you want to restrict the access, you need
to configure the role in Category Security. For example, if you add the HR specialist role, only users with that role can
create task groups. Roles that you give access to can use Task Group to create a task group.

Configure Task Groups

A task group acts like the parent task to which you add child tasks. You can include one or multiple tasks and keep them
as standalone, dependent, or a combination of both. You can also configure task groups that are dependent on each
other.

You can specify the name and other details such as the eligibility profile and completion criteria at the task group level
or at each specific task level. When you add tasks to a task group, you can either create a new task or add an existing
task from the task library. After you create the task group, you select this task group from the Task Group Name drop-
down list when adding it to journey template.

Track Usage
If you want to see where a particular task group is used, you can use the Usage tab on the Task Groups page. When you
make a change to a task group, the changes reflect in all journey templates in which it is used. When a journey with a
task group is assigned, the name of the task group doesn’t display anywhere in the Journeys app. Assignees only see a
sequence of tasks that they need to complete. The tasks display based on any activation criteria or dependency that you
have configured on the setup side.

Example of Creating a Task Group in Journeys

As a HR specialist, you need to create a task group that includes 3 common tasks that new hires need to do as part of
their onboarding. You add this task group to an onboarding journey template that you created previously.

Before You Start

1. Create an onboarding journey template titled New Hire Onboarding for Vision Corp.
2. This example assumes you have created 2 tasks with sequence 1 and 2 respectively. Task 1 is Welcome the New
Hire and task 2 is Sign the Confidentiality Agreement.

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Create the Personal Information Task Group

1. Go to My Client Groups > Employment > Checklist Templates quick action or Setup and Maintenance >
Checklist Templates task.
2. Click Task Group on the Checklist Templates page and then click Create.
3. Specify the name of the task group and click OK.
4. Enter values as indicated in this table. For other fields, use the default values.

Field Value

Name Personal Information

Status Active

Description Task group to use in onboarding journeys.

Completion Criteria All mandatory tasks completed

5. Click OK.
6. Click Save and then click the Tasks tab.
7. Click Create and then click Create Task. Enter details for Task 3 and repeat the same for Tasks 4 and 5.

Field Task 3 Task 4 Task 5

Name Watch the Video on Updating Update Personal Info Update Contact Info
Personal Details

Status Active Active Active

Sequence 3 4 5

Required Yes Yes Yes

Preceding Task Sign the Confidentiality Not applicable Not applicable

Agreement

Target Duration 2 days 2 days 2 days

Performer Worker Worker Worker

Owner Initiator Initiator Initiator

Task Type Video: Embedded URL: URL Application Task: Personal Application Task: Contact Info
Details

8. Click Save and Close.

Include Task Group in New Hire Onboarding for Vision Corp Journey
1. In Checklist Templates, search for the New Hire Onboarding for Vision Corp journey template.

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2. Open the template and click the Tasks tab.

3. Click Create Task from Task Group.
4. Enter values as indicated in this table. For other fields, use the default values.

Field Value

Name Personal Information

Sequence 3

Required Yes

Preceding Task Sign the Confidentiality Agreement

Task Group Name Personal Information

5. Click Save and Close.

When this journey is assigned, workers will see only the list of tasks based on the sequence. The name of the task group
won’t display in the Journeys app.

Considerations for Creating Task Groups in Journeys

Here are some points you need to consider when creating a task group:

• You can configure task groups only on the setup side in the Checklist Templates page. This isn’t possible in the
Journeys app.
• You can’t add a task group to an assigned journey or when creating a personal journey.
• You can’t add a task group to a journey template that has the Processing Mode as BI Publisher based
notification.
• Task groups that you reuse across journey templates work on the basis of reference. When you update a task
group, the changes reflect in all journey templates where the task group is used.
• The Task Group name you configure doesn’t display to users when a journey template that includes that task
group is assigned to them in Journeys.
• A journey template can have multiple task groups. But you can’t create a task group within a task group.
• You can’t configure task dependency between tasks in one group and tasks in a different task group. However,
you can configure dependency between 2 task groups, say you have 2 task groups – task group A and task
group B, you can configure task group B to get activated only when task group A is completed.
• You can’t assign a standalone task group to a user. A task group needs to be part of a journey template.
• A task group is supported as a part of a journey template in these operations:
◦ Export and Import functionality to export or import a task group.
◦ HDL support is scheduled for a future release.

• You can't create a task group in these journey categories:

◦ Enterprise Onboarding
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◦ Enterprise Onboarding Step

◦ Guided Journeys
◦ Survey Journeys

How You Decide Whether to Use Tasks or Task Groups in

Journeys
Here are some differences you need to consider when creating tasks and task groups:

Considerations Task Task Group

Where to configure? Checklist Template page > Task Library or in Checklist Templates page > Task Group tab >
template > Tasks tab Create

When to use? Create tasks on a case by case basis. Create task groups when you have common
tasks that can be used in different templates.
You can use multiple task groups in a journey
template.

How to manage? Manage as part of template or manage as part Go to Task Groups and manage the tasks. Use
of task library. the Usage tab to track where the task groups
are used.

Is eligibility criteria supported? Yes, supports eligibility criteria. Yes, supports eligibility criteria.

Is task dependency supported? Yes. Task dependency works based on a one to Yes, it is.
one mapping. • A task can be dependent on a task group.
• A task group can be dependent on a task.
• A task group can be dependent on a task
group.

Can these features be used in all journey Yes, you can create a task of any type. No, task groups aren’t supported in categories
categories? such as Survey and Guided Journeys.

Can this be created in the task library? Yes, you can create and add tasks to the task No, a task group type can’t be created in or
library. added to the task library.

How do users access the tasks? Access the task when the journey is assigned. Access the tasks of a task group as individual
tasks on the journeys pages. The task group
name is not visible anywhere on the assigned
journeys page.

After a task is assigned, and if the task Yes, using the Update Assigned Journey No, this isn’t supported for task groups.
configuration is updated, will the changes be Attributes Based on Modified Journey Template
reflected in assigned journeys? ESS process.

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11 Application Task Type

Considerations for Using Application Task Type in

Journeys
The application task type allows the user to directly navigate to the application page from a journey task. For example,
navigate to the Document Records page from the journey task to upload your degree certificate.

Here's some points to consider for using the Application task type:

• To know the list of available application tasks, you need to check the Application Task LoV on the journey task
setup page.
• If a specific task is not available in the Application Task LoV, then you can create the task as an External URL
task type and provide the deep link of that page (provided there is one) in the URL field. You can check for deep
links available in your environment by navigating to Tools > Deep Links.
• To configure Application Tasks, the user configuring the task needs to have a person record associated to them.
Additionally, the quick action should not be disabled via Structure menu.
• If a configured application task can't be accessed from a journey task, check if it can be accessed directly from
Quick Actions. Also, check if the user accessing the task has the necessary security privileges for the selected
task and journey assignee.
• Completing an application task doesn't automatically complete the journey task.
• You can open application task pages that are Redwood enabled from Journeys.
• Based on the profile option selected for the application task, the user is navigated to the Redwood or
Responsive page for the application task.
• The Responsive page won't open if Redwood is enabled for the application task.
• If you have configured a Redwood application task and the profile option for the application task is
subsequently disabled, then you won't be automatically redirected to the Responsive application page.
• The completion criteria are specific to the task for which they are configured. Therefore, you need to configure
the completion criteria for each application task according to your requirement.
• You can reassign application tasks. If notifications are enabled, the person to whom its reassigned will receive
the notification. Also, the task takes the user to the task performer's application task page. For example, Meg
is a task performer and has been assigned the Personal Details application task. She reassigns the task to Ravi.
Then, according to the application design, when Ravi accesses the application task, he will be navigated to his
Personal Details page.

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Example of Configuring Completion Criteria for a

Journey Task
You can define rules for journey task completion based on data in the supported application objects. For example,
you can define rules to ensure that a new hire has submitted the required data before marking their journey task as
complete.

This table shows the list of supported application tasks and attributes based on which you can configure your
completion criteria.

Application Task or Quick Action Business Object Attribute

Personal Details Worker Name Last Name

First Name

Title

Worker Name Prefix

Suffix

Middle Name

Honors

Preferred Name

Previous Last Name

Worker Name Info1 through Worker Name

Info30

Personal Details Disability Info Country

Personal Details Ethnicity Ethnicity

Personal Details Demographic Gender

Highest Education Level

Marital Status

Personal Details Religion Religion

Personal Details National Identifiers National Identifier Type

Personal Details Biographical Info Country of Birth

Date of Birth

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Application Task or Quick Action Business Object Attribute

Contact Info Phone Details Phone Type

Contact Info Email Details Worker Email Type

Contact Info Address Address Type

Family and Emergency Contacts Worker Contact Relationship Emergency Contact

Primary Contact

Relationship

Family and Emergency Contacts Worker Contact Legislative Data Gender

Emergency Contact

Primary Contact

Relationship

Family and Emergency Contacts Contacts Date of Birth

Emergency Contact

Primary Contact

Relationship

Family and Emergency Contacts Worker Contact Name Last Name

First Name

Title

Worker Name Prefix

Suffix

Middle Name

Honors

Preferred Name

Previous Last Name

Worker Name Info1 through Worker Name

Info30

Emergency Contact

Primary Contact

Relationship

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Application Task or Quick Action Business Object Attribute

Family and Emergency Contacts Worker Contact Email Worker Email Type

Emergency Contact

Primary Contact

Relationship

Family and Emergency Contacts Worker Contact Phone Phone Type

Family and Emergency Contacts Worker Contact Address Address

Emergency Contact

Primary Contact

Relationship

Identification Info Citizenship Citizenship

Status

Identification Info Passports Issuing Country

Type

Identification Info Visas and Permits Issuing Country

Visa Permit Type

Visa Permit Status

Identification Info Drivers Licenses Issuing Country

License Type

License Suspended

Payment Methods Bank Accounts Bank Account Type

Payment Methods Payment Methods Payment Amount Type

Document Records Document Records Document Type

Issuing Country

This example procedure describes how you can configure the completion criteria to validate that a new hire in India has
provided their home address before marking the journey task as complete.

Navigate to Task
1. On the application home page, click the My Client Groups tab.
2. Click Show More after the list of quick actions.

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3. Click the Checklist Templates quick action in the Employment area.

4. Search and click the journey template, for example Onboarding Journey India.
On the Message tab, ensure that the Processing Mode is set as Alerts based notification.
5. Click the Tasks tab. Add a completion criteria for the application task of type Contact Info, for example, Review
and update contact information.

Configure Completion Criteria for Legal Employer Attribute

1. Click the Add icon in the Configure Completion Criteria section.
2. Select the Address business object.
3. Click the Edit icon for person criteria.
4. Click Create Group.
5. Specify values as indicated in this table. Where no value is indicated, use the default.

Field Value

Attribute Legal Employer

Operator Equals

Ignore Case Leave as is

Operand Type Constant

Operand Value Vision Corporation - India

6. Click OK.

Configure Completion Criteria for Address Type Attribute

1. Click the Edit icon for object criteria in the Configure Completion Criteria section.
2. Click Create Group.
3. Specify values as indicated in this table. Where no value is indicated, use the default.

Field Value

Attribute Address Type

Operator Equals

Ignore Case Leave as is

Operand Type Constant

Operand Value Home Address

4. Click OK.
5. Enter this text for the error message: You need to provide your home address to complete this task.
6. Click Save and Close.

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7. The error message is displayed on the journeys task page when the new hire tries to mark the task as Done
without providing their home address as part of the onboarding journey.

Translate Error Message

1. On the Tasks tab, click the Confirm Personal Information task.
2. If you want to translate the error message to another language than the base language, click the Translation
Editor icon next to the Error Message field.
3. Enter the translated text for the error message in the preferred language field, and then click OK.

Points to Consider
• The Configure Completion Criteria feature doesn’t automatically mark the journey task as complete, but only
validates whether the required data is provided.
• You can configure the completion criteria only for responsive application tasks that are supported by the
Configure Completion Criteria feature.
• The configuration is honored when you complete a journey task using REST API.
• The task completion criteria validation is applicable only when the user marks the task as Done. It's bypassed
for other actions, such as marking the task as Not Applicable, or force completing the journey.
• The task completion criteria validation is bypassed when the task automatically expires.
• The task completion criteria validation is bypassed when you complete a journey task using HCM Data Loader.
• If there is more than 1 completion criteria on the same journey task and all of them have individual validation
messages, only 1 validation message will be shown at a time.

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Implementing and Using Journeys Embedded Application Task Type

12 Embedded Application Task Type

Considerations for Using Embedded Application Task

Type in Journeys
The Embedded Application Task type allows the user to complete application tasks and reduce navigation by using the
task regions embedded in a journey task.

For example, you can perform tasks by viewing these embedded application regions:
• Document Records embedded task region to upload your birth certificate.
• Address embedded task region to provide your home address.
• Family and emergency contacts embedded task region to provide your emergency contact details.
• Specific sections related to the Skills and Qualifications embedded task region. For example, Accomplishments
section to update accomplishments and Licenses and Certifications section to provide certification details.
• Specific tasks related to the Compensation area. For example, Salary task to review salary and Shares task to
review employee stock options.

Here's some points to consider for using the Embedded Application Task type:
• Only the Redwood pages and regions that are displayed in the Embedded Application Task list of values (LoV)
are supported.
• Embedded journey tasks will use the approval rules that you have set up and not bypass them.
• Attachments uploaded as part of the approval process don't get stored in document records.
• The completion criteria are specific to the task for which they are configured. Therefore, you need to configure
the completion criteria for each embedded application task according to your requirement.
• You have configured a completion criteria for an embedded application task and also configured approvals for
the same task. In this case, the task can be marked as done only after the application task is approved.
• You can view and manage data in an embedded application task based on your data security access for that
application task.
• If you have personalized your standalone Redwood pages, the personalizations don't reflect when the page is
embedded as a journey task.
• If you change the task type configuration after the journey is assigned to an employee, the assigned journey
will retain the earlier task type. However, any journey assigned after the configuration change will use the new
task type. For example, if you assign a journey after changing the task type from Application Task to Embedded
Application Task, the employee will see the embedded application task in the assigned journey.
• Only those embedded application tasks are supported where the worker is the task performer except for
compensation-related embedded tasks.
• The compensation-related task data is read-only.
• The document records that you submit from the Document Records embedded task region in Journeys will be
routed for approvals if approval is configured. Additionally, you can view document records that are pending
approval from the embedded journey task.

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• All seeded and customer defined sections are available when configuring the Skills and Qualifications
embedded application task.
• The Skill Center section isn't supported for the embedded application task in journeys. Therefore, even if you
configure the embedded task with the section, it won't be displayed on the Journeys UI.

These are the supported embedded application tasks:

• Additional Compensation
• Address
• Assignment Details
• Biographical Info
• Citizenship
• Compensation-related application tasks
• Contract Information
• Demographic Info
• Disability Info
• Document Delivery Preferences
• Document Records
• Driver's licenses
• Email details
• Family and emergency contacts
• Name
• National Identifiers
• Other Communication Accounts
• Passports
• Payment Methods
• Phone details
• Salary
• Skills and Qualifications
• Visas and permits
• Weekly Working Hours
• Worker Seniority Dates

The compensation-related application tasks are populated in the task setup UI based on the selected task performer.
This table shows the embedded application tasks that the task performer can select in the task setup UI:

Task Performer Embedded Application Task

Worker Salary

Additional Compensation

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Task Performer Embedded Application Task

Personal Contributions

Recurring and one-time payments

Shares

Compensation Change Statements

Line Manager and HR Specialist Salary

Additional Compensation

Recurring and one-time payments

Shares

Compensation Change Statements

Example of Embedding an Application Task Region in a

Journey Task
You can reduce navigation and complete application tasks faster by using the task regions embedded within a journey
task. You do this by configuring an Embedded Application Task and selecting the appropriate region.

Let’s see an example procedure for configuring the Document Records task region in the Embedded Application Task
for the Document Records task.
1. On the application home page, click the My Client Groups tab.
2. Click Show More under QUICK ACTIONS.
3. Click Checklist Templates in the Employment area.
4. Search and click the journey name for whose task you want to embed the task region.
5. Click the Tasks tab.
6. Click the Upload your Document Records task name for which you want to embed the task region.
7. On the Details tab, in the Task Type list, select Embedded Application Task.
8. In the Embedded Application Task field, select Document Records.
9. Click Save and Close two times.
10. Click Done.
11. Click the Journeys App on the home page.
12. On the Explore tab, search the click the journey name containing the Document Records task where you
embedded the Document Records task region.
13. Click Assign Journey and assign the journey to a person.
14. Log in as the person to whom the journey is assigned.
15. Click the assigned journey and expand the Upload your Document Records task.
16. Enter the document record details on the journeys task page in the embedded region.
17. Click Save.

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18. Mark the task as Done.

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Oracle Fusion Cloud Human Resources Chapter 13
Implementing and Using Journeys External URL Task Type

13 External URL Task Type

How You Configure the URL for an External URL Task

Type in Journeys
There are two methods available to configure the URL for an external URL task type.

You can use either of these methods:

• Provide a static URL
• Register the link to an application using the Manage Integration of Additional Applications feature in Setup and
Maintenance.

Provide a Static URL

Provide the URL to an external portal. Additionally, you can include optional parameters using the format parameter
name={parameter value}

You can use any of these optional parameters in your URL:

1. TrustToken: This is the bearer token. The client can send this token in the Authorization header when making
requests to protected REST resources.
2. AllocatedChecklistId: Unique identifier of the journey assigned to the person.
3. AllocatedTaskId: Unique identifier of the task within the journey assigned to the person.
4. PersonId: Person identifier of the person to whom the journey is assigned.
Use the prefix ? before the first optional parameter followed by '&' before additional parameters.

For example, the URL could be something like this:

https://www.oracle.com/sample.html?
attribute1={TrustToken}
&attribute2={AllocatedChecklistId}
&attribute3={AllocatedTaskId}
&attribute4={PersonId}

The data will be base64 encoded in the URL and needs to be decoded.

Open URL on Same Page

You can select the Open URL on the same page option when you configure the task. When you configure this option,
you can access the external URL on the same journey page instead of a new browser window.

Here are a few points to consider:

• The configuration option is available when you add an External URL task in the Task library.
• The configuration option isn’t available for guided journeys. The external URL in a guided journey task will open
in a new browser window.
• The configuration option isn’t available when you create an External URL task type using Add Task in Journeys.
The external URL in a journey task will open in a new browser window.

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• Use the browser back button to return to your journey task.

Use Application Integration Link

You can register the link to an external application and give it a user-friendly Application Name and specify the Full URL
for the site that you can use in multiple external URL tasks.

1. In the Setup and Maintenance work area, click Manage Setup Content from the Tasks panel tab.
2. On the Manage Setup Content page, click Manage Integration of Additional Applications.
3. On the Manage Integration of Additional Applications page, click Actions and then Create.
4. Enter the application details in the relevant fields. Ensure that the information you provide is complete and
accurate.

◦ Begin the URL with http:// or https://

◦ The Full URL should contain the context root.

For example, it should be https://www.oracle.com/index and not just https://www.oracle.com

5. Provide correct access credentials for the selected security policy.

You can't edit the Application Name once you save the details.
6. Click Save and Close
You can use the Application Name, configured in the previous steps when configuring your External URL task type.

Use the following syntax for the URL {application:<application_name>}. For example, {application:myOracleHome} where
myOracleHome is the configured application name.

If you have multiple tasks pointing to the same external site, you can use the same syntax as the URL for those tasks.
When there is a change to the external site address, you must update the Full URL for the required Application
Integration. You don't need to update individual journey tasks.

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Implementing and Using Journeys User Defined Content Task Type

14 User Defined Content Task Type

Configure User Defined Content Task Type for a Journey

After promoting one of her direct reports, Meg wants to do a salary change for them. You need to configure a guided
task that uses market analysis data from a REST API of the user's choice.

You can do this by defining a custom REST API, associating it with the guided journey task that you configured, and
enabling the guided journey task in the Journeys UI. Here's a diagram that illustrates the process:

Follow these steps to configure the guided task:

1. Configure the guided task. To do this, follow these steps:
a. On the home page, click the My Client Groups tab.
b. Click Show More under QUICK ACTIONS.
c. Click the Checklist Templates quick action in the Employment area.
d. In the Checklist Templates page, click the Integrations tab, and then click Add.
e. Enter the values shown in this table:

Field Value

Integration Category Journey Task

Name User-defined name for the integration, the name you enter here becomes available in the
list of values when you configure the journey task.

Integration Type User defined content

Provider URL Enter the URL to invoke your custom REST API.

User Name Enter the user name to invoke your custom REST API.

Authentication Type Select the appropriate authentication value for your custom REST API.

Password Enter the password to invoke your custom REST API.

f. Select the Enable integration and send information to external service provider check box.

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2. Validate the integration. To do this, follow these steps:

a. Click Validate to confirm that the integration works.
b. Click Save and Close. The integration is successful if no errors are displayed.
3. Create a guided journey task and associate the journey integration you created. To associate the journey
integration, follow these steps:
a. Navigate to the Checklist Templates page.
b. Click the journey name for whose task you want to associate the journey integration.
c. Click the Tasks tab.
d. Click the task name for which you want to associate the journey integration.
e. On the Details tab, in the Task Type list, select User Defined Content.
f. In the Configuration field, select the integration code you defined when configuring the journey
integrations task.
g. Click Save and Close two times.
h. Click Done.

For more information about the user defined content task type, see this resource on Customer Connect: User Defined
Content Task Type in Guided Journeys (https://community.oracle.com/customerconnect/discussion/758365).

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Implementing and Using Journeys Report Task Type

15 Report Task Type

How You Configure the Report Task Type in Journeys
The Report task action type in a journey enables task performers to view or download a BI Publisher report when
performing the task.

For example, a Human Resources (HR) specialist can view all the data collected as part of the recruiting process or view
the performance rating report during an exit interview.

Ensure you provide task performers access to the BI Publisher report, otherwise they can't view the report.

What to Include in the Report Path

This is what you can include in the report

• Specify the BI Publisher report folder path followed by the report name concatenated with a "/".
• Include optional parameters in the format parameter name={parameter value}.
• Use the prefix "?" before the first parameter followed by "&" before additional parameters.
• Remove the + character in the report path.

Here are journey specific parameters you can include in the report path:

Parameter Name Parameter Value What it Does

P_ALLOCATED_TASK_ID {AllocatedTaskId} Passes the ID of the assigned task to the report.

P_ALLOCATED_CHECKLIST_ID {AllocatedChecklistId} Passes the ID of the assigned journey to the

report.

You need to pass only the parameter as stated in the table. The PersonId is implicitly passed based on the Allocated Task
ID or the Allocated Checklist ID.

Let's say you specify this in the report path:/Samples/SalaryReport.xdo?P_ALLOCATED_TASK_ID={AllocatedTaskId}, the

application passes the current assigned task's ID to the report as a parameter which the report can use to filter the
results.

Alternatively, if you specify this in the report path:/Samples/SalaryReport.xdo?

P_ALLOCATED_CHECKLIST_ID={AllocatedChecklistId}, the application passes the current assigned checklist ID to the report
as a parameter which the report can use to filter the results.

You can also use both the parameters. For example, /Samples/SalaryReport.xdo?
P_ALLOCATED_CHECKLIST_ID={AllocatedChecklistId}&P_ALLOCATED_TASK_ID={AllocatedTaskId}

If you don't specify any parameters then the default layout and output format are used to render the report. For
example, if you specify this:/Custom/Reports/ChecklistCompletionReport.xdo the application runs the report with the
default options and generates the output in PDF format. Only PDF report output format is supported. If the Document

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Type is specified, the generated report is automatically created as a document record for that document type either in
the task performer or journey assignee's Document Records based on how you have configured it.

For more information on OTBI reports, see the Oracle Human Capital Management Cloud Creating and Administering
Analytics and Reports for HCM guide on the Oracle Help Center (https://docs.oracle.com/en/cloud/saas/index.html).

Open BIP Report on Same Assigned Journey Page

You can configure the option to open the BIP report for a Report task type in a panel drawer instead of a new browser
window. To do this, follow these steps:
1. On the home page, click the My Client Groups tab.
2. Click Show More under QUICK ACTIONS.
3. Click the Checklist Templates quick action in the Employment area.
4. Click the journey name for whose task you want to open the BIP report on the same page.
5. Click the Tasks tab.
6. Click the task name for which you want to open the BIP report on the same page.
7. On the Details tab, select the Open report on same tab as task check box.
8. Click Save and Close two times.
9. Click Done.

This option isn't available for guided journeys and the BIP report in a guided journey task will continue to open in a new
browser window.

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Implementing and Using Journeys Analytics Task Type

16 Analytics Task Type

How You Configure Analytics Task Type in Journeys

The Analytics task action type in a journey enables task performers to view an OTBI analysis when performing the task.

For example, a Human Resources (HR) specialist can view all the data collected as part of the recruiting process or view
the performance rating report during an exit interview.

Ensure that you provide task performers access to the OTBI analysis, otherwise they can't view the analysis.

Task Type Use

• Specify the OTBI analysis path and parameter to display analytics.
• When setting up the task, you can specify the type of analysis parameters you want to pass at run time. You
need to pass the parameters in the OTBI Analysis Path field with the name of the attribute in the OTBI subject
area along with the object name.

Task Type Example

View the analysis displaying person journey details in a guided journey task. The OTBI Analysis path for this example
would be something like this:
/shared/Custom/Human Capital Management/Person Checklist Details/Checklist Category Heatmap?
&col1="Worker"."Person ID"&val2={PersonId}

Here's another sample URL that passes the Assignment ID and Person ID parameters:
/shared/Custom/Human Capital Management/Workflow Notifications/Checklist Category Heatmap?
&col1="Worker"."Assignment ID"&val1={AssignmentId}&col2="Worker"."Person ID"&val2={PersonId}

Here are a few points to consider about the Analytics task type:
• Currently, only the Person ID and Assignment ID parameters are supported on HCM pages.
• It's available only for guided journeys.

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Implementing and Using Journeys Electronic Signature Task Types

17 Electronic Signature Task Types

Configure Native Electronic Signature in Journeys
You create a task of type Electronic Signature so that employees' can read and electronically sign a document. You want
the signed document to be available in the employees' document records for future reference.

You make use of the enhanced capability in the native electronic signature journey task to configure a name and
password validation pattern to suit business requirements. Employees can use their display name, full name, or last
name to electronically sign the document based on the configured name validation. The name is validated against the
value of the name in the person record.

Before You Start

• Create Employment Agreement as the Document Type using the Document Types task. The signed document
is created as an attachment to a document record for this document type.
• It's mandatory to configure these attributes as Relevant for the document type - Document Name and Issued
On. And it's mandatory to configure all other document type attributes as Not Required.
• Set Restrict Update to Yes in Document Record Preferences. By default, Restrict Delete is also set to Yes.
• Create a Business Intelligence (BI) Publisher template for the document that needs to be electronically signed.

Create a Data Model

1. Navigate to Tools > Reports and Analytics > Browse Catalog > New > Data Model > + icon and then SQL Query.
2. Enter a name, select the data source as ApplicationDB_HCM and Type of SQL as Standard.
3. Enter the SQL query. Click OK.
If you want to display the physical signature in the signed document, include the ESIGN_SIGNATURE column as
part of your SQL query.
4. Click Parameters and enter these supported parameters:

Parameter Data Type Meaning

P_ALLOCATED_TASK_ID String Allocated Task Identifier

P_ALLOCATED_CHECKLIST_ID String Allocated Journey Identifier

P_PERSON_ID String Person Identifier

P_SIGNER_NAME String Name of the person signing the document

P_SIGNER_EMAIL String Email of the person signing the document

P_SIGN_DATE String Date when the document is signed

P_SIGNER_ADDRESS String IP Address of the person signing the

document

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5. Click View Data. Click Save as Sample Data.

6. Save the Data Model and make a note of the name.

Create a RTF Template and Associate to Data Model

1. Navigate to Tools > Reports and Analytics > Browse Catalog > New > Report.
2. Click Cancel in the Create Report dialog box and click OK.

Note: To display the physical signature as an image in the signed document, you need to configure the
ESIGN_SIGNATURE field in the RTF template. For example, you can add this sample code in the Advanced
tab of the Oracle Analytics Publisher Properties dialog box:
<fo:instream-foreign-object content-type="image/jpeg" height="65px" width="200px"><?
ESIGN_SIGNATURE?></fo:instream-foreign-object>

3. Click the search icon adjacent to Data Model and select the data model created in the previous procedure.
4. In the Upload or Generate Layout section, click on Upload. Enter the layout name, select the template file
(sample file at the end), Type = RTF Template, Locale = English. Click Upload.
5. Save the report.
6. Click View Report to review if the layout is correct.
7. Make a note of the report path, as that needs to be configured as part of the electronic signature task
configuration.

Configure Electronic Signature Validation

1. In the Setup and Maintenance work area, go to the Checklist Integrations task.
2. On the Configure Checklist Integration page, click Add.
3. Enter sample values as indicated in this table. For others if not specified, use the default values.

Field Sample Value

Integration Category Electronic signature validation

Integration Type Native electronic signature

Integration Code This is a user-defined name for this integration and used during the native electronic signature
task setup.

Country United States

National Identifier Type Social Security Number

E-Signature Validation Type Name and password. Based on the selected option, those attributes will be mandatory on the
task page.

Name Validation Full name

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Field Sample Value

Password Validation Pattern FFF111DDMMYY

This requires you to enter the password in this format:

◦ F represents the first few letters from your first name, example, if the pattern specified is
FFF and your first name is Marshal, enter Mar.
◦ 1 represents the first few characters of your national identifier type, example, if the pattern
specified is 111 enter A12 from your national identifier A12B7645.
◦ DD represents the day in your date of birth, example, enter 05 if your date of birth is
October 05, 1970.
◦ MM represents the month in your date of birth, example, enter 10 if your date of birth is
October 05, 1970.
◦ YY or YYYY represents the year in your date of birth, example, enter either 70 or 1970 if
your date of birth is October 05, 1970.

Display signature pad Yes

Display email No

Enable E-Signature Validation Checked

4. Click Validate to confirm the configuration details.

Here are a few points to consider:

◦ The password instruction text on the task page will be displayed based on the password validation
pattern configured.
◦ If an attribute that's configured in the password validation pattern is not present in the user’s record, it
will prevent them from completing the task.
◦ Only the name value is validated against the display name stored in the application.
◦ Name and Date Signed, Password and IP address of the user are always stored in the journey table when
using this task type.
◦ However, the IP address of the user signing the document is hidden on Allocate Checklists and Journeys
pages to protect the confidentiality of the electronically signed document.
◦ If you reopen or remove a journey task that had a document record associated to it, that document
record is deleted. It isn't available on the reopened task.
◦ Email ID is also stored in the same table, if provided by the user when completing this task.
◦ You can't have multiple signatories for a native electronic signature task. However, you can configure
multiple native electronic signature journey tasks dependent on each other with the required signatories
or performers. Then, you can build your custom electronic signature BIP report so that it progressively
includes electronic signature details from previously completed tasks.

Create a Task of Type Electronic Signature

1. Navigate to My Client Groups > Quick Actions > Employment > Checklist Templates.
2. On the Create Checklist Templates page, enter details in the General tab.
3. Click Save and then click the Tasks tab.
4. Click Add and enter details for the task as detailed here. For other fields, use the default values:

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Field Values

Name Read and Sign Agreement

Description Optional

Status Active

Preceding Task Leave blank

Required Yes

Target Duration 1 day

Task Performer Employee

Owner Area of Responsibility, HR representative

Task Type Electronic Signature

Signature Type Electronic Signature

Validation Type Optionally, select the Validation Type you configured in the previous step.

Report Path /Custom/Human Capital Management/Onboarding/EsignDocumentReport.xdo?

P_SIGN_DATE={SignDate} &P_SIGNER_NAME={SignerName}&P_SIGNER_
EMAIL={SignerEmail}&P_ALLOCATED_TASK_ID={AllocatedTaskId}&_xf=pdf

If you specify the report path then the document type is mandatory. Also, only PDF format is
supported.

Document Type Employment Agreement

Attachments Are For Performer

Open report on same tab as task Checked

5. Click Save.

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When you assign this task to new hires, they can go to the task page, read the document and electronically sign it.
The task can be set to complete only when they enter their name. The name the worker enters is validated against the
full name stored in the application. The password entered by the worker is validated against the specified password
validation pattern. Once that's done, the signed document becomes available as a document record in the specified
document type. The electronically signed document is stored as an attachment in PDF format in the worker's Document
Records under the specified document type.

This is what happens when the worker clicks See Document:

• The document to be signed opens in a panel drawer on the same page.
• If details haven't been entered, it displays the BIP template and the unsigned document to the employee.
• If details have been entered, it displays the BIP template and the signed document with the signature details
which are merged (including date and time).
• Even if See Document isn't clicked, the signed document is still moved to Document Records when the task is
marked complete. After the worker signs the document, See Document is disabled.

For more information on BI Publisher reports, see the Reports Modification chapter in the Oracle Human Capital
Management Cloud Administering Analytics and Reports for HCM guide.

Enable Physical Signature for Native Electronic Signature

You can provide your physical signature when using a journey task of type Electronic Signature – Native and save the
signed document as a document record.

Follow these steps to enable the physical signature for the native electronic signature task:
1. On the home page, click the My Client Groups tab.
2. Click Show More under QUICK ACTIONS.
3. Click the Checklist Templates quick action in the Employment area.
4. Click the Integrations tab, and then click Add.
5. Select Electronic signature validation for the integration category and Native electronic signature for the
integration type.
6. Enter the integration code, eSignature validation type, and other details.
7. Select Yes in the Display signature pad field. The default value is No.
8. Select the Enable E-Signature Validation check box.
9. Click Validate in the Validate Integration Details area.
10. Click Save and Close.
11. Navigate to the Checklist Templates page.
12. Select the journey that contains the task for which the user needs to provide the physical signature.
13. Click the Tasks tab, and then click the task name for which the user needs to provide the physical signature.
14. Select Electronic Signature - Native for the signature type and select the validation type that you entered
while configuring the integration in step 6.
15. Enter the report details and select the Open report on same tab as task check box.

When the task is assigned, the user will see the signature pad where they can physically sign the document. The
physical signature isn’t stored as part of the journey task and is only displayed in the PDF version of the document.

You can't use the signature pad to include multiple physical signatures within the same document because the physical
signature isn't stored in any database table. The signature from the signature pad is directly added to the signed PDF
document, and not stored anywhere thereafter.

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How Signed Document Data is Stored in Document Records in

Journeys
When a user signs a document, the document is stored in Document Records. The details of the attributes populated in
Document Records is shown in this table:

Attribute In Document Records Example Comments

Document Type Selected in Journey Task Employment agreement As set up in Document Types FSM
task.

Document Code Auto-generated as a concatenation Read and sign the This will be unique for each
of: document_2023-09-16 -17- 33-11 document.
• Task Name
• Timestamp in yyyy-mm-dd-
hh24-mi-ss format that is
date along with hours (24-
hour format,minutes and
seconds) of database date
and time

Document Name Journey task name Read and sign the document If the title is longer than the
character limit, then the name is
truncated accordingly.

From Date Date when this task was marked as 16-Sep-2023 Provides the ability to track when
complete the document record was created.

Configuration Options for Electronic Signature Task in Journeys

This table summarizes the different configuration options for an electronic signature task type and the effects of the
configuration.

Electronic Signature - Basic Electronic Signature - Advanced

Report Path Specified No Yes

Document Type Specified No Yes

Document Record Created No Yes

Task Interaction Details • See Document isn’t available, since there’s • See Document displays the report with
no associated report template. either the signature details populated or
unpopulated based on the data entered by
• Basic electronic signature details (name, task performer.
email, and date signed) are stored in the
database and displayed on the completed • Basic electronic signature details (name,
task page. email, and date signed) and IP address

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Electronic Signature - Basic Electronic Signature - Advanced

• Since there’s no document generated, of signer are stored in the database and
there’s no document record created. displayed on the completed task page.
• Once the task is completed, the signed
document is available in Document
Records against the document type
specified in the task setup.

Configure Electronic Signature Using DocuSign in

Journeys
You use the DocuSign signature type so that new hires can electronically sign the document during onboarding.
DocuSign is your third-party service provider who manages electronic signatures.

Before You Start

1. Register and obtain a license from DocuSign. Note that this is a one-time activity.
2. Note down the account key and provider URL from the DocuSign site.
3. If you enable the ORA_PER_CHECKLIST_DEFER_DOCUSIGN_CREATION profile option (set the profile value to
Y), you can defer the creation of the document to be signed in DocuSign until the time the performer initiates
the DocuSign journey task.
4. If you enable the ORA_PER_CHECKLIST_USE_OAUTH_IN_DOCUSIGN profile option, you only need to enter
the User ID provided by DocuSign instead of the User Name and Password. If you haven’t enabled this profile
option, note down and enter the user name and password from the DocuSign site.
Here are some points to note:
◦ The account ID is available under Admin > Account > Billing and Usage > Plan.
◦ Provider URL is dependent based on whether it is a staging or production environment. For example,
https://demo.docusign.net is the profile value to be set to connect to the demo or stage DocuSign
environments.
◦ User name and password are available under Admin > Users and Groups > User.
5. Ensure the ORA_PER_CHECKLIST_USE_PRODUCTION_OAUTH_DOCUSIGN profile option is set to Y in your
production environment. After providing the User ID you obtain from DocuSign, you need to authorize and
validate the authentication. This is a one-time activity.
6. As per DocuSign, all authentication methods other than Auth 2.0 won't be supported after September 2022.
Hence, it's recommended that you plan and migrate from the legacy authentication by enabling the profile
options, latest by 22C.

Create a Template and Upload to DocuSign

1. In DocuSign, enter the basic template details such as Name and Description.
2. Upload the document (DocuSign supports many document formats) to the Envelope.
3. In the Add Recipients to the Envelope section, enter the role name ORA_ESIGN_CHECKLIST in the Recipient
field to make it applicable to journeys (i.e. this is required for the document to be recognized in Oracle Cloud
HCM as a document to be used in Journeys or Onboarding). Optionally, you can add a message to this
template.

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4. Click Next.
5. Include standard fields such as Full Name, Email, and Date Signed by dragging and dropping them on the
document (that are supported in HCM) in the document as per your requirement.
6. Enter the custom fields for Company and Title (mapped to Legal Employer and Assignment Name respectively
in HCM) as ORA_LEGAL_ENTITY and ORA_JOB_TITLE respectively. Optionally, you can add a text box with
custom text or checkbox and other standard fields that DocuSign offers in the document. However, note that
there aren’t any delivered mapping to fields in HCM.
7. Click Recipient Preview to see how this document will appear to the end-user (on desktop, tablet, or mobile
device).
8. Click Save and Close.
9. Note the template ID that is generated by navigating to the document template and clicking the Info (i) icon
next to the document name.

Configuring the Manage Electronic Signature Task

1. Navigate to the HCM Electronic Signature Configurations page by using the Electronic Signature Configurations
quick action under My Client Groups > Journeys Setup on the home page.
2. If you set the ORA_PER_CHECKLIST_USE_PRODUCTION_OAUTH_DOCUSIGN profile option Y in your
production environment, then these are the fields that display. Enter the details provided by DocuSign.

Field Value

Module Checklist

Account Key Obtained from DocuSign

Provider URL URL of the DocuSign production or demo server.

User Name Obtained from DocuSign

Password Obtained from DocuSign that you retained or reset.

3. Click Save.

Configure the Task Action Type

1. In the Setup and Maintenance work area, go to the following:
◦ Offering: Workforce Deployment
◦ Functional Area: Workforce Information
◦ Task: Checklist Templates
2. On the Create Checklist Templates page, enter details in the General tab.
3. Click Save and then click the Tasks tab.
4. Click Add and enter details for the task.
5. Select Electronic Signature as the Task Type and Electronic Signature - DocuSign as the Signature Type.
6. Enter the template ID that you obtained from the DocuSign site.

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7. Click Save.

Here's what happens when you assign this task to new hires. They are automatically taken to the DocuSign site
where they can read and electronically sign the document.

The signed document is saved and stored on the DocuSign site. It isn't available in HCM Cloud.

Make sure that the email address in the person's record is set as Primary.

Attributes Sent from HCM to DocuSign

These are the attributes sent from HCM to DocuSign:

• Full Name: Name of the task performer signing the document.

• Email: Email address of the task performer signing the document.
• Date: Signed Date the signature is being provided.
• Company (ORA_LEGAL_ENTITY): Legal Employer of the task performer signing the document.
• Title (ORA_JOB_TITLE): Assignment Name of the task performer signing the document.

Considerations for Configuring DocuSign Envelopes in Journeys

When using an integration of Journeys with DocuSign, every journey task that requires DocuSign electronic signature
generates a corresponding envelope.

It’s not recommended or feasible to combine and use a single envelope for all the DocuSign journey tasks for a
performer due to these considerations.
• You configure multiple tasks in a journey; some of them may be related to providing an electronic signature
using DocuSign.
• You configure tasks to appear in different phases of an Enterprise Onboarding journey. This controls the tasks
available to the performer based on where they are in their enterprise onboarding phase.
• You configure dependencies between tasks. For example, electronic signature of an employment agreement
can happen only after the performer completes the task of providing their personal information. An electronic
signature of a non-disclosure agreement can happen only after the I-9 verification. This controls the order and
timing of when the user can complete a specific task.

If a single envelope is generated for all the electronic signature tasks, then this is what happens:

• When the user goes to DocuSign to sign the first such document, they will be able to see all the other electronic
signature documents also as part of that single envelope. This overrides the configuration of different
electronic signature tasks in different phases of enterprise onboarding or having dependencies between
journey tasks.
• When the user provides the electronic signature in DocuSign for even one document in that single envelope,
the entire envelope is closed. This means the user will be unable to return to DocuSign and provide their
electronic signature for the other documents, which are part of that single envelope.

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How You Decide Whether to Use Native eSignature or

DocuSign in Journeys
This table shows the comparison between Native eSignature and DocuSign.

Criteria Native eSignature DocuSign

Is this included as part of my base service? This signature type is native to the application DocuSign is a third-party service provider that
and works with Journeys. manages electronic signatures.
This functionality gives you the capability to This signature type allows new hires to
electronically sign a document and transfer the electronically sign documents during
signed document to the worker’s document onboarding using Journeys.
records in Cloud HCM.

What’s the user experience? Users need to click the See Document link Users need to navigate from the task page to
on the task page to read the document to be the DocuSign site where they can read and
signed. They can provide their signing details, electronically sign the document. The user
such as name and email address on the task needs to return to the Cloud HCM journey task
page to complete the task. Once the user enters page to mark the task as Complete.
the data, the See Document link will invoke the
associated BIP template, merge the signature
details and display the signed document to the
user.

What attributes are stored? The Name, Date Signed, and IP address of the The document to be signed can be configured
user are always stored in the checklist table to include standard fields, such as Full Name,
when using this task type. The Email ID is also Email, and Date Signed. This includes custom
stored in the same table, if provided by the user fields for Company and Title that are mapped
when completing the task. The signing details to the legal employer and assignment name
are stored in the PER_ALLOCATED_TASKS respectively in Cloud HCM.
table.

Is the signed document stored in document Yes. A document record of the specified No. The signed document is saved and stored
records? document type is created once the task is on DocuSign. It is not available in the document
marked as complete. The signed document is records in Cloud HCM.
stored as an attachment in PDF format in the
document records for the specified document
type.

Can I include HCM attributes in the signed Yes, you can include HCM attributes as part of No, you can't. Only these 4 attributes are
document? your custom BI report. available: Full Name, Email, Legal Employer, and
Job Title.

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Implementing and Using Journeys Configurable Forms

18 Configurable Forms

How You Create Configurable Forms in Journeys

Use the Checklist Descriptive Flexfield task in the Setup and Maintenance work area to create a descriptive flexfield for
use in a Configurable Form task.

Create a context within the descriptive flexfield representing the name of the form, for example, Onboarding Feedback.
Create context specific segments and values to define the questions and responses respectively. When users create a
task with the Configurable Form type, they can see the Onboarding Feedback option in the Configurable Form drop-
down list and select it.

These points apply to the data collected from a configurable form:

• Data is specific to the Descriptive Flexfield Context. If you require that multiple configurable forms use the same
data, you must create a configurable form with a global DFF context.
• Data is available only within the configurable form. You can create a custom BI report to fetch that data for
display.

Define Journey Descriptive Flexfield Context and Segments

Use the Checklist Descriptive Flexfields task in Setup and Maintenance and select the
PER_PERSON_ALLOCATED_TASKS_DFF to specify the context, context sensitive segment, and the values required to
display at run time.

Activate Journey Descriptive Flexfields

Activate the descriptive flexfield after you define the context and context sensitive segment values by deploying the
flexfield. You must sign out and sign in to the application to see your descriptive flexfield.

Associate the Task Action Type to the Journey Descriptive Flexfield

If the Task Type is Configurable Form, the form created using the journey descriptive flexfield displays in the
Configurable Form drop-down list when creating the task. At run time, the form appears as part of a task that workers
need to complete.

Example of Creating a Configurable Form in Journeys

You want to create an onboarding satisfaction survey and add it as one of the tasks in a new hire journey.

You create the survey as a context in the journey descriptive flexfield and associate the survey with the task by setting
the the task action type to Configurable Form.

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Summary of Tasks
1. Create the context for the descriptive flexfield and add three context sensitive segments.
2. Deploy the flexfield.
3. Associate the descriptive flexfield with the task.

Creating the Descriptive Flexfield

1. In the Setup and Maintenance work area, go to the following:

◦ Functional Area: Workforce Information

◦ Task: Checklist Descriptive Flexfields
2. On the Manage Checklist Descriptive Flexfields page, select PER_PERSON_ALLOCATED_TASKS_DFF and click
Edit.
3. Click Manage Contexts.
4. In the Create Context section, enter values listed in the following table:

Field Value

Display Name Onboarding Survey

Description Onboarding feedback survey

Context Code Auto-populated but can be modified

API Name Auto-populated but can be modified

Enabled Checked

5. Click Save.
6. In the Context Sensitive Segment section, enter the values listed in the following table:

Field Values for Segment 1 Values for Segment 2 Values for Segment 3

Display Name I found the Orientation program What is your overall impression Overall rating of your
interesting and interactive. of your first few days? onboarding experience.

Description I found the Orientation program What is your overall impression Overall rating of your
interesting and interactive. of your first few days? onboarding experience.

Context Code Auto-populated but can be Auto-populated but can be Auto-populated but can be
modified modified modified

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Field Values for Segment 1 Values for Segment 2 Values for Segment 3

API Name Auto-populated but can be Auto-populated but can be Auto-populated but can be
modified modified modified

Enabled Checked Checked Checked

Data Type Character Character Number

Table Column ATTRIBUTE1 ATTRIBUTE2 ATTRIBUTE_NUMBER2

Value Set PER_YES_NO 50 Characters 1 Number with No validation

Prompt I found the Orientation program What is your overall impression Overall rating of your
interesting and interactive. of your first few days? Onboarding experience.

Display Type List of Values Text Box Text Box

BI Enabled Checked Checked Checked

7. Click on Save and Close till you return to the Checklist Descriptive Flexfields page.
8. Click Deploy Flexfield.
9. Click OK and then Done.

Deploying the Flexfield

Deploy the flexfield that you created to make it available in the Tasks page.
1. On the Checklist Descriptive Flexfield page, click Deploy Flexfield.
2. In the Confirmation dialog box, click OK, and click Done.
You must sign out and sign in before you can see the changes you deployed at run time. The flexfield context and the
associated segments automatically appear when you select the Configurable Form action type in the Create Task page.

Associating the Descriptive Flexfield with a Task

1. In the Setup and Maintenance work area, go to the following:

◦ Functional Area: Workforce Information

◦ Task: Checklist Template
2. On the Checklist Template page, click Create.
3. Enter General journey details and click Save.
4. Click the Tasks tab.
5. Click Add and then enter the details of the task.
6. Select Configurable Form as the task type.

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7. Select the descriptive flexfield context Onboarding Survey from the Configurable Form drop-down list.
8. Complete details in other tabs.
9. Click Save and Close.

Journey Descriptive Flexfields

You use the Checklist Descriptive Flexfields task in the Setup and Maintenance work area to create and manage journey
related flexfields. Review these journey descriptive flexfields, and use them as appropriate to suit your requirements.

Here's the list of journey descriptive flexfields in the application:

Application Table Name Descriptive Flexfield Code Name Used Availability

PER_ALLOCATED_TASKS PER_PERSON_ Person Allocated Task For creating journey task of Available for use.
ALLOCATED_TASKS_DFF Attributes the type Configurable Form.

PER_ALLOCATED_ PER_ALLOCATED Person Allocated Checklist For person assigned Not available for use.
CHECKLISTS CHECKLISTS_DFF Attributes journey attributes.

PER_CHECKLISTS_B PER_CHECKLISTS_DFF Checklist Attributes For journey attributes. Not available for use.

PER_TASKS_IN_ PER_TASKS_IN_ Checklist Task Attributes For journey task. Not available for use.
CHECKLIST_B CHECKLIST_DFF

Parameters for Journey Descriptive Flexfields

This table shows the parameters that you can use in the assigned tasks DFF (PER_PERSON_ALLOCATED_TASKS_DFF):

Parameter Name Parameter Description Data Type

ACTION_TYPE Action type Varchar2

ACTUAL_END_DATE Actual end date Date

ACTUAL_START_DATE Actual start date Date

ALLOCATED_CHECKLIST_ID Allocated checklist identifier Number

ALLOCATED_TASK_ID Allocated task identifier Number

RESPONSIBILITY_TYPE Responsibility type Varchar2

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Parameter Name Parameter Description Data Type

STATUS Status Varchar2

TARGET_END_DATE Target end date Date

TARGET_START_DATE Target start date Date

TASK_IN_CHECKLIST_ID Task identifier Number

Only ALLOCATED_CHECKLIST_ID and ALLOCATED_TASK_ID are supported in Journeys.

Example
This example illustrates how to use flexfield parameters to create a value set for an assigned journey task flexfield
segment. It shows how you can use descriptive flexfields (DFF) to get the legal employer details of the person to whom a
journey task is assigned.

1. Use the Checklist Descriptive Flexfields task to define the DFF (PER_PERSON_ALLOCATED_TASKS_DFF)
2. Define the value set to be used in the DFF. Use syntax as indicated in this sample:

FROM Clause: PER_ALLOCATED_CHECKLISTS C, PER_PERIODS_OF_SERVICE S, PER_LEGAL_EMPLOYERS L

Value Expression: L.NAME
WHERE Clause: C.ALLOCATED_CHECKLIST_ID = :{PARAMETER.ALLOCATED_CHECKLIST_ID} AND
C.PERSON_ID = S.PERSON_ID AND
S.PERIOD_TYPE = 'E' AND
S.PRIMARY_FLAG = 'Y'
AND S.LEGAL_ENTITY_ID = L.ORGANIZATION_ID
AND L.STATUS = 'A'

3. Save and deploy the DFF.

4. Sign in as an employee and view the assigned journey task. The legal employer appears in the list.

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Implementing and Using Journeys Advanced Task Type

19 Advanced Task Type

How You Create an Advanced Task in Journeys

The Advanced task type enables you to combine a maximum of 3 task types in a single task instead of creating separate
tasks.

For example, you can combine a video, questionnaire, and e-signature task if you want a new hire to watch a video,
answer a questionnaire, and electronically sign an agreement as part of their onboarding.

How You Combine Task Types

Determine which task types you need and select the check box next to each of the task types listed in the Create Tasks
page. The order of the task types in the setup page and in an assigned task is the same. You can’t change this order:
• Document
• External URL
• Application Task
• Video
• Embedded Learning
• Questionnaire
• Configurable Form
• Electronic Signature
• Report

If you enable Comments and Attachments, it appears after the last task in an assigned task. When you create an
advanced task you can add it to your task library or add it from the task library to an assigned journey.

What Happens When Tasks are Combined

You can’t have different owners and performers for each of the tasks in an advanced task. You can have only a single
owner or performer for the entire combined task. Not only that, some of the actions or sections are common when you
combine the task types. Here’s a list of the common actions and sections:
• Rename Action labels section in Display Properties. All action labels for all the task types being combined are
listed.
• Done, Not Applicable, and so on.
• Comments and Attachments
• Notes Header and Notes section. Anything you want to add for all the sub-tasks needs to be part of the single
notes section that appears right on top of the advanced task.
• Contact info section

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Points to Consider
• You can’t create an advanced task from the Journeys app.
• You can’t use an advanced task in Guided Journeys.
• The DocuSign, I-9, and OPA task types aren’t supported in an advanced task.
• You can't use the same task type as a combination, the task types need to be distinct. For example, you can
create an advanced task by combining the Document and External URL task types. However, you can't combine
two External URLs.
• If you use Electronic Signature as one of the tasks when configuring an advanced task, then you must configure
Electronic Signature Validation by using the Checklist Integrations Functional Setup Manager (FSM) task.
• An advanced task type is supported as part of a journey template in the following operations:
◦ When you export and import a single journey template.
◦ When you use FSM to export and import journey configuration.
◦ When you duplicate a journey template.
◦ When you add tasks from the task library.
◦ When you add tasks to the task library.
◦ When you use HCM Data Loader (HDL).
• Consider the following scenario. You have created an advanced task using the following task types:
◦ Questionnaire or Configurable Form
◦ Electronic Signature or Report
In this scenario, you can’t include the responses for the questionnaire or configurable form in the electronic
signature document or report of the same advanced task. This is because the responses are not saved in the
database until the advanced task is marked complete.

Create an Advanced Task in Journeys

You want to combine a video, questionnaire, and an e-signature task in a single task to include in an onboarding journey
template.

You create an advanced task with these 3 task types and add them to the onboarding journey template for new hires in
your organization.

Before You Start

• Create an onboarding journey template.
• Define a questionnaire with questions related to the onboarding process.
• Create a video on the organization’s work culture.

Create Task: Complete Your Onboarding Journey

1. In the Setup and Maintenance work area, go to the Checklist Templates task.

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2. Search for and open the onboarding journey you created.

3. Click the Tasks tab.
4. Click Add and enter details as detailed here. For other fields, use default values.

Field Values

Name Complete Your Onboarding Journey

Status Active

Description Watch the video, complete the questionnaire, and sign the confidentiality agreement.

Task Type Advanced

Video Selected

Video Type Embedded URL

URL https://www.youtube.com/embed/tsl5Zsbk8VQ

Questionnaire Onboarding questionnaire

Electronic Signature Selected

Signature Type Electronic Signature – Native

Validation Type DisplayNameOnly

5. Click OK.

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Implementing and Using Journeys I-9 Task Type

20 I-9 Task Type

Example of Integrating Journeys with HireRight for I-9

Employment Eligibility Verification
The delivered I-9 integration with HireRight does these things:

• Automatically creates a HireRight Document from Cloud HCM by sending the required information from Cloud
HCM to the vendor HireRight when the journey is assigned to the worker or when the worker accesses Section-1
task.
• Provides a specific task for the worker in Cloud HCM to navigate to the HireRight portal to complete Section-1.
• Eliminates the need for the user to explicitly log in to HireRight when accessed from Cloud HCM.
• Provides a specific task for the manager or HR in Cloud HCM to navigate to the HireRight portal to complete
Section-2.
• Provides the ability to automatically mark the I-9 task as Done.
• Provides the ability to automatically update the I-9 status in the work relationship in Cloud HCM.
• Provides the ability to bring the completed I-9 back to Cloud HCM and store it in Document Records.
In this example, you configure the settings that will enable your organization Oracle, USA to integrate with HireRight, a
third-party I-9 form verification service provider.

Since I-9 form verification is mandatory for employees in the USA, this integration will enable you to include an I-9
verification task in new hire journeys for USA based workers.

Before You Start

• Obtain a license and register with HireRight. This is a one-time activity.
• Note down the account code obtained from HireRight.

Points to Consider
• All I-9 tasks in the same journey should use the same HireRight integration account.
• When configuring I-9 integration, you need to use the primary email address of the employee. Although the
default email type is Work Email, you can change that in the Employee Email Type field. Whichever email you
use, you must ensure that the worker retains the same email until the time the I-9 process is completed. That is,
if you specify Home Email as the I-9 email, the worker should also have Home Email and this should not change
when the I-9 process is in progress.
• An I-9 document is created in HireRight when the journey is assigned. You need to ensure that the value of the
ORA_PER_CHECKLIST_DEFER_I9_CREATION profile option is set to Y. This will enable the creation of the I-9
document in HireRight only when the employee accesses the task.
• If you use I-9 in an enterprise onboarding category journey, all the I-9 tasks should be configured within the
same enterprise onboarding step category journey template.

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• The Person ID from Cloud HCM is sent to HireRight as the Client Applicant ID, and the Allocated Checklist ID is
sent as Client Request ID. A combination of Client Applicant ID and Client Request ID is a unique identifier for
the I-9 document in HireRight.

Configure the Journey Integrations Task

1. In the Setup and Maintenance work area, go to Checklist Integrations task.
2. On the Checklist Integrations page, click Add.
3. Enter the values as shown in this table. Note that some values are provided by HireRight. For others if not
specified, use the default values.

Field Values

Integration Category I-9

Integration Type HireRight

Integration Code User-defined name for the integration, the code you enter here becomes available in the list of
values when you configure the I-9 task.

Administrator User Reference A valid user account in HireRight with administrator privileges to initiate the I-9 process,
generate the employee web link, and check the verification status. You need to obtain this value
from HireRight.

Web Service URL Override the application defaulted URL with https://api2.hireright.com:443/ws_
gateway/HireRightAPI/v/1/2

Update Status in HR Select one of these values to automate the completion of the I-9 HireRight journey tasks:

◦ Auto update I-9 status: Automatically updates the I-9 status in the work relationship.

◦ Auto update I-9 status and task status: Automatically updates the I-9 status in the work
relationship and the I-9 task status as completed.
◦ Auto update task status: Automatically updates the I-9 task status as completed.

◦ I-9 status update after manual task completion (default value): I-9 status in the work
relationship is updated only after you manually mark the task as complete.
◦ Never update: I-9 status in the work relationship is never updated.

If you have selected a value to automatically mark the I-9 task as complete, then you don't need
to return to the journey task and manually mark it as done.

If you select the Auto update I-9 status and task status or Auto update task status value,
then it's recommended to hide the Done button for the task using Display Settings.

Account Code You need to obtain this value from HireRight, this is the company account code.

Enable integration and send Selected, indicates that attributes from HCM will be shared with HireRight
information to external service provider

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4. Click Save.

Validate the Integration

1. Click Validate to confirm that the integration works.
2. Click Save. The integration is successful if no errors are displayed.

Configure Options to Automatically Update Status in HR

If you want to automate the completion of the I-9 HireRight journey tasks, you can configure one of these values for the
Update Status in HR field. To enable the status push, you need to follow these steps:
1. Set the ORA_PER_CHK_ENABLE_I9_CALLBACK profile option value to Y.
2. Configure the API User and Password in Cloud HCM status along with the relevant roles.
a. Create a role. To do this, follow these steps:
i. Navigate to Security Console > Roles. Click Create Role.
ii. Enter the details shown in this table:

Role Name Role Code Role Category

Journey Administrator PER_JOURNEY_ADMINISTRATOR HCM - Job Roles

iii. Under Role Hierarchy, click Add, and enter the details shown in this table:

Role Name Role Code

Use REST Service - Worker ORA_PER_REST_SERVICE_ACCESS_WORKER_JOURNEYS

Journeys

iv. Click Save and Close.

b. Set the security profile. To do this, follow these steps:
i. Navigate to the Setup and Maintenance work area. Search for the Manage Data Role and Security
Profiles task.
ii. Search for the PER_JOURNEY_ADMINISTRATOR role code. Click Edit.
iii. Under Security Criteria for Person > Person Security Profile, search for View All Workers.
iv. Click Next, and then click Submit.
c. Create a user. To do this, follow these steps:
i. Navigate to Security Console > Users.
ii. Click Add User Account.
iii. Create the user with the relevant details for First Name, Last Name, Email, and Username and
Password.
iv. Under Roles, add the PER_JOURNEY_ADMINISTRATOR role for the created user.
v. Click Save and Close.
If you use Location-based Access Control (LBAC), you need to ensure that the HireRight
addresses are appropriately configured. Ensure that the users performing I-9 tasks have the
PER_EDIT_WORK_RELATIONSHIP_DATA and PER_CHANGE_WORKER_ASSIGNMENT_DATA data
privileges, so that the I-9 status can be updated from the journey.
3. Provide the configured username and password in step 2c to HireRight.

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4. HireRight will then enable the status push using the credentials provided in Step 3.
5. Configure one of these values depending on how you want the I-9 tasks and I-9 status to be completed and
updated respectively.

Lookup Code Old Meaning New Meaning Description

I9_STATUS Not applicable Auto update I-9 status Automatically updates the I-9
status in the work relationship.

Y Always Auto update I-9 status and task Automatically updates the I-9
status status in the work relationship
and the I-9 task status as
completed.

Section 1 task in Cloud HCM will

be marked as Completed when
the I-9 status in HireRight is
Pending Employer.

Section 2 task in Cloud HCM

will be marked as Completed
when the I-9 status in HireRight
is Completed.

This is the recommended

option.

TASK_STATUS Not applicable Auto update task status Automatically updates the I-9
task status as completed.

Section 1 task in Cloud HCM will

be marked as Completed when
the I-9 status in HireRight is
Pending Employer.

Section 2 task in Cloud HCM

will be marked as Completed
when the I-9 status in HireRight
is Completed.

C Only on completion I-9 status update after I-9 status in the work
completion of the I-9 relationship is updated only
Verification Status task after completion of the I-9
Verification Status task.

N Never Never update I-9 status in the work

relationship is never updated.

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Configure Attributes to Send to HireRight

These attributes are sent from HCM to HireRight. On the Checklist Integrations page, you can indicate which attributes
shouldn't be sent.

• Worker First Name

• Worker Last Name
• Worker Email Address (not configurable and is always sent)
• Worker Address
• Worker Social Security Number
• Worker Date of Birth
• Hiring Manager First Name
• Hiring Manager Last Name
• Hiring Manager Email Address
• Worker Location Code
• Worker Location Name
• Worker Start Date
• User Reference for Section 2
◦ Prior to release 23C, the Primary Email value was the only value in the User Reference for Section 2 field
and the value was selected by default. The Person Identifier and Person Number values are now added in
the field. If you plan to change the value in the field, you must let HireRight know of this change. This is to
make sure that changes are in sync on the HireRight side as well.

If you use Cloud HCM (for I-9) and Oracle Recruiting integration (for background check), it's highly recommended
to keep the default option of Email Address as the identifier for User Reference for Section 2. However, if for certain
business reasons you want to change the value for the User Reference for Section 2 field, then you need to follow these
steps which are applicable for existing and new customers:
1. If you want to modify the value of User Reference for Section 2 from the default value of Email Address, you
need to first contact HireRight. Changes on the HireRight portal must be completed before you modify this
configuration in Cloud HCM. If this sequence of changes is not followed, your integration will fail.
If you want to update the value of User Reference for Section 2 to a value other than Email Address, you need to
provide the selected identifier value for each user (person number or person identifier) to HireRight.
2. Update the Profile Option in Cloud HCM.
To change the User Reference for Section 2, use the profile option
ORA_PER_CHK_ENABLE_I9_USERREF_CHANGE (Update of User Reference Enabled for I-9 Section 2). By
default, this profile option is set to N. If it is changed to Y, then you will get the above values in the list of values,
and the value of User Reference for Section 2 can be configured to any one of them.
3. Update the configuration of the User Reference for Section 2 field in Cloud HCM.
You can configure one of these values:
◦ Primary Email (this is the default value)
◦ Person Number
◦ Person Identifier

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Correction of I-9 in HireRight

If an I-9 document is corrected in HireRight which changes the I-9 Status or E-Verify status, then based on the value
configured for the Update Status in HR field in Cloud HCM, the task will be reopened. That is, if the value is Auto update
I-9 status and task status or Auto update task status, then the task in Cloud HCM will be reopened.

Update Termination Date for I-9 in HireRight

You need to build a custom report in Cloud HCM that includes ClientApplicantId (Person ID), ClientRequestID (Checklist
Allocated ID), Termination Date, and other required attributes for the terminated workers. You need to manually provide
this report to HireRight for them to upload the termination dates accordingly.

For more information about HireRight integration, see the Journeys - Integration with HireRight document (https://
community.oracle.com/customerconnect/discussion/631000) on Customer Connect.

Create Journey Tasks for I-9 Process

You're creating an I-9 verification task for new hires in your organization based in the USA. HireRight is your third-party
service provider for the I-9 verification process.

The I-9 form has two sections that need to be validated by both employee and employer in HireRight. Additionally,
the I-9 verification status is available once the two sections are completed. So, you create three tasks for each of the
sections and assign it to the respective task performers.

You need these details for the task:

• Integration code obtained during the setup process. You can't create the tasks without this code.
• HireRight user accounts for HR representatives to verify documents, generate the web link, and check the
processing status.
• To transfer the completed I-9 form into Document Records, configure a document type and associate it to the
I-9 Verification Status journey task. Additionally, the transfer must be enabled and configured on the HireRight
side first.

Create I-9 Task for New Hire

1. In the Setup and Maintenance work area, go to the Checklist Templates task.
2. On the Create Checklist Templates page, on the General tab select the journey category and enter relevant
details.
3. Click Save and then click the Tasks tab.
4. Click Add and enter details of the first task as detailed here. For other fields, use default values.

Field Value

Name Initiate I-9 Verification Process

Description Optional

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Field Value

Status Active

Preceding Task Leave blank

Required Yes

Target Duration 1 day

Task Performer Employee

Owner Area of Responsibility, HR representative

Action Type I-9 Verification

I-9 Section I-9 Section 1- Employee

I-9 Configuration Integration code from setup

Attachments Selected

Comments Selected

Notes Complete this task before the end of the first day.

5. Click Save.
When this task gets assigned, new hires use their single sign on to go to the HireRight site and verify or update their
details. The I-9 status in the HCM Work Relationship section won’t be updated after the new hire completes Section 1 as
they don’t have the necessary privileges.

Create I-9 Task for Line Manager

Line managers can do this task only when the employee completes the section 1 task.
1. In the Task tab, enter these details for the second task. For other fields, use default values.

Field Value

Name Verify Employee Details for I-9 Verification

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Field Value

Description Optional

Status Active

Preceding Task Initiate I-9 Verification Process

Required Yes

Target Duration 6 days

Task Performer Line Manager

Owner Area of Responsibility, HR representative

Action Type I-9 Verification

I-9 Section I-9 Section 2 - Employer

I-9 Configuration Integration code from setup

Attachments Selected

Comments Selected

Notes Verify employee's details.

2. Click Save.
If the task to complete I-9 Section 2 is configured with Line Manager as performer, the I-9 status in the HCM Work
Relationship section may not be updated after they complete Section 2 as they might not have the necessary privileges.
However, if a HR representative completes I-9 Section 2 and has the necessary privileges, then the I-9 status in the HCM
Work Relationship section is updated.

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Create I-9 Task for HR Representative

HR representatives can review the I-9 verification status any time.

1. In the Tasks tab, enter these details for the third task. For other fields, use default values.

Field Values

Name Review I-9 Verification Status

Description Optional

Status Active

Preceding Task Leave blank

Required Yes

Target Duration 10 days

Task Performer Line Manager

Owner Area of Responsibility, HR representative

Action Type I-9 Verification

I-9 Section I-9 Section Verification Status

I-9 Configuration Integration code from setup

Attachments Selected

Document Type Completed I-9 Form

Comments Selected

Notes Check employee's I-9 verification status.

2. Click Save.
When you verify the completed form, you need to click Upload to Document Records to move the completed form to
Document Records.

Here are some points to consider:

• It's recommended to configure I-9 Verification Status process task with performer as HR Representative as part
of your template. This enables the HR representative to view the I-9 status of the new hire in Journeys at any
point during the I-9 process.
• If there's no document type configured in the I-9 Verification Status task, then Upload to Document Records
won't be visible.
• If Section 1 and Section 2 of the I-9 Form aren't complete, then Upload to Document Records won't be visible.
• If there's a document type configured in the I-9 Verification Status task and this feature isn't enabled from
HireRight, Upload to Document Records is visible but displays an error when the task performer clicks it.

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• When you use the Auto update status and task status option for Update Status in HR, the completed I-9 form
isn't automatically moved to Document Records. To move the completed I-9 to Document Records, you need to
configure the I-9 Verification Status section task and the task performer, usually a HR Representative needs to
manually perform the Upload to Document Records action.
• Only users with the PER_EDIT_WORK_RELATIONSHIP_DATA and PER_CHANGE_WORKER_ASSIGNMENT_DATA
data privilege can update the I-9 status from the journey.
• After the user marks the journey tasks corresponding to Section 1, Section 2, and the I-9 Verification Status as
complete, the statuses are updated. Performers of Section 1 and Section 2 should mark the task complete only
after completing the corresponding sections in HireRight.
• When the I-9 Verification Status task is marked as Complete, the appropriate I-9 verification status is updated
in the Work Relationship section if the user completing it has the necessary privileges.
• If the E-verify process is enabled from HireRight, the appropriate status is updated in the Work Relationship
section.
• If Update Status in HR is set to Yes in the Checklists Integrations configuration page, the I-9 Status, e-Verify
Status, and I-9 Expiration values are automatically updated based on the response sent from HireRight.

Statuses Sent from HireRight to HCM Using Journeys

This table lists the statuses sent from HireRight to HCM.

Status Value

Pending Employee R – Ready to Verify

Pending Employer S- Submitted for Verification

Completed V-Verified

API Error Error in verification

Any status other than the above I-Incomplete

Points to Consider
• If there is an application error, the work relationship status isn't updated.
• The values retrieved from HireRight are stored in the PER_PERIODS_OF_SERVICE table. The values are stored in
these flexfield segments:
◦ PDS_INFORMATION1 (I-9 Status)
◦ PDS_INFORMATION_DATE1 (I-9 Expiration)
◦ PDS_INFORMATION5 (E-Verify Status)

The flexfield segments are available in the United States Work Relationship Information context of the
PER_PPS_LEG_DDF flexfield.

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Flexfield Mapping in HireRight for Journeys

These attribute values are sent to HireRight as HireRight I-9 document flexfields:

Code Meaning

PersonNumber Employee Identifier

PersonId Person Identifier

AllocatedChecklistId Allocated Checklist Identifier

LocationCode Worker Location Code

LocationName Worker Location Name

Seeded Lookups for HireRight eVerification Status for

Journeys
The code for the e-verify statuses associated with the seeded lookup type ORA_HRX_US_EVERIFY_STATUSES (E-Verify
Status from HireRight) is listed in this table.

Lookup Code Meaning Description

ADDITIONAL_VERIFICATION Institute Additional Verification Allow more time for DHS or SSA to provide the
employment eligibility status.

AUTHORIZED Employment Authorized The employee's information matched SSA or

DHS records.

CASE_IN_CONTINUANCE Case in Continuance More time is needed to determine a final case

result.

DHS_AUTHORIZED DHS Employment Authorized The employee's information matched the DHS
records.

DHS_CONTINUANCE DHS Case in Continuance The employee has contacted DHS, but more
time is needed to determine a final case result.

DHS_FINAL_NON_CONFIRM DHS Final Non-Confirmation E-Verify cannot verify an employee's

employment eligibility even after the employee
has contacted DHS.

DHS_IN_PROGRESS DHS Verification in Progress The case is referred to DHS for further
verification.

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Lookup Code Meaning Description

DHS_INFO_REVIEW_REQ DHS Info Review Required Review of the employee's info is required.

DHS_NO_SHOW DHS No Show The employee did not contact DHS within the
required eight federal government workdays.

DHS_TENTATIVE_NON_CONFIRM DHS Tentative Non-Confirmation Information does not initially match DHS
records.

DRAFT Draft The employee's information is in draft.

DUPLICATE_CASE Duplicate Case The employee's information already exists.

ERROR Error E-Verify is currently down.

FINAL_NON_CONFIRM Final Non-Confirmation E-Verify cannot verify an employee's

employment eligibility.

IN_PROGRESS In Progress The case is referred to DHS for further

verification.

INFO_REVIEW_REQ Info Review Required Review of the employee's info is required.

ORA_UNKNOWN Unknown The status is unknown.

PHOTO_MATCH_REQD Photo Match Required Indicates that the photo displayed on the E-
Verify screen does not match the photo on the
employee's document.

PHOTO_MATCHING_REQD Photo Matching Required Indicates that the photo displayed on the E-
Verify screen does not match the photo on the
employee's document.

REVERIFY_REQUIRED Re-verify Required Review of the employee's info is required.

SCAN_UPLOAD Scan And Upload The employee needs to scan and upload some
documents.

SSA_AUTHORIZED SSA Employment Authorized The employee's information matched SSA

records.

SSA_CONTINUANCE SSA Case in Continuance The employee has visited an SSA field office,
but more time is needed to determine a final
case result.

SSA_FINAL_NON_CONFIRM SSA Final Non-Confirmation E-Verify cannot verify an employee's

employment eligibility even after the employee
has visited or contacted SSA.

SSA_INFO_REVIEW SSA Info Review Required Review of the employee's info is required.

SSA_REVERIFY_REQUIRED SSA Re-verify Required Review of the employee's info is required.

SSA_TENTATIVE_NON_CONFIRM SSA Tentative Non-Confirmation Information does not initially match SSA
records.

TENTATIVE_NONCONFIRM Tentative Non-Confirmation Information does not initially match.

TENTATIVE_NONCONFIRM_DHS Tentative Non-Confirmation - Asked by DHS Tentative non-confirmation closing case status.

TENTATIVE_NONCONFIRM_INV_QUERY Tentative Non-Confirmation - Invalid Query Tentative non-confirmation closing case status.

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Lookup Code Meaning Description

TENTATIVE_NONCONFIRM_NO_AUTH Tentative Non-Confirmation - Unauthorized/ Tentative non-confirmation closing case status.

Terminated

TENTATIVE_NONCONFIRM_OTHER Tentative Non-Confirmation - Other Tentative non-confirmation closing case status.

TENTATIVE_NONCONFIRM_SSA Tentative Non-Confirmation - Asked by SSA Tentative non-confirmation closing case status.

How You Use Multiple HireRight Accounts in Journeys

If you have multiple HireRight accounts for your organization, you can plan and use those accounts to configure
multiple journey integrations.

You can do this by using the unique Integration Code and the appropriate Account Code (provided by HireRight) in the
integration. Then, when you configure the I-9 tasks, you can reference the appropriate integration code.

For example, you can configure two I-9 tasks that reference two integrations associated to locations A and B
respectively. When creating the I-9 tasks in a journey template, you associate the appropriate integration code for the
task that’s based on the criteria on which this task will get assigned.

You can configure an Eligibility Profile and associate it to this task so that the task gets assigned to assignees in
Location A and Location B respectively.

Diagnostic Report for I-9 Integration Errors in Journeys

You can use the HCM Checklist I9 Integration Error Report to analyze the I-9 integration errors for I-9 journey tasks in
Cloud HCM.

You can access this report by using this navigation: Navigator > Tools > Diagnostic Dashboard. Search for the HCM
Checklist I9 Integration Error Report diagnostic report and click Add to Run.

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Implementing and Using Journeys Oracle Process Automation Task Type

21 Oracle Process Automation Task Type

Integrate with Oracle Process Automation in Journeys

Integration with Oracle Process Automation (OPA) enables you to extend journeys and create Process Automation tasks
for automating certain business processes in your organization.

When assigned, the task performer can initiate and track the status of the request in their journey or journey task. For
example, asset request for a new hire.

Before You Start

• Purchase OPA to use with Journeys. OPA is then automatically provisioned to your environments.
• Configure Oracle Identity Cloud Service.
• In OPA, configure and activate the process application you need to use.
• For more information about OPA, see these resources on Oracle Help Center:
◦ Using Oracle Cloud Infrastructure Process Automation guide
◦ Oracle Process Automation guide

Configure the Journey Integration Task

1. Define the integration in the Setup and Maintenance work area.
◦ Go to the Checklist Integrations task and add a new integration.
2. On the Add Integration page, select Process Automation as the Integration Category.
◦ Select Structured process as the integration type. This denotes a process that includes a start event, end
event, and other elements required for the flow.
◦ Enter a unique integration code.
◦ Select a process from the Process Name drop-down list.
3. Validate to confirm connectivity to the application and process defined in Oracle Integration. Click Save.
◦ Enable and send information for process automation integration.
4. Save the integration details.
5. Go to the Checklist Templates task and create a task of type Process Automation.
6. Select the Process Configuration to which the task needs to be associated.
7. For each OPA process, you must set up two tasks as follows:
◦ A task with Process Section 1 - Start Process to initiate the process.
◦ A task Process Section 2 - Check Status to see the status of the process.
8. Assign the journey. When the task performer clicks Start, the process is initiated.

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Example of Creating Oracle Process Automation Tasks in

Journeys
In this example, you are creating Oracle Process Automation (OPA) tasks for the worker uniform request process in your
organization.

The OPA task includes two sub-tasks. The first task is to initiate the process request and a second to check the status.
So, you create two separate tasks, include it in a journey, and assign it to the respective task performers.

Before You Start

• Create and activate the process application and processes in OPA.
• Configure and validate the integration in the Setup and Maintenance work area in HCM Cloud.

Create Task for Worker to Start Process

1. In the Setup and Maintenance work area, go to the Checklist Templates task.
2. On the Create Checklist page, on the General tab select the journey category and enter relevant details.
3. Click Save and then click the Tasks tab.
4. Click Add and enter details of the first task as described in this table. For other fields, use default values.

Field Value

Name Initiate Uniform Request

Description Optional

Status Active

Preceding Task Leave blank

Required Yes

Target Duration 3 days

Task Performer Worker

Owner Initiator

Task Type Process Automation

Process Section Process Section 1- Start Process

Process Configuration Uniform Request

5. Click Save.

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When this task is assigned, the performer clicks Start to initiate the request.

Create Task for Area of Responsibility to Verify Status

The area of responsibility user can do this task only when the section 1 task completes.
1. In the Task tab, enter these details for the second task. For other fields, use default values.

Field Value

Name Check the Status of the Uniform Request

Description Optional

Status Active

Preceding Task Initiate Uniform Request

Required Yes

Target Duration 5 days

Task Performer Area of Responsibility

Responsibility Type Union representative

Owner Initiator

Task Type Process Automation

Process Section Process Section 2 – Check Process Status

Process Configuration Uniform Request

2. Click Save.

The performer can click See Status to verify the status of the task.

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Implementing and Using Journeys Use Activation Criteria to Trigger Tasks

22 Use Activation Criteria to Trigger Tasks

Overview of Activation Criteria for Journey Tasks
You can use the activation criteria when you need to activate dependent tasks based on the user's response to a
preceding task.

Using the activation criteria, the dependent tasks can be activated based on these user responses:
• Marks a task as either Done or Not Applicable.
• Responds to a specific question with a specific response in a Questionnaire task.
• Provides input to a specific segment with a specific value in a Configurable Form task.

You can configure an activation criteria when you create a task. This causes the task to be activated when the criteria
is met. For example, say you have a task where employees need to respond with a Yes or No for their vaccination
certificate. If they answer Yes, you can use the activation criteria to check for this response and trigger a dependent task
where they can upload their vaccination certificate. If they answer No, you can use the activation criteria to check and
trigger a dependent task where they respond to a Wellness check questionnaire. You can achieve this by renaming the
Done button to Yes and the Not Applicable button to No. You can then configure Activation Criteria for the respective
dependent tasks.

You can configure dependent tasks to activate Task 2 only after Task 1 is completed. If Task 1 has a pending approval, the
configuration won’t wait for the Task 1 approval to be completed. The Task 2 is activated when the employee completes
Task 1.

Configuring the Activation Criteria

1. Create a fast formula that includes conditions. The formula type needs to be Participant and Rate Eligibility.
2. Associate the fast formula to an eligibility profile.
3. Select the eligibility profile as the task activation criteria for the dependent task that needs to be activated if the
condition is met.

You can only access these attributes of the dependent task in the fast formula:

• ACTUAL_END_DATE
• ALLOCATED_CHECKLIST_ID
• ALLOCATED_TASK_ID
• ATTRIBUTE_DATE1
• ATTRIBUTE_DATE2
• ATTRIBUTE_DATE3
• ATTRIBUTE_NUMBER1
• ATTRIBUTE_NUMBER2
• ATTRIBUTE_NUMBER3
• ATTRIBUTE1
• ATTRIBUTE2

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• ATTRIBUTE3
• ATTRIBUTE4
• ATTRIBUTE5
• COMPLETED_BY
• DEP_ALLOCATED_TASK_ID
• FLEX_CONTEXT_CODE
• PERFORMER_PERSON_ID
• PERFORMER_USERNAME
• QUESTIONNAIRE_ID
• REOPEN_DATE
• STATUS
• TARGET_END_DATE

How the Activation Criteria is Evaluated

The activation criteria is evaluated based on the response of the user. It’s unlike the task eligibility profile which is
evaluated at the time of journey assignment.

All the dependent tasks are visible but grayed out. Once the activation criteria is evaluated, tasks that meet the criteria
become visible and active. Tasks that don’t meet the criteria won’t be visible. A task that doesn’t meet the activation
criteria is no longer displayed once the preceding task reaches a terminal status.
If you reopen a task that's configured with an activation criteria, the activation criteria won’t be re-evaluated again for
the reopened task.
For more information about fast formulas, see the Administering Fast Formulas guide on Oracle Help Center.

Example of Activating Journey Tasks Based on Task

Status
Let’s take a look at how you can activate a dependent task based on the response provided by the user in a previous
task.

This example assumes you have set up a task that asks users if they are vaccinated. You have renamed the task action
labels Done to Yes and Mark as Not Applicable to No so that users can respond with a Yes or No. If the response is Yes,
you want the condition to activate a task where they upload their vaccination certificate and if the response is No, you
want the condition to activate a wellness assessment task.
This image illustrates the scenario when a task is activated based on a simple Yes or No response.

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This sample formula checks for the status in the first task. If the response is Done or Yes, it activates the upload
vaccination certificate task.
INPUTS ARE STATUS(text)
DEFAULT FOR L_STATUS IS 'REJ'
L_STATUS = STATUS
ELIGIBLE = 'N'
IF L_STATUS = 'COM' THEN
(
ELIGIBLE = 'Y'
)
ELSE
(
ELIGIBLE = 'N'
)
RETURN ELIGIBLE

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This sample formula checks for the status in the first task. If the response is Not Applicable or No, it activates the
wellness assessment task.
INPUTS ARE STATUS(text)
DEFAULT FOR L_STATUS IS 'COM'
L_STATUS = STATUS
ELIGIBLE = 'N'
IF L_STATUS = 'REJ' THEN
(
ELIGIBLE = 'Y'
)
ELSE
(
ELIGIBLE = 'N'
)
RETURN ELIGIBLE

Example of Activating Journey Tasks Based on Input to a

Configurable Form
Let’s take a look at how you can activate a dependent task based on the response provided by the user in a configurable
form segment.

This example assumes you have set up a task that asks users what is their preferred work mode when they to return
to work. You have configured a configurable form using the journey descriptive flexfield to capture the response to the
question. If the response is O (Office), you want the condition to activate a task where they book their office space and if
the response is H (Hybrid), you want the condition to activate the task that records their remote working preference.
This image illustrates the scenario when a task is activated based on the user's response to a configurable form.

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This sample formula takes the descriptive flexfield segment as input to branch to activate other tasks. If the response to
that segment in a configurable form is O, it activates the book office space task.
INPUTS ARE ATTRIBUTE1(text)
DEFAULT FOR L_ATTR IS 'H'
ELIGIBLE = 'N'
L_ATTR = ATTRIBUTE1
IF L_ATTR = 'O' THEN
(
ELIGIBLE = 'Y'
)
ELSE
(
ELIGIBLE = 'N'
)
RETURN ELIGIBLE

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This sample formula takes the descriptive flexfield segment as input to branch to other tasks. If the response to that
segment in a configurable form is H, it activates the task to store the remote working preference.
INPUTS ARE ATTRIBUTE1(text)
DEFAULT FOR L_ATTR IS 'O'
ELIGIBLE = 'N'
L_ATTR = ATTRIBUTE1
IF L_ATTR = 'H' THEN
(
ELIGIBLE = 'Y'
)
ELSE
(
ELIGIBLE = 'N'
)
RETURN ELIGIBLE

Example of Activating Journey Tasks Based on Input to a

Questionnaire
Let’s take a look at how you can activate a dependent task based on the response provided by the user to a specific
question in a questionnaire.

This example assumes you have set up a questionnaire task that includes filling up a predefined exit survey at the
time of offboarding. One of the questions in the questionnaire asks users to provide the reason for leaving the
organization. If the response is E (Education), you want the condition to activate a task where upload their education
course acceptance letter and if the response is C (Compensation), you want the condition to activate the task that
records their expected compensation.
This image illustrates the scenario when a task is activated based on the user's response to a specific question in a
questionnaire.

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Define a Value Set

To retrieve the response to a question in a questionnaire, you need to create a value set. This sample value set query
retrieves the response to the Provide the reason why you are leaving this organization question in the Exit Survey
questionnaire.

1. Click + to create a value set.

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2. In the Create Value Set page, enter these values:

Field Value

Value Set Code EXIT_REASON

Description Value set to retrieve question response.

Module Search and select Checklist Templates

Validation Type Table

Value Data Type Character

3. In the FROM Clause, enter this syntax:

fusion.per_allocated_checklists pac, fusion.per_allocated_tasks pat,
fusion.hrq_qstnr_participants hqp,
fusion.hrq_qstnr_responses hqr,
fusion.hrq_qstn_responses hqsr,
fusion.hrq_qstnr_questions hqq,
fusion.hrq_qstnr_sections_b hqs
4. In Value Column Name, enter hqsr.answer_text.
5. In ID Column Name, enter hqsr.answer_text.
6. In WHERE Clause, enter this syntax:
pac.allocated_checklist_id = pat.allocated_checklist_id
AND hqp.participant_id = pat.allocated_task_id
AND hqr.qstnr_participant_id = hqp.qstnr_participant_id
AND pat.questionnaire_id = hqp.questionnaire_id
AND hqsr.qstnr_response_id = hqr.qstnr_response_id
AND hqs.questionnaire_id = 2100 – This is the Questionnaire ID for ‘Exit Survey’ questionnaire.
AND hqs.qstnr_section_id = hqq.qstnr_section_id
AND hqq.question_id = 5920 – This is the Question ID for ‘Provide the reason why you are leaving this
organization.’ question.
AND hqq.qstnr_question_id = hqsr.qstnr_question_id
AND PAC.ALLOCATED_CHECKLIST_ID = :{PARAMETER.AllocatedChecklistId}

This example uses the seeded Exit Survey questionnaire and the specific question Provide the reason why you are
leaving this organization question in the questionnaire. You need to replace the questionnaire_id and question_id
in the query provided in step 6 for the question that should be evaluated to trigger dependent tasks. These values
are visible on the Questionnaires configuration page as Questionnaire Code and Question Code respectively. This
query works only for a text field in a questionnaire.

This sample formula checks the response to a specific question 'Provide the reason why you are leaving this
organization' in the seeded Exit Survey questionnaire to activate other tasks. If the response to that question is E, it
activates the task where they can upload their education course acceptance letter.
INPUTS ARE ALLOCATED_CHECKLIST_ID(number)
DEFAULT FOR L_ATTR IS 'C'
ELIGIBLE = 'N'

ALLOCATED_CHECKLIST_ID_STR = TO_CHAR(ALLOCATED_CHECKLIST_ID)
QUERY = 'XXX'

QUERY = '|=AllocatedChecklistId='''||ALLOCATED_CHECKLIST_ID_STR||''''
L_ATTR = GET_VALUE_SET('EXIT_REASON',QUERY)

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IF L_ATTR = 'E' THEN

(
ELIGIBLE = 'Y'
)
ELSE
(
ELIGIBLE = 'N'
)
RETURN ELIGIBLE

This sample formula checks the response to a specific question 'Provide the reason why you are leaving this
organization' in the seeded Exit Survey questionnaire to activate other tasks. If the response to that question is C, it
activates the task where they can provide their expected compensation.

INPUTS ARE ALLOCATED_CHECKLIST_ID(number)

DEFAULT FOR L_ATTR IS 'E'
ELIGIBLE = 'N'

ALLOCATED_CHECKLIST_ID_STR = TO_CHAR(ALLOCATED_CHECKLIST_ID)
QUERY = 'XXX'

QUERY = '|=AllocatedChecklistId='''||ALLOCATED_CHECKLIST_ID_STR||''''
L_ATTR = GET_VALUE_SET('EXIT_REASON',QUERY)

IF L_ATTR = 'C' THEN

(
ELIGIBLE = 'Y'
)
ELSE
(
ELIGIBLE = 'N'
)
RETURN ELIGIBLE

Activate Task Based on Questionnaire having Radio Button or

Single Choice List as Response Type
Let's take a look at how you can activate a dependent task based on the response provided by the user to specific
questions in a questionnaire. The response type for the questions is radio button or single choice list.

This example assumes you have set up a questionnaire task that includes filling up a predefined onboarding survey at
the time of onboarding. These are the response types for the two question types in the example:
• Radio button
• Single choice list

For both response types, the approach is the same. The first question in the questionnaire asks users to provide their
feedback about feeling welcomed in the organization. This question has a radio button as the response type. The 2
response options are Yes and No. This table shows the response code for the 2 response options.

Question Code Question Text Response Code Description

5860 I am feeling welcome here. 8237 Yes

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Question Code Question Text Response Code Description

5860 I am feeling welcome here. 8238 No

The second question in the questionnaire asks users to rate their onboarding experience. This question has a single
choice list as the response type. The 2 response options are Excellent, Average, and Bad. This table shows the response
code for the 3 response options.

Question Code Question Text Response Code Description

5870 How would you rate your 8241 Excellent

onboarding experience?

5870 How would you rate your 8242 Average

onboarding experience?

5870 How would you rate your 8243 Bad

onboarding experience?

Based on the response to the first question, you can activate a couple of tasks. If the user answers Yes, you can ask
them to fill a feedback form on how their first few days have been. If the user answers No, you can ask them to provide
suggestions on how the process can be improved, so that they feel more welcomed. To do this, you need to create a
value set.

Define a Value Set

To retrieve the response to a question in a questionnaire, you need to create a value set. This sample value set query
retrieves the response to the question I am feeling welcome here in the Onboarding Survey questionnaire.

1. Click + to create a value set.

2. In the Create Value Set page, enter these values:

Field Value

Value Set Code FEELING_WELCOME_HERE

Description Value set to retrieve question response.

Module Search and select Checklist Templates

Validation Type Table

Value Data Type Character

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3. In the FROM Clause, enter this syntax:

fusion.per_allocated_checklists pac, fusion.per_allocated_tasks pat,
fusion.hrq_qstnr_participants hqp,
fusion.hrq_qstnr_responses hqr,
fusion.hrq_qstn_responses hqsr,
fusion.hrq_qstnr_questions hqq,
fusion.hrq_qstnr_sections_b hqs
4. In Value Column Name, enter hqsr.answer_list.
5. In ID Column Name, enter hqsr.answer_list.
6. In WHERE Clause, enter this syntax:
pac.allocated_checklist_id = pat.allocated_checklist_id
AND hqp.participant_id = pat.allocated_task_id
AND hqr.qstnr_participant_id = hqp.qstnr_participant_id
AND pat.questionnaire_id = hqp.questionnaire_id
AND hqsr.qstnr_response_id = hqr.qstnr_response_id
AND hqs.questionnaire_id = 2000 – This is the Questionnaire ID for ‘Onboarding Survey’ questionnaire.
AND hqs.qstnr_section_id = hqq.qstnr_section_id
AND hqq.question_id = 5860 – This is the Question ID for ‘I am feeling welcome here.’ question.
AND hqq.qstnr_question_id = hqsr.qstnr_question_id
AND PAC.ALLOCATED_CHECKLIST_ID = :{PARAMETER.AllocatedChecklistId}

This example uses the seeded Onboarding Survey questionnaire and the specific question I am feeling welcome
here in the questionnaire. You need to replace the questionnaire_id and question_id in the query provided in step 6
for the question that should be evaluated to trigger dependent tasks. These values are visible on the Questionnaires
configuration page as Questionnaire Code and Question Code respectively.

This sample formula checks the response to a specific question I am feeling welcome here in the seeded Onboarding
Survey questionnaire to activate other tasks. If the response to the question is Yes (response code 8237), it activates
the task where the user is asked to fill a feedback form on how their first few days have been. Note that the
FEELING_WELCOME_HERE value set created in step 2 is used along with the response code 8237 for Yes.
INPUTS ARE ALLOCATED_CHECKLIST_ID(number)
DEFAULT FOR L_ATTR IS '0'
ELIGIBLE = 'N'
ALLOCATED_CHECKLIST_ID_STR = TO_CHAR(ALLOCATED_CHECKLIST_ID)
QUERY = 'XXX'
QUERY = '|=AllocatedChecklistId='''||ALLOCATED_CHECKLIST_ID_STR||''''
L_ATTR = GET_VALUE_SET('FEELING_WELCOME_HERE',QUERY)
IF INSTR(L_ATTR, '8237', 1, 1) > 0 THEN
(
ELIGIBLE = 'Y'
)
ELSE
(
ELIGIBLE = 'N'
)
RETURN ELIGIBLE

The second sample formula checks the response to the same question I am feeling welcome here in the seeded
Onboarding Survey questionnaire to activate other tasks. If the response to the question is No (response code 8238), it
activates the task where the user is asked to provide suggestions on how the process can be improved, so that they feel
more welcomed. Note that the FEELING_WELCOME_HERE value set created in step 2 is used along with the response
code 8238 for No.
INPUTS ARE ALLOCATED_CHECKLIST_ID(number)
DEFAULT FOR L_ATTR IS '0'
ELIGIBLE = 'N'
ALLOCATED_CHECKLIST_ID_STR = TO_CHAR(ALLOCATED_CHECKLIST_ID)
QUERY = 'XXX'

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QUERY = '|=AllocatedChecklistId='''||ALLOCATED_CHECKLIST_ID_STR||''''
L_ATTR = GET_VALUE_SET('FEELING_WELCOME_HERE',QUERY)
IF INSTR(L_ATTR, '8238', 1, 1) > 0 THEN
(
ELIGIBLE = 'Y'
)
ELSE
(
ELIGIBLE = 'N'
)
RETURN ELIGIBLE

You can use the fast formulas while creating eligibility profiles. The fast formulas can then be used as activation criteria
for the task to be activated based on the response to the questionnaire. Make sure that you set the Questionnaire task
as the preceding task of the task to be activated.

You can use the same steps to create the value set and fast formulas for the second question which has single choice
list as the response type. A new value set is needed for the second question because it has a different question ID. Other
values in the fast formula, such as Value Set Name and Response Code can be used according to the response for which
the fast formula is being written. Rest of the steps will be the same.

When to Use Dependent Task and Activation Criteria in

Journey Tasks
This table describes the different conditions where you can use dependent task and activation criteria.

Condition Dependent Task Activation Criteria

When to use? When one or more tasks needs to be performed When one or more tasks needs to be triggered
after a preceding task is in terminal status in based on the response to another task in the
the same journey. same journey.

Triggering Factor Preceding task's terminal status. Preceding task's terminal status and Activation
Criteria based on the preceding task's data.

Sample Use Cases • If you want to verify the data provided You have a task where employees need to
in a preceding task, you can create a respond with a Yes or No for their vaccination
dependent journey task. For example,
create a dependent task with HR certificate. If they answer Yes, you can use the
Representative or Line Manager as task activation criteria to check for this response and
performer to verify data provided by a new trigger a dependent task where they can upload
hire as part of their onboarding. If the HR their vaccination certificate. If they answer No,
Representative or Line Manager doesn't
find the data as per requirement, then you can use the activation criteria to check and
they can reopen the original journey task trigger a dependent task where they respond to
for the new hire to update the data. a Wellness check questionnaire.
• If you want to acknowledge that the new
hire has reviewed organization policy
documents during their onboarding,
you can create one journey task of
the type Document and attach all your
policy documents to that task. Then,
create another journey task of type

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Condition Dependent Task Activation Criteria

Questionnaire that’s dependent on the

previous document task. In this task, you
can ask all those questions if the user
agrees to the various policies. You can
even have one field in that Questionnaire
asking the user to enter their full name
and maybe date, as a means of soft
acknowledgement.

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23 Journeys and Document Records

Move Journey Task Attachments to Document Records

You need new hires in your organization to submit copies of their educational certificates, birth certificate, and passport
as part of the onboarding process. Instead of creating the document records manually, you use a journey task and
enable attachments in it.

So, when new hires complete the task and attach documents, the documents are automatically saved to their document
records.

Before You Start

• Use the Document Types task to create the Education and Other Certificates document type. Set Restrict
Update to Yes in the Document Record Preferences section. Restrict Delete is anyway set to Yes by default. The
document is created as a document record for this document type.
• The attributes Document Name, Issued On are configured as Relevant and all other document type attributes
as Not Required.

Create a Manual Task with Attachments Enabled

1. Navigate to My Client Groups > Quick Actions > Employment > Checklist Templates.
2. On the Create Checklist Templates page, enter details in the General tab.
3. Click Save and then click the Tasks tab.
4. Click Add and enter details for the task as detailed here. For other fields, use the default values.

Field Values

Name Submit your Certificates

Description Optional

Status Active

Preceding Task Leave blank

Required Yes

Target Duration 3 days

Performer Employee

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Field Values

Owner Area of Responsibility, HR representative

Task Type Manual

Attachments Yes

Add Attachments to Document Records Education and Other Certificates

Attachments Are For Performer

5. Click Save.
When this task is assigned to new hires, they can go to the task page and upload their certificates. The documents
become available as document records of the specified document type.

Even if you have approvals configured for document records, the document record approval won't start when an
attachment is transferred from journey task to Document Records. This is because the creation of the document records
is done by using an internal API. So, none of the document record approvals rules are invoked.

If you want the document records to go for approval, then it's recommended that you configure an application task that
takes the user from the journey task to document records directly. Consequently, when a document record is created
from the Document Records page, it will go for approval.

If you reopen or remove a journey task that had a document record associated with it, the document record is deleted.
Therefore, the document record will no longer be visible in the reopened journey task.

How Journey Attachments are Stored in Document

Records
The database fields that are populated when attachments from different journey task types are stored in document
records, are listed in this table:

DB Field Name Attachments Enabled Report with Document Native Electronic I-9 Verification Status
for Any Task Type with Record Signature with Report and Task with Document
Document Record Document Record Record

DOCUMENT_TYPE_ID Configured in Journey Task Configured in Journey Task Configured in Journey Task Configured in Journey Task
setup setup setup setup

PERSON_ID Person ID of the journey Person ID of the journey Person ID of the journey Person ID of the journey
assignee. assignee. assignee. assignee.

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DB Field Name Attachments Enabled Report with Document Native Electronic I-9 Verification Status
for Any Task Type with Record Signature with Report and Task with Document
Document Record Document Record Record

ASSIGNMENT_ID Not populated Not populated Not populated Not populated

DOCUMENT_NAME Journey task name Journey task name Journey task name I-9 completed form name
as sent by HireRight

DOCUMENT_CODE Auto-generated as Auto-generated as Auto-generated as Auto-generated as

a concatenation of: a concatenation of: a concatenation of: a concatenation of:
Document Name, Document Name, Document Name, Document Name,
Timestamp in yyyy-mm- Timestamp in yyyy-mm- Timestamp in yyyy-mm- Timestamp in yyyy-mm-
dd-hh24-mi-ss format that dd-hh24-mi-ss format that dd-hh24-mi-ss format that dd-hh24-mi-ss format that
is date along with hours is date along with hours is date along with hours is date along with hours
(24-hour format, minutes (24-hour format, minutes (24-hour format, minutes (24-hour format, minutes
and seconds) of database and seconds) of database and seconds) of database and seconds) of database
date and time date and time date and time date and time

ISSUED_DATE Date when the task was Date when the task was Date when the task was Date when the task was
marked as Done marked as Done marked as Done marked as Done

RELATED_OBJECT_NAME PER_ALLOCATED_TASKS PER_ALLOCATED_TASKS PER_ALLOCATED_TASKS PER_ALLOCATED_TASKS

RELATED_OBJECT_ID_COL ALLOCATED_TASK_ID ALLOCATED_TASK_ID ALLOCATED_TASK_ID ALLOCATED_TASK_ID

RELATED_OBJECT_ID Value of allocated task ID Value of allocated task ID Value of allocated task ID Value of allocated task ID

LAST_UPDATE_DATE Date when the task was Date when the task was Date when the task was Date when the task was
marked as Done marked as Done marked as Done marked as Done

LAST_UPDATED_BY Journey task performer Journey task performer Journey task performer Journey task performer

CREATED_BY Journey task performer Journey task performer Journey task performer Journey task performer

CREATION_DATE Date when the task was Date when the task was Date when the task was Date when the task was
marked as Done marked as Done marked as Done marked as Done

CREATION_SOURCE ORA_DOR_API ORA_DOR_API ORA_DOR_API ORA_DOR_API

ATTACHMENTS Documents uploaded by Custom BI Report Custom BI Report Custom BI Report sent by
user associated to journey task associated to journey task HireRight

ATTACHMENT COUNT <Number of documents 1 1 1

uploaded by user>

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Points to Consider
• The following attributes aren't populated:
◦ PUBLISH
◦ PUBLISH_DATE
◦ DOCUMENT_NUMBER
◦ DATE_FROM
◦ DATE_TO
◦ ISSUING_COUNTRY
◦ ISSUING_LOCATION
◦ ISSUING_AUTHORITY
◦ COMMENTS
◦ Document Records DDF
◦ Document Records DFF

• The process of creating document records through journey tasks is secured with the Manage Person
Documentation by Worker privilege.
• If you have associated document types with your journey tasks, you must include the document types in the
Document Type Security Profile of the journey task performer.
• You must not configure the Restrict Create option to Yes for document types that are associated with journey
tasks.
• You must not enable approvals for document types that are associated with journey tasks.

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24 Personalize Journeys
Journey Display Properties
You can control access to a journey section or task action based on role. You can do this by specifying the display
property at the journey or task level on the Display Settings tab during journey and task setup.

Let's say you don't want a line manager to mark a task as not applicable on behalf of an employee, you can restrict this
by hiding that action at the task level for line manager.

Journey Access Level

The access that each role has for a journey section or task action displays by default. You can change this by specifying
the values as indicated in this table. If you don't specify anything, the default access applies.

Values What it Means

Show Displays the section or action for the role at the journey or task level.

Hide Hides the section or action for the role at the journey or task level.

Allow Enables the role to take action at the journey or task level.

You specify the access for these users:

• Assignee: User to whom the journey is assigned.
• Line Manager: User who is the immediate line manager of the assignee.
• Other User: User other than the assignee and line manager.
• Initiator: User who initiates the transaction.

The display property you set for initiator takes highest precedence, in case there are different properties set for the
Assignee, Line Manager, and Other User.

All display property values for the Initiator are the same as that of Other User except for the Order Tasks by Sequence
property where the default value is Yes for the Initiator.

Display Property for Initiator User

By default, display properties for Initiator are honoured only for the Contextual Journey category. If you want to
honour the display properties for a journey category other than Contextual Journey, then you need to create the
PER_CHECKLIST_INITIATOR_DISPLAY_PROPS_ENABLED profile option and set the profile value to Y. To do this, follow
these steps:
1. Create the profile option by using these steps:
a. In the Setup and Maintenance work area, search for and click the Manage Profile Options task.
b. On the Manage Profile Options page, in the Search Results area, select New on the Actions menu.

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c. On the Create Profile Option page, complete all required fields.

d. Click Save and Close.
e. On the Manage Profile Options page, in the Profile Option Levels section, select these check boxes at the
Site level:
i. Enabled – To enable the profile option.
ii. Updateable - To allow users to update privileges.
The profile values will appear in read-only mode if deselected.
f. Click Save and Close.
2. Enable the profile option that you created by using these steps:
a. Search for and click the Manage Administrator Profile Values task.
b. Search for the PER_CHECKLIST_INITIATOR_DISPLAY_PROPS_ENABLED profile option code and select
the profile option in the search results.
c. In the PER_CHECKLIST_INITIATOR_DISPLAY_PROPS_ENABLED: Profile Values area, select New on the
Actions menu.
d. Select Site in the Profile Level list.
e. Enter Y in the Profile Value field.
f. Click Save and Close.
g. Click Done.

These points describe the impact of enabling the profile option:

• All allocated checklists will start honouring the display properties for Initiator.
• The default display property configuration for Initiator will be the same as Other User. If you modify the display
property for Line Manager or Other User at the journey level, you will notice a change in behavior for already
allocated checklists.
• If the login user is both Line Manager and Initiator, they will be granted a higher level access once the profile
value is configured.

Configuration Level
You can see display properties at different levels during setup. Here's what you can configure at each level:

• Journey: Controls access at the journey level. What you specify here overrides the default. Specify the access
for the journey assignee, line manager, and others such as HR or IT users.
• Task Type: Controls access for a specific task type at the journey level. The configuration is applicable to all
tasks of that type in the journey. You can override this at the individual task level.
• Task: Controls access at a specific task level. What you specify at the task level overrides what's configured at
the journey and task type level. Specify the access for the task performer, task owner, line manager, and other
users.

The changes you make are specific to a journey or task and not applied globally to all journeys and tasks. You can reset
the settings anytime to revert to the default. Also, if you make changes after a journey is assigned, the changes don't
affect the assigned journey or task.

Access at the Task Level

You specify the access for these users:
• Performer: User to whom the task is assigned.

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• Owner: User who is defined as the task owner.

• Line Manager: User who is the immediate line manager of the assignee.
• Other User: User other than the assignee and line manager.

At the task level, when you configure Task Access it determines what the role can do as part of the task.

Here's what Task Access determines:

• What the role can see on the task details page in the Configurable Form, Questionnaire, or Document task
types. For example, if you don't want a line manager or HR specialist to fill a questionnaire or configurable form
response on behalf of an employee or allow the line manager or HR specialist to view the responses provided
by the employee to a Questionnaire or Configurable Form, you can set the task access to Hide for Line Manager
or Other User
• What the role can do in these task types if you specify Hide for Task Access:
◦ In the External URL, App Task, I-9, Report tasks the Go to Task button is hidden.
◦ In DocuSign tasks, the Sign Here button is hidden.
◦ In Native eSignature tasks, the Done button is hidden.
◦ It has no impact on manual tasks since you can't restrict access for such tasks.

You can restrict certain journey level actions for the initiator when they self-assign a journey.

How You Rename Journey Task Action Labels

You can rename action labels to make them more meaningful for your business context in the Rename Action Labels
section.

For example, you could rename the label Not Applicable to No in a task.

The Rename Action Labels section displays the current labels in journeys. When you provide a new label, it reflects in
both journeys and journeys task pages. You can rename an action label or link in all task types. If you want to translate
labels, you can do that too.

The labels you can change will vary based upon the task type selected.
• For example, if the task type is External URL, you see the existing label Go to website, which you can change,
as per your requirement.
• For example, if the task type is Application Task, you see the existing label Go to application task, which you
can change, as per your requirement.

Examples of Configuring Journey and Task Display

Properties
Let's look at some examples of how you use the journey display properties to restrict access to certain areas. You
configure the display in the Display Settings tab.

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Journey Level
In an off boarding journey, you want to restrict line managers from seeing tasks that need to be completed by other
users. You hide the section that lists others' incomplete tasks only for line managers.

You can define the access level for each user as indicated in this table.

Field Value

Checklist Property Others' Incomplete Tasks

Property Type Section

Assignee Show

Line Manager Hide

Other User Show

Let's see another example where you want to restrict line managers and other users from seeing the Contact Us section
in an assigned journey. You hide the section only for line managers and other users.

You can define the access level for each user as indicated in this table.

Field Value

Checklist Property Contact Us

Property Type Section

Assignee Not applicable

Line Manager Hide

Other User Hide

Initiator Show

Here are some points to consider:

• You can control the display of the Contact Us section only on Journeys pages and not responsive checklists and
onboarding pages.

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• To include the display property changes in assigned journeys, you need to run the Update Assigned Journey
Attributes Based on Modified Journey Template process.

Task Level
You configure a task of the type questionnaire to collect feedback from employees on their off boarding experience. You
don't want this feedback to be visible to the line manager and other users. Therefore, you don't give access to this task
to the line manager and other users.

You can define the access level for each user as indicated in this table.

Field Value

Task Property Task Access

Property Type Section

Performer Allow

Owner Show

Line Manager Hide

Other User Hide

Let's see another example where you want to send reminders for the tasks assigned to an employee as part of their
onboarding journey. You want to enable the Send Reminder button on the Employee tasks section only for those
tasks for which you want to send a reminder. For example, you want to send a reminder to the employee to sign the
confidentiality agreement and read and sign the ethics code of conduct. Additionally, you don’t want to send a reminder
to the employee to review campus map and directions.

To do this, configure the display settings as indicated in this table for these tasks:
• Sign the Confidentiality Agreement
• Read and Sign the Ethics Code of Conduct

Field Value

Task Property Send Reminder

Property Type Action

Performer Not Applicable

Owner Show

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Field Value

Line Manager Show

Other User Show

Additionally, configure the display settings as indicated in this table for the Review Campus Map and Directions task:

Field Value

Task Property Send Reminder

Property Type Action

Performer Not Applicable

Owner Hide

Line Manager Hide

Other User Hide

When you select multiple tasks to send reminders, the Send Reminder button will only display the count of tasks for
which the Send Reminder display setting is set to Show. In this example, the count on the Send Reminder button will
display 2 even if you have selected all these tasks to send reminders:
• Sign the Confidentiality Agreement
• Read and Sign the Ethics Code of Conduct
• Review Campus Map and Directions

This is because the Send Reminder display setting is set to Hide for the Review Campus Map and Directions task and
the same setting is set to Show for the other 2 tasks.

How You Configure the Background Image for a Journey

You can directly upload an image that displays in the thumbnail and background header of a journey.

You can upload an image from these places:

• When you create a journey or journey template in Checklist Templates, you can use Upload in the Message tab.
• When you create a new journey, create a journey from an existing template, or edit a journey in the Journeys
app. You can click Add to browse and upload the image in the Background image for this journey section.

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The image you upload is stored in Universal Content Management (UCM) server as an attachment. After upload, you
can adjust the size and preview the changes before saving the image. You can also add a new image, update or delete
an existing image. Once saved, the image appears in a couple of places, like the thumbnail of the journey on the Explore
and My Journeys tab and as the background header when you drill-down into the journey.

Say you already specified the Background URL and Thumbnail URL and then upload an image, then the image takes
precedence. If you update the background image after you assign a journey, you need to update the image in the
journey template setup page and use the Update Assigned Journey Attributes Based on Modified Journey Template
process to synchronize the changes.

When you upload an image, keep these points in mind:

• It's recommended that the image file size doesn't exceed 2 MB when adding an image in the Journeys app. A
huge file may result in performance issues.
• Ensure the dimensions are appropriate. The default size of the image cropper is 16 x 9.
• If you upload an image in .gif format, then you can’t crop the image.
• During the export or import journey process, image export and import isn’t supported.
• Guided journeys don't support background images.

How You Configure the Name Format Displayed on

Journey Cards
You can configure the display of the journey name on the journey card in a specific format. This helps differentiate the
instance each time you assign the same journey.

You can do this configuration in Display Name Format on Journey Card on the Message tab during journey template
setup.

This table lists the supported tokens you can use in the display name:

Tokens Description

{Name} Journey name

{Instance} Journey instance

{AllocationDate: <format>} Format of the journey assignment date

{Comments:<count>} Comments truncated to maximum characters of length

Example:

DISPLAY_NAME_FORMAT = {Name}{Instance} as of : {AllocationDate:MMM dd, YYYY} {Comments:16}

where Name = Vaccination Status, Instance = 1, Allocation Date = Sep 27, 2023 and Comments= First 16 characters of the
comment which is Your vaccination details.

the Display Name on the journey card is= Vaccination Status 1 as of : Sep 27, 2023 Your vaccination

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If the characters in the comments exceed the count you specify, then the comments are truncated to the specified
count.

If you don’t configure the format and an additional instance of the same journey is assigned, it displays the name in
the format <Journey Name> (Instance Number). You can also translate the static text in the Display Name Format on
Journey Card using the translation editor icon on the setup page.

Title for Journey Templates

This table lists the fields used to configure the Title text in different journey category templates and the pages on which
it appears.

Attribute Field Label Field Label Field Label in Other Field Label in Survey Where This Text
in Enterprise in Enterprise Categories Category Displays
Onboarding Category Onboarding Step

Welcome Text Welcome Notification Not available Text Welcome Text This doesn't appear on
Text any of the pages.
In Enterprise
Onboarding journeys,
this text appears
as the text in the
assigned journey
welcome BIP
notification.

Title Welcome Notification Title Title Title This appears on the

Title Journeys page as the
title when you drill-
down into a specific
journey from My
Journeys.
In Enterprise
Onboarding journeys,
this text appears
as the title of the
assigned journey
welcome BIP
notification.

Subtitle Not available Not available Subtitle Subtitle This appears on the
Journeys page as
the subtitle when
you navigate to your
assigned journey from
My Journeys.

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Attribute Field Label Field Label Field Label in Other Field Label in Survey Where This Text
in Enterprise in Enterprise Categories Category Displays
Onboarding Category Onboarding Step

You can configure the

subtitle for all journey
categories.

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25 Secure Journeys

How You Secure Journey Template Category

You can use Category Security to control what categories users see when creating templates in the Create Checklist
Template page and when creating a personal journey in the Journeys app.

For example, you can restrict a line manager to create journeys only of the Compensation category.

Ensure that the ORA_PER_JOURNEY_SECURITY_ENABLED profile option is enabled.

When securing the category, you can provide a role access to either of these options:
• Specific categories
• All categories
This table highlights the key points you need to keep in mind when configuring category security.

Security Configuration Option Where You Configure This What This Configuration Which Page is Impacted
Determines

Journey Category Checklist Templates page > Roles that can select this category 1. Checklists Template setup
Category Security tab > Checklist when creating a journey. page when creating global
Categories journeys.
2. Create Journeys flow in the
Journeys app when creating
personal journeys.

Configure Category Security

Follow these steps to configure category security based on a journey template:
1. Go to Setup and Maintenance work area or My Client Groups > Employment.
2. Search for and click the Checklist Templates task or quick action.
3. Click Category Security then select a category.
4. In the Assigned Roles: <Category>, click Add.
5. Select the role name in the Search and Select Roles dialog box.
6. Click Add.
7. Click Save.

How You Secure Journey Template Operations

You can use Journey Template Operations on the Security tab during setup to control journey template operations per
journey template.

Depending on the access, you provide to a role, users with that role will be able to perform those actions. This table
summarizes the key points related to securing journey template operations using a use case:

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Security Configuration Where You Can Do This Configuration Determines Which Page is Impacted Use Case
Options

Journey Template Specific template > Security Controls which roles can Checklists Template setup Onboarding Journey should
tab > Journey Template manage this journey page and Create Journey in only be managed by a HR
Operations > Configure Journeys app specialist.
Journey check box

Specific template > Security Determines which roles can Explore tab on Journeys Grow Your Career journey
tab > Journey Template view this journey app and Allocate Checklists should be viewed by
Operations > Explore check page employee.
box

Specific template > Security Controls which roles can Specific journey from the Employee should be able to
tab > Journey Template assign this journey to Explore tab self-assign Grow My Career
Operations > Assign to Self themselves journey.
check box

Specific template > Security Controls which roles can Specific journey from the Line manager should be
tab > Journey Template assign this journey to Explore tab and Allocate able to assign Performance
Operations > Assign to people in their person Checklists page Review journey for their
Others check box security profile team.

Secure Journey Template Operations

You want to configure security for a specific Offboarding Journey template. For this template, you want a HR specialist
to be able to perform all operations, but a line manager to perform only certain specific operations.

Based on the configuration you make, users will be able to perform only those configured operations based on their
role.

Before You Start

1. Create the Offboarding Journey template.
2. You should select the Enable data security check box to enforce security.

Secure the Offboarding Journey Template

1. Go to Setup and Maintenance.
2. Search for and click the Checklist Templates task or quick action.
3. Open the Offboarding Journey template and click the Security tab.
4. In the Journey Template Operations section, add the Human Resource Specialist and Line Manager role.
5. Select the options as indicated in this table for each of the roles.

Configuration Options Human Resource Specialist Role Line Manager Role

Enabled Yes Yes

Configure Journey Yes No

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Configuration Options Human Resource Specialist Role Line Manager Role

Explore Yes Yes

Assign to Self Yes No

Assign to Others Yes Yes

6. Click Save and Close.

When you configure this, here’s what happens:

• The Human Resource Specialist can configure the journey template, view this journey on the Explore tab and in
List of Vales (LoVs), and assign this journey to themselves and others in their person security profile.
• The line manager can view the journey on the Explore tab and in LoVs and assign this journey to others in
their person security profile. A line manager can’t configure the journey template and assign this journey to
themselves.

How You Secure Assigned Journeys Based on Specific

Templates
Secure assigned journeys based on a specific journey template by configuring the options in the Assigned Journey
Operations section.

Roles that you enable in this section will be able to view the journeys assigned based on the template. The access when
configured takes into account the Person Security Profile and the View Assigned security configuration.

By default, All roles is selected to maintain backward compatibility. However, you can disable the All roles option and
add only those roles that should have access to view the journeys assigned based on this template.

The table briefly describes the impact of the configuration options using a use case.

Security Configuration Where You Configure This What This Configuration Which Page is Impacted Use Case
Options Determines

Assigned Journeys Specific template > Security Control which roles can • My Journeys tab in Employee and HR specialist
tab > Assigned Journey view assigned journeys, Journeys app only should be able to view
Operations that are based on this Vaccination Journey, not
journey, to persons in their • Assigned Journeys tab Line manager.
person security profile in Journeys app
• Allocate Checklists
responsive page
• REST Get method

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Secure Assigned Journey by Template

You want an assigned journey based on a Vaccination Journey template to display for an employee and HR specialist
but not for a line manager.

Before You Start

Create the Vaccination Journey template.

Secure Assigned Journeys Based on the Vaccination Journey Template

1. Go to Setup and Maintenance.
2. Search for and click the Checklist Templates task or quick action.
3. Open the Vaccination Journey template and click the Security tab.
4. In the Journey Template Operations section, add the Human Resources Specialist role and enable all the
configuration options.
5. In the Assigned Journey Operations section, add the Human Resource Specialist and Employee role and
configure the options as indicated in this table.

Configuration Options Human Resource Specialist Employee

Enabled Yes Yes

View Yes Yes

When this journey is assigned, the Human resource specialist can see the journey in the Assigned Journeys tab while
the employee can see this journey in their My Journeys tab.

Considerations for Configuring Journey Security

This topic lists the impact of configuring journeys security on various journey template operations:

• Impact of selecting Enable data security in the Security tab:

◦ If you activate Enable data security in your existing templates, but don't enable the profile option
ORA_PER_JOURNEY_SECURITY_ENABLED for security, then no security is applied at the template level
and at the assigned journey level.
◦ If the ORA_PER_JOURNEY_SECURITY_ENABLED profile option is set to Y but you don’t select Enable
data security in the Security tab of the journey template, then no security is applied at the template level
and at the assigned journey level.
• Impact on duplicating a journey:
◦ If you duplicate a journey that has security configured, the security configuration is copied as well.
◦ If you duplicate a journey template and save it as a personal journey, the journey template and view
assigned security details won’t be copied. You can still view the personal journey on the Explore tab and
take actions such as Assign to Self, Assign to Others, Edit, Delete, and Force Complete of the personal
journey.

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• Impact on importing and exporting journey template configuration:

◦ Any security configuration you make in a journey template can’t be exported or imported in the
Functional Setup and Manager (FSM). However, you can export or import the template and then
reconfigure the security configuration.
◦ Security configuration isn’t exported or imported when you Export and Import journey templates on
the Checklist Template page. However, you can export or import the template and then reconfigure the
security.
• To enforce the security configuration you make, the journey template should be active and the
ORA_PER_JOURNEY_SECURITY_ENABLED profile option should be set to Y. Additionally, you need to configure
the roles for which access needs to be given for a specific action. If no roles are added here, then all roles will
have access if security is enabled.
• The security configuration is only applicable to the Journeys app and Allocate Checklists quick action, but not
to the Onboarding and Checklist Tasks apps.
• Template level and assigned journey level security configuration isn’t supported in HCM Data Loader.
• You can’t sync security configuration updates to assigned journeys using the Update Assigned Journey
Attributes Based on Modified Journey Template ESS process.
• You can control who can manage the journey template by configuring security for guided journeys. However,
you can’t control access to UI elements in the guided journey page, such as the Guide Me button.

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26 Notifications and Reminders

How You Configure Journey Notifications

When you assign a task, you can notify task owners and performers. You configure the notification for a task in the
Notifications and Reminders tab.

Override Task Notifications

A notification is sent to the task performer every time you assign or reassign a task. You can deselect Performer in the
Notification Overrides section to stop sending these notifications. However, for other task updates you must specifically
configure the notifications that you want to send the task owner or performer.

Override Notification Templates

You can use predefined alert templates in your journeys to notify task owners and performers for events related to
absence, health and safety, learning, person, recruiting, and talent. For journeys which are based on an employment
action or which are non-event based, BIP notifications are sent. If you want, you can modify the journeys and replace
the BIP notifications with alerts. You must create a custom alert template by copying the seeded alert template and
associate the custom alert template to the appropriate notification for a journey or task.

Prevent Task Status Update from Notifications

It's possible that task performers may update the journey task status directly from a task notification. To prevent that,
you can specify Hide for either Mark as Complete or Mark a Task as Not Applicable when configuring task display
properties in the Display Properties tab. This hides both these action buttons in the task notification.

All journey task notifications which require the task performer to mark the action as Complete or Not Applicable are in
the Assigned status. When the performer acts on the task notification and clicks either Complete or Not Applicable, the
task notification status changes to Complete. Similarly, all FYI journey task notifications are in the Assigned status too,
but the status of such FYI notifications changes to Complete only when the user explicitly clicks on Dismiss in the task
notification.

When an Area of Responsibility (AoR) is configured as a task performer and the AoR contains multiple members, action
buttons aren't available in the email and bell notifications.

Send Task Notifications

Individual notifications are sent for tasks, by default. However, if you don't want users to receive individual notifications
you can enable Combine task notifications on the Display Properties tab to send a single combined notification
summarizing all the task notifications. If you enable this setting, both actionable and FYI notifications are summarized
in the notification. However, if there are any task actions to do after the combined notification is sent for the day, those
notifications are sent as separate (or individual) notifications.

Send Notifications on Journey Allocation and Force Completion

The Send notification on checklist allocation setting on the Display Properties tab is enabled by default. This sends
the journey assignee a notification when a journey of non-enterprise onboarding category is allocated. Since there's

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no default notification template associated for non-enterprise onboarding category journeys, you need to configure a
custom alert and associate it in Template for Assigned Checklist on the Message tab.

When the Send notification when checklist is force completed setting is enabled it sends a notification to the journey
assignee when a journey is force completed. Although you can't override the seeded template that's used to send this
notification, you can modify the seeded template and use it.

Points to Consider About Alert Notifications

• Data related: Here is a point to note:
◦ All event alerts and tokens are predefined by the product teams and seeded in the application. The user
can't include additional tokens or fields in an event alert and only delivered tokens available in the seeded
event alert are supported.
• Personalization related: The user can't do these actions:
◦ Add tables and links in alert templates.
◦ Modify only the token font. You need to modify the font for the whole sentence or text.
◦ Brand alerts.
• Other considerations: Here are some more actions that the user can't do:
◦ Copy event based alert templates.
◦ Use Functional Setup Manager (FSM) to migrate journey alert templates that are attached to seeded
alerts.
◦ Perform actions on alert notifications because they are only for your information (FYI).
◦ Claim when the alert is sent to multiple people (for example, AoR).
◦ Can't remove the FYI prefix.
◦ Use BPM alias for home email.
You can send alerts as SMS. However, you can't selectively configure a specific journey notification to be sent
as SMS. Once you enable SMS for journey notifications, then all journey notifications will be sent as SMS. Any
alerts that are configured as Email only can't be sent as SMS.

Considerations for Journey Notifications

This table describes solutions for common requirements related to journey notification configurations:

Configuration Query Solution

What BI data models and templates are The journey notification templates you can use, are listed here:
available for journey notifications? • ChecklistWelcomeReport (ChecklistWelcomeDataModel): Started to the worker only when journey
of the category Enterprise Onboarding is assigned.
• TaskActionRequiredReport (TaskNotificationDataModel): Started for all task types when an action
needs to be performed by the user.
• TaskFYIReport (TaskNotificationDataModel): Started for all task types as an information only
notification.

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Configuration Query Solution

• ChecklistTaskCombinedNotificationReport
(ChecklistTaskCombinedNotificationReportDataModel): Started to send combined notifications
(both actionable and FYI) for journey tasks for each performer, each day, each journey.
• ChecklistTaskPerformerFYIReport (TaskNotificationDataModel): Sends report without the
Complete and Not Applicable actions buttons if either of the buttons are disabled using the
Display Properties.
See the Templates and Data Models Used for HCM Notifications Based on Reports topic in the Using
Common Features for HCM guide.

Can journey notifications be configured Yes, for more information see the Configure Checklist Notifications Using Reports topic in the Using
according to my organization's Common Features for HCM guide.
requirements?

How can I turn off journey task You can stop sending notifications to performers every time a task is assigned or reassigned. To do
notifications? this, uncheck the When task is assigned or reassigned check box for Performer in the Notification
Overrides section on the task configuration page.
Based on the configuration change, the task will not appear in the journey summary notification as
well. If this is the configuration for all tasks in a journey, then no summary notification will be activated.

How can I disable the journey welcome You can uncheck the Send notification on checklist allocation check box under the Display Settings
email notification? tab when configuring a journey.

Why is the LoV empty on the Notification Prior to release 19C, the user had to select a value from the drop-down list. This selection is no longer
Overrides section of the Notification and required. However, the list of values (LoV) is retained for backward compatibility.
Reminders tab?

Can I move from BIP based notifications to Yes, you can. For more information, see the How You Configure Notifications and Features with Only
alerts based notifications? Alerts-Based Notification Support topic.

Can I remove the Mark as Complete and Yes, you can. If you specify Hide for either Mark as Complete or Mark as Not Applicable when
Mark as Not Applicable buttons in the configuring task display properties, both the action buttons don't appear on the task notification. The
task notification? task notification in this case becomes an FYI notification instead of an action required notification.
If you remove the buttons using BPM for the task, the task won’t get completed in BPM and the task
status will always show as In Progress.

Removal of the Mark as Complete and Mark as Not Applicable buttons from the BPM Workflow
(AllocatedHumantask) is not a recommended action or a supported option. Both the buttons should be
there in the AllocatedHumantask for notifications to be automatically removed from the worklist.

Additionally, it is recommended not to modify the seeded AllocatedHumantask workflow as it will

impact all journey tasks.

How are tasks displayed in the journey Tasks are displayed in the journey summary notification based on when they are due, that is, the task
combined summary notification? due earliest is displayed first in the list. If there are no due dates configured for your tasks, then there is
no definite order for listing the tasks in the combined notification. This is applicable even if sequence is
defined for the tasks.

How can I send an email communication You can't send emails to new hires from Journeys. You can however explore the Alerts Composer
to new hires? functionality to meet email notification requirements.

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Configuration Query Solution

Why is the user not able to view journey The workers may not have the required privileges to view the notifications.
task notifications?
Check and enable these profile options for BIP notifications:
• BIP_EMAIL_NOTIFICATION_HCM
• BIP_EMAIL_NOTIFICATION_HCM_PER
• BIP_ONLINE_NOTIFICATION_HCM
• BIP_ONLINE_NOTIFICATION_HCM_PER

After you enable the profile options, the journey needs to be assigned to the person to view the
changed data in the notifications.

If the user hasn't inherited these privileges through any custom role, then you need to grant the
privileges to the user:
• Aggregate privilege:
◦ Print Worker Portrait (ORA_PER_PORTRAIT_MAINTENANCE_DUTY)

• Function privileges:
◦ View Notification Details (PER_VIEW_NOTIFICATION_DETAILS)

◦ Approve Transactions (PER_APPROVE_TRANSACTIONS)

How can I delay the welcome notification For more information, see the document How to delay Enterprise Onboarding Welcome Notification
when an Enterprise Onboarding journey (https://community.oracle.com/customerconnect/discussion/490310) on Customer Connect.
gets assigned?

Why are notification reminders not being Task reminder notifications will be sent only when the task is configured with a target duration.
sent, even though they are configured at
the task level?

How can I customize the reminder If you are using Alerts-based notification, you can customize the ORA_CHK_TASK_REMINDER alert.
notification? If you are using BIP-based notifications, you can’t customize because the reminder notification doesn’t
have an associated BIP template or data model.

Reminders are sent for each task individually and can’t be combined.

Why is the email notification for an The journey notification for an offboarding journey will be sent to the home email only if the following
offboarding journey not sent to the home conditions are true:
email of the terminated worker? • The worker has no active assignment in the application when the journey notification is being
activated.
• The notification is activated after the termination date and the worker has no active assignments
left.

Will a user who doesn’t have a person Yes, such a user will only receive a bell notification, but not an email notification.
record receive a journey task notification?

How can I send the journey task Notifications to non-users aren’t supported. You can explore building custom BI reports which can then
notification to a person who isn’t a user in be emailed to specific email IDs of the external persons or vendors.
the Cloud HCM application?

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Configuration Query Solution

Can I enable only reminder notifications Yes, you can.

for journey tasks, even if other task
notifications are disabled?

How do journey and task notifications When a journey is deleted or a task is removed or reassigned, the task notification is withdrawn and
behave in different scenarios? the notification content is blank.
When a journey is force closed, the task notification is withdrawn and the notification content displays
the task status as Force Closed.

What happens to existing notifications Existing notifications continue to be started. If the ORA_PER_JOURNEYS_ENABLED profile option is
when you enable Journeys? enabled, you are directed to the appropriate Journeys pages.
If the profile option isn't enabled, you will continue to be directed to the respective responsive
Onboarding and Checklists pages.

Can I include attachments and comments Yes, you can. However, the comments and attachments are stored as part of the notification and won't
in a journey BIP notification? be accessible from the journey task.

How You Use Predefined Alert Templates for Journey

Notifications
You can use predefined alert templates in your journeys to notify task owners and performers for journeys triggered
based on events related to absence, health and safety, learning, person, recruiting, and talent.

You can create a copy of these templates and use them to override the default alert notifications.

• To override the default, in Setup and Maintenance, go to the Manage HCM Alerts task. Select the event alert
for which you want to modify the template or add a new template. Click Add Template to create a template as
per your requirements. You can only create new alert templates for delivered event alerts. You can't create new
event alerts.
• You need to associate the custom alert template to the appropriate notification for a journey or task.
a. All journey level alert templates can be associated at Checklist Templates > Specific Template > Message
tab.
b. All task level alert templates can be associated at Checklist Templates > Specific Task > Notifications and
Reminders tab > Notification Template Overrides section.
Here are some points to consider:
• The predefined alert template Checklist Force Closed for Assignee is used for the alert that's sent when you
enable Send notification when checklist is force completed in the Display Properties tab. You can't override
the template for this. However, you can modify the predefined template, if required.
• If the processing mode is set to Alerts based notification, and the communication method is set to Worklist,
then administrators can view generated alerts at Worklist > Administrative Tasks.

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• The FUSION_APPS_HCM_SOA_APPID abstract role is used to initiate HR Journey transactions. Therefore,

HR Journey transactions won’t be displayed in the Transaction Console when data security is enabled for the
Transaction Console. Instead, users can use the BPM Worklist to view HR Journey transactions.
• The Transaction Console displays the Checklist Action occurrence and Employment Checklist Allocated
Task Composite entries only for journeys having the processing mode as BI Publisher based notification.
However, for journeys having the processing mode as Alerts based notification, the Transaction Console
won’t have an entry.
• If the alerts channel is disabled then alerts aren’t sent.

Move Existing BIP Notifications to Alerts Based Notifications

You can change the processing mode when you configure a journey template to use alerts-based notifications. You can
do this by going to Checklist Templates > Message tab > Processing Mode. The processing mode options you can select
are described in this table.

Processing mode Description

BI Publisher based notification This mode ensures SOA composites are used to assign journeys and tasks to workers and notifications
are sent using BIP based notifications.

Alerts based notification This mode ensures ESS mechanism is used to assign journeys and tasks to workers and notifications
are sent using alerts.

Null or blank This mode ensures SOA composites are used to assign journeys and tasks to workers and notifications
are sent using BIP based notifications.

For more information on alert templates for journeys, see the document Alert Templates for Event Based Journeys
(https://community.oracle.com/customerconnect/discussion/630996 ) on Customer Connect.

Example of Translating Tokens for Journey Alerts

You can display translated token values in the subject and body text of the journey alerts notification in the preferred
language of the alert’s recipient.

For example, if the user's preferred language is French, you can display the token values in French instead of the default
environment base language. This example procedure describes how you can translate the journey name token value to
French and display it in the subject and body text of journey alerts notification. To do this, follow these steps:

Create Alert Template in French Language

1. In the Setup and Maintenance work area, search and click the Manage HCM Alerts task name.
2. Search and select the ORA_CHK_CHECKLIST_INITIATED alert for which you want the journey name token to be
translated.
3. In the Action drop-down list, click Edit.
4. On the Templates tab, click Add Template.
5. Enter the alert template name, and select the default language as French.

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6. Leave the enabled value as is, and in the Edit drop-down list, select Manage Recipients and Message.
7. Click Add Recipient.
8. Select Mail as the communication method, and enter the expression.
9. Leave the format as HTML and enter the subject of the mail alert.
10. Enter the message text for the alert. You can include images, modify the text font, size, color, placement, and so
on.
11. Click Apply, and then click Save and Close.
12. Click the Translation Editor icon for the alert template you created, and select the language as French.
13. Click Apply, then click Save and Close.

Translate Journey Name in Alert Recipient Language

1. On the application home page, click the My Client Groups tab.
2. Click Show More after the list of quick actions.
3. Click the Checklist Templates quick action in the Employment area.
4. Click Create to enter details of the journey template.
5. Click the Translation Editor icon in the page header region.
6. Enter the translated text for the journey name in the French field, and then click OK.
7. Click Save and Close, and then click Done.

Associate Alert Template and Journey

1. Click the Message tab.
2. In the Template for Assigned Checklist field of the Alert Templates section, select the alert template you
created in the Create Alert Template in French Language section of this topic.
3. Click Save and Close, and then click Done.

After you perform these steps, the alert’s recipient (whose preferred language is set as French) will receive the email
notification with the journey name token value translated in French once the journey is assigned to them.

Points to Consider
• If you want to display a token value in a language other than the base language, you need to first translate the
token value in that specific language. For example, if you use the journey name as a token in your alert, then
the journey name must first be translated in the required language on the journey template setup page.
• You need to translate the alert template in the language that you want the alert to be generated in.
• The token values will be translated in the recipient’s preferred language at the time the alert is generated. If the
preferred language is changed later on, it will not impact the already generated alert content.
• The language used in the current session won’t impact the language of the generated alert.

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Journey Features with Only Alerts-Based Notification

Support
These journey types only send out alerts-based notifications:

• Contextual journeys
• Event-based journeys
• Personal journeys
• Survey journeys

These actions only send out alerts-based notifications:

• Force-complete journeys
• Journey assigned email

You can perform these actions only when the processing mode for the journey template is Alerts based notification:
• Associate different notification templates for each task and journey.
• Include task groups in the journey template.
• Personalize the task reminder notification.
• Select the Directs or Organization option for assigning journeys.

How You Use Nudges to Send Journey Reminders

You can configure a nudge to send an email notification to remind the employee or manager when their journey or task
isn't complete.

You configure nudges for the Journeys module in the Nudge Configuration work area. After you configure a nudge, the
Process HCM Nudges scheduled process identifies the person to whom the journey or task reminder needs to be sent.

This table lists the nudge reasons that you can configure for the Journeys module:

Module Nudge Reason Input Parameters Channel Type Recipient Type

Journeys Journey has overdue tasks Journey Name Email Employee

Number of Days After Line Manager

Journey Is Assigned

Journey not completed Journey Name Email Employee

Number of Days After Line Manager

Journey Is Assigned

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Module Nudge Reason Input Parameters Channel Type Recipient Type

Journey not started Journey Name Email Employee

Number of Days After Line Manager

Journey Is Assigned

Task in journey not Journey Name Email Employee

complete
Task Name

Number of Days After Task Line Manager

Is Assigned

Points to Note
• It's recommended that you enable the Schedule Nudge Plan checkbox when you create the nudge plan. By
doing this, you can avoid manually scheduling journey reminders.
• The nudges can only be sent through the email channel to the employee and line manager.
• For the Task in journey not complete nudge, the nudge email is only sent to the journey assignee and their
manager. This is done even if the performer is someone other than the journey assignee or their manager.
• You can obtain the journey and task code that are used to configure nudges from the checklist template page.
• You can configure nudges only for the Enterprise Onboarding journey, and not for step journeys.
• Nudges by design are supported for employees and contingent workers only.
• Nudge email alerts are only sent to the work email addresses of the recipient. They won’t be displayed in the
worklist or bell notifications for the recipient.

Example of Configuring a Nudge to Send Journey

Reminders
You can configure a nudge to send an email notification to remind the employee or manager for one of these nudge
reasons:
• Journey has overdue tasks
• Journey not completed
• Journey not started
• Task in journey not complete
For example, you can configure a nudge to send a reminder when the journey isn't completed. To do this, follow these
steps:

Create Nudge Plan

1. On the Home page, click the My Client Groups tab.

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2. Click the Nudge Configuration quick action under the Employment category.
3. Click Add and enter the nudge plan details.
4. Select the Schedule Nudge Plan checkbox. It's recommended that you select the checkbox when you create
the nudge plan. By doing this, you can define the period for which the nudge needs to be scheduled.
5. Set the status to Active, and then click Save.

Configure Nudge Type

1. Click Add in the Nudges section.
2. Select Journeys in the Module list.
3. Select Journey not completed in the Reason list.
4. Edit the default configuration name, as applicable.
5. Set the status to Active.
6. Select the journey name and the corresponding task name in the journey.
Task groups aren't displayed in the Task Name list of values (LoV). Instead, all tasks in the task group will be
displayed in the LoV. For an enterprise onboarding journey, all tasks that are part of the steps in the journey will
be displayed.
7. In the Number of Days After Journey Is Assigned field, enter the number of days after the journey assigned
date by when the nudge must be triggered.

Enter Channel Details

1. Click Add in the Channels section.
2. Select Email in the Channel Type section. The Active checkbox is selected by default.
3. Select the recipient type (Employee or Line manager).
4. Select the content source.
5. Enter the email title and content based on the content source you selected.
6. Click OK.
7. Click Save and Close.

Schedule Nudge Period

1. Click Add in the Schedule section. This section is displayed only if you selected the Schedule Nudge Plan
checkbox while creating the nudge plan.
2. Enter these details:
a. Select the date when you want email notification to start.
b. Select the frequency that you want to repeat the notification (Day, Week, Calendar month, or Year).
Based on the value you select, you need to specify the details. For example, if you select Week, you need
to select the day of the week that you want to repeat.
c. Select the value for ending the recurrence of the notification (Specific date or Number of occurrences).
If you select Specific date, you need to select the end date of the recurrence. If you select Number of
occurrences, you need to enter the value for the number of occurrences after which the recurrence will
end.
d. Select the number of runs per nudge period (Once per period or Every day of the period).

Period Summary
1. Verify the period details in the Period Summary section.

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2. If you don't want to send the email notification for a particular period, you can make the period inactive by
editing the period to clear the Active checkbox. The application will skip sending the email notification for the
inactive period and will continue with next period.

Journey Notifications for Pending and Terminated

Workers
All email notifications from Cloud HCM are sent to the user account email address. The user account email address is
populated from the email address specified as Work in the person record.

Typically, pending workers don't have a corporate email address. Preboarding email notifications are sent only to the
email address specified in the user account. So, for pending workers to receive email notifications on their Home email,
you can enable either one or both of these profile options:
• ORA_PER_CHECKLIST_NOTIFY_HOME_EMAIL
• ORA_PER_USER_ACCOUNT_NOTIFY_HOME_EMAIL

This table shows the differences between the journey and user account notifications based on different criteria.

Criteria Journey Notifications User Account Notifications

What's the profile option code? ORA_PER_CHECKLIST_NOTIFY_HOME_EMAIL ORA_PER_USER_ACCOUNT_NOTIFY_HOME_

EMAIL

What's the default value of the profile option? N N

Which notifications are impacted? Journey and task notifications Notifications that are a part of the password
lifecycle process. The notifications are related to
these events:
• Forgot username
• New user created
• Password expired
• Password expiry warning
• Password generated
• Password reset confirmation
• Password reset

Which home email is used? The one marked as H1 in the application. The one marked as H1 in the application.
If there's more than one H1 email specified, the If there's more than one H1 email specified, the
application uses the first H1 email returned in application uses the H1 email that is valid as
the search. It's better to use only one H1 email of the system date and was created last in the
address for pending workers so that journey application.
notifications are consistently sent to the same
home email.

How is the notification sent? If you set this site-level profile option to Y, If you set this site-level profile option to Y, user
journey email notifications are sent to the account email notifications are sent to the
home email address of the journey assignee. home email address of the user.

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Criteria Journey Notifications User Account Notifications

Additionally, the email notification is sent to If there is no email of type H1, then the email
their user account email, if it exists. notification is sent to the user account email. If
If there is no email of type H1 and no user there is no user account email as well, then no
account email, then no email notification is email notification is sent.
sent.

Are there any dependencies? Yes. The journey and task email notifications Yes. The user account email notifications are
are sent to the home email. The notifications sent to the home email. The notifications are
are sent if the user meets these conditions on sent if the user meets these conditions on the
the date the journey and tasks are assigned: system date:
• Has only an active pending worker work • Has only an active pending worker work
relationship. relationship.
• Has only terminated work relationships. • Has only terminated work relationships.
That is, no active work relationships of type That is, no active work relationships of
employee or contingent worker. type employee, contingent worker, or
nonworker.
In all other cases, the email notification is sent In all other cases, the email notification is sent
to the user account email. If there is no user to the user account email. If there is no user
account email, then no email notification is account email, then no email notification is
sent. sent.

A worker can't take any action (mark complete

or not applicable) from the notification they
receive on the home email. This is because
such emails aren't actionable and won't have
actionable links.

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Implementing and Using Journeys Preboarding

27 Preboarding

How You Enable Sending Journey Notifications to

Personal Email
All email notifications from HCM cloud are sent to the user account email address. User account email address is
populated from the email address specified as Work in the person record.

This configuration is applicable to journeys.

Typically, pending workers don't have a corporate email address. Preboarding email notifications are sent only to the
email address specified in the user account. So, for pending workers to receive email notifications on their Home email,
you can implement one of these options:

• Use the ORA_PER_CHECKLIST_NOTIFY_HOME_EMAIL profile option. By default, this profile option is set to
N. If you set this site-level profile option to Y, journey email notifications will be sent to the pending worker's
home email address in addition to their user account email address. The home email used in this case is the
one marked as H1 in the application. Here's how the notifications are sent:

◦ If the profile option is set to Y and the pending worker has both home and user account email addresses
specified, then the notification is sent to both the email addresses.
◦ If the person has an active employee or contingent worker assignment on the date the task is initiated,
the notification is always sent to the user account email and isn't sent to their home email.
◦ If there's more than one H1 email specified, the application uses the first H1 email returned in the
search. It's better to use only one H1 email address for pending workers so that journey notifications are
consistently sent to the same home email.
• Specify the pending worker's home email address as their work email address in their person record. After the
pending worker becomes an employee, you will need to replace the user account email address, in the Security
Console, to the corporate email address from the personal email address.
If a worker is terminated and has no active work relationship with the enterprise, then the notification will be sent to the
worker's personal email address.

How You Enable Access to Journeys for Preboarding

You must give the necessary access to new hires so that they can access their preboarding tasks before their start date.
There's no separate work area for preboarding. They do these tasks in the Onboarding work area.

Provide Access
When you create a pending worker, their user credentials are automatically generated. Based on how you configure the
email template in the Security Console, a notification with the credentials goes to either the new hire or their manager. If
the manager gets the notification, they can forward the details to the new hire.

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Since a pending worker work relationship is created as nonprimary by default, the user account process doesn't retrieve
the assignment details including the manager details for the pending worker. As a result, the manager notifications for a
pending worker aren't generated.

You need to do either of these additional tasks if you use the Single Sign-on (SSO) mode for authentication:

• Enable the SSO Chooser feature, which allows pending workers to be authenticated.
• Create an SSO account in the corporate LDAP and share the details with the new hires.

If you use VPN or IP allow listing for authentication, you need to give necessary privileges to pending workers so that
they can access the application.

Grant Roles
You need to grant new hires the Pending Worker role that contains the Manage Onboarding by Worker privilege.
Alternatively, you may create a custom role that's a copy of the pending worker role and add more privileges.

Here's an example to illustrate how you can create a custom role that's a copy of the Pending Worker role and grant
access to document records for pending workers so that they can attach and upload documents.

1. Copy the existing pending worker role.

a. In Tools > Security Console, click Copy Role for the existing pending worker role and select Copy top role
and inherited roles and then click Copy Role.
b. In the Copy Role: Basic Information page, enter the role name Pending Worker Document Records.
c. Enter the role name without spaces in the Role Code field.
d. Add the required description.
2. Add the required functional security privileges, data security policies, aggregate privileges, duty roles and
submit the role.
a. In Setup and Maintenance, search for the Manage Data Role and Security Profiles task. Search for the role
that you created and assign the security privileges and submit the role.

Privilege Type Privileges and Policies

Functional Security Privilege - Access Quick Actions

- Use REST Service -HR Document Types List of Values

Data Security Policies - Public Person

Aggregate Privileges and Duty Roles - Attachments User

- Manage Person Documentation by Worker
- Use REST Service - HCM Countries List of Values Duty Role
- Use REST Service - HR Document Types List of Values

3. Assign the pending worker document records role to users.

4. Run the Retrieve Latest LDAP Changes process to make the new role available in HCM. Use the Scheduled
Processes work area to run the latest changes.
5. When a user with the previously assigned custom pending worker role signs into the application, they should
now be able to add document records.

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Implementing and Using Journeys Deep Links in Journeys

28 Deep Links in Journeys

Deep Links in Journeys

You can use deep links to open specific Journeys pages without navigating through the menu structure. Users can
simply click those links to go directly to the application pages they need to use, without any additional clicks or
navigation.

Parameters
You can find all of the available deep links in the Deep Links work area. Some deep links, such as those assigned the
NONE action, are ready to use as is. Other deep links, such as those assigned the VIEW action, require you to edit the
link details before you can use them. This table summarizes the different parameters used across multiple deep links.

Parameter Type Description

tab String The tabs that appear on the Journeys app.

searchTerm String Search string. Search terms will vary based on

the tab being referenced.

pageName String The only values supported are exploreJourneys,

myJourneys and journeyDetails.

category String Category of the journey. For example,

ONBOARD, ORA_PERSON, ORA_SURVEY
and so on. If category parameter isn’t passed,
journeys of all categories are displayed.

subCategory String Lookup code for the Survey Subcategory

lookup. These are the only values supported for
the subcategory parameter when the category
parameter is ORA_SURVEY.

• ORA_CHK_TOUCHPOINT_SURVEY
• ORA_CHK_GENERAL_SURVEY

status String These are the only values supported for the
Status parameter.

• ORA_OPEN - indicates all open assigned

journeys.
• ORA_CLOSED - indicates all completed
assigned journeys.
If Status parameter isn’t passed, both open and
completed assigned journeys display.

journeyCode String Unique alphanumeric identifier for the journey

template. This is auto generated based on the
journey name when the journey template is

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Parameter Type Description

created and displayed in the journey template

page.

journeyId Number Unique numeric identifier for the journey

template.

checklistCode String Unique alphanumeric identifier for the journey

template. This is auto generated based on the
journey name when the journey template is
created and displayed in the journey template
page.

checklistStatus String These are the only values supported for the
Status parameter.

• ORA_OPEN - indicates all open assigned

journeys.
• ORA_CLOSED - indicates all completed
assigned journeys.
If Status parameter isn’t passed, both open and
completed assigned journeys display.

personal String This parameter controls the rendering of

the Personal filter chip on the Explore tab in
journeys.
These are the only values supported for the
personal parameter:
• True – If the parameter value is set to true,
the Personal filter chip is selected by
default when you visit the Explore tab on
journeys for the first time.
• False - If the parameter value is set to
false, the Personal filter chip isn’t selected
when you visit the Explore tab on journeys
for the first time.
• Hide - If the parameter value is set to hide,
the Personal filter chip is hidden when
you visit the Explore tab on journeys for
the first time.

If any of the parameter values is passed, then

it is honoured. If no value is passed, then the
Personal filter chip is applied by default.

showCreate String This parameter controls the rendering of the

Create Journey button on the Explore tab in
journeys.
These are the only values supported for the
showCreate parameter:
• True - If the parameter value is set to true,
the Create Journey button is displayed on
the Explore tab in journeys.
• False - If the parameter value is set to
false, the Create Journey button isn’t
displayed on the Explore tab in journeys.

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Deep Links by Use Case

This table lists the deep links by use case. Replace the <server_host> with details of your pod.

Deep Link Purpose Parameters

https://<server_host>/fscmUI/
1. Go to a specific tab in Journeys. tab=<tab_name>
redwood/worker-journeys/journey? • tab=explore
tab=<tab_name> For example, create a landing page deep link
that shows all journey templates on the Explore • tab=myJourneys
tab
• tab=myTasks
• tab=assignedJourneys
• tab=activity

https://<server_host>/fscmUI/
1. Land on a specific tab with the search searchTerm=<search_term>
redwood/worker-journeys/journey? prepopulated with the searchTerm parameter • For Explore tab, searchTerm parameter
tab=<tab_name>&searchTerm=<search_term>value. value supports journey name

For example, create a landing page deep link • For My Journeys tab, searchTerm
that shows all journey templates on the Explore parameter value supports journey name
tab where journey name starts with ‘Onboard’.
• For My Tasks tab, searchTerm parameter
value supports task name
• For Assigned Journeys tab, searchTerm
parameter value supports journey name
or person name
• For Activity tab, searchTerm parameter
value supports journey name
This parameter works only in conjunction with
the tab parameter.

https://<server
1. host>/fscmUI/ Land on a specific tab with journeys filtered by pageName=exploreJourneys
redwood/worker-journeys/ a specific category or a sub-category. This pageName parameter works
journey/journey-redirect? only in conjunction with parameter
pageName=exploreJourneys&category=<Category_Code> of category=<Category_Code> or
subCategory=<Subcategory_code>
https://<server
2. host>/fscmUI/
redwood/worker-journeys/
journey/journey-redirect?
pageName=exploreJourneys&category=<Category_Code>&subCategory=<SubCategory_Code>

https://<server
1. host>/fscmUI/ Directly list assigned journeys of a specific pageName=myJourneys
redwood/worker-journeys/ category, sub-category, journey code and This pageName parameter works
journey/journey-redirect? statuses for the signed-in user on the My only in conjunction with parameters
pageName=myJourneys&category=<Category_Code>
Journeys tab. of category=<Category_Code>
or subCategory=<Subcategory_
https://<server
2. host>/fscmUI/ code> or status=<Status_Code> or
redwood/worker-journeys/ journeyCode=<Journey_Code>
journey/journey-redirect?
pageName=myJourneys&category=<Category_Code>&subCategory=<SubCategory_Code>

https://<server
3. host>/fscmUI/
redwood/worker-journeys/
journey/journey-redirect?
pageName=myJourneys&category=<Category_Code>&subCategory=<SubCategory_Code>&status=<Status_Code>

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Deep Link Purpose Parameters

https://<server
4. host>/fscmUI/
redwood/worker-journeys/
journey/journey-redirect?
pageName=myJourneys&category=<Category_Code>&status=<Status_Code>

https://<server
5. host>/fscmUI/
redwood/worker-journeys/
journey/journey-redirect?
pageName=myJourneys&journeyCode=<Journey_Code>

https://<server
6. host>/fscmUI/
redwood/worker-journeys/
journey/journey-redirect?
pageName=myJourneys&journeyCode=<Journey_Code>&status=<Status_Code>

https://<server_host>/fscmUI/
1. Directly view details of a specific journey and pageName=journeyDetails
redwood/worker-journeys/ use the allowed actions to assign the journey to This pageName parameter works
journey/journey-redirect? themselves or to others only in conjunction with parameter of
pageName=journeyDetails&journeyCode=<Journey_Code> journeyCode=<Journey_Code>

https://<server_host>/fscmUI/redwood/
1. Directly view details of a specific journey and journeyId=<Journey_id>
worker-journeys/journey/journey- use the allowed actions to assign the journey to
details?journeyId=<Journey_id> themselves or to others.

https://<server_host>/fscmUI/
1. View the latest assigned journey of a specific checklistCode=<Journey_Code>
faces/deeplink?objType=EMP_ recurring journey or survey
CHECKLIST&action=NONE&objKey=checklistCode=<Journey_ checklistStatus=<Status_Code>
Code>

https://<server_host>/fscmUI/
2.
faces/deeplink?objType=EMP_
CHECKLIST&action=NONE&objKey=checklistCode=<Journey_
Code>;checklistStatus=<Status_Code>

https://<server_host>/fscmUI/
1. Directly view the Explore tab on journeys pageName=exploreJourneys
redwood/worker-journeys/ without the Personal filter chip applied when
journey/journey-redirect? you visit the page for the first time. category=ONBOARD
pageName=exploreJourneys&category=ONBOARD&personal=false
personal=false

https://<server_host>/fscmUI/
1. Directly view the Explore tab on journeys pageName=exploreJourneys
redwood/worker-journeys/ without the Create Journey button being
journey/journey-redirect? displayed when you visit the page for the first category=ONBOARD
pageName=exploreJourneys&category=ONBOARD&showCreate=false
time.
showCreate=false

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Implementing and Using Journeys Archive and Purge Assigned Journeys

29 Archive and Purge Assigned Journeys

Archive and Purge Assigned Journeys

You can archive or purge assigned journeys, which are in terminal status such as Completed, Error, Expired, or
Withdrawn, after a certain period.

• Archive retains a copy of the assigned journeys for audit, data retention or analysis, and other purposes. The
data is archived onto a set of archive tables.
• Purge removes the archived journeys from the archive tables and permanently deletes the data.

Here’s what the archive process does:

• Evaluates assigned journeys for archive based on a positive archive offset and if the completion date has
passed by those many months.
• Moves all assigned journey data to the archive tables.
• Deletes all the moved data from the assigned journeys table.

And here’s what the purge process does:

• Evaluates archived journeys for purge based on a positive purge offset and if the archived date has passed by
those many months.
• Deletes all that data from journey archive tables, just retaining a single assigned journey entry, marked with the
purged date.

Data that's Not Archived or Purged

The data associated with the assigned journey is archived and purged. However, these items associated with the
assigned journey tasks aren’t archived or purged:
• Document records
• Questionnaires
• Attachments
• Reports used for eSignature journey tasks

The items that aren't archived or purged are retained in the respective tables in the database.

How You Archive and Purge Assigned Journeys

You can periodically archive and purge assigned journeys in terminal status such as Completed, Errored, Expired, and
Withdrawn. Before you archive and purge, you can force close incomplete journeys and delete unwanted journeys.

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You can use the Archive and Purge Journey Data process and select the relevant cleanup mode. There are two ways in
which you can archive and purge assigned journeys:
• Automatically
• Manually

Automatic Run
The Process HR Checklist and Tasks process that runs daily initiates the Archive and Purge Journey Data process.
The daily run is applicable for journeys assigned from 22A and the process evaluates the eligibility of the journeys for
archival and purge based on the duration configured in the Archive After Months and Purge After Months fields during
journey template setup. Although the default duration considered for archive and purge is 12 months, you can change it.

You can't pause or cancel the Archive and Purge Journey Data process that's scheduled to run automatically. You can
only reconfigure the process to match data retention policies unique to your organization. The reconfiguration can be
done using the profile options or the journey template-level fields.

Manual Run
You need to run the Archive and Purge Journey Data process manually. The manual run is applicable for journeys
assigned prior to 22A.

To run the process specify the values for the parameters listed in this table.

Parameter Description

Checklist Name Name of the checklist, which needs to be archived or purged.

Number of Months Duration to consider for archive and purge.

If you don’t pass the number of months while running the process, then the default value of 12
months specified in the ORA_PER_JOURNEY_ARCHIVE_DURATION and ORA_PER_JOURNEY_PURGE_
DURATION profile options will be considered.

Cleanup Mode • Archive

• Archive and Purge (This mode is considered only in the automatic daily run and not in the manual
run)
• Delete
◦ Checklist Name: Name of the checklist.

◦ Allocation Start and End Date Range: The duration to consider when deleting assigned journeys.

• Force complete
◦ Checklist Name: Name of the checklist.

◦ Allocation Start and End Date Range: The duration to consider when force completing assigned
journeys.
◦ Force Completion Date: Date on which to force complete the journey.

• Purge

Although for journey templates created prior to 22A, archive and purge duration won't be mandatory, if you edit the
templates, the archive and purge fields become mandatory.

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Here are a few points to consider:

• You need to force complete any incomplete assigned journey before you run the Archive and Purge Journey
Data process.
• It’s recommended to use a force completion date that’s earlier than the purge duration.
• If the force completion date is the same or earlier than the Allocation Start Date then the force completion date
defaults to the Allocation Start Date.
• During archive or purge, all tasks within the journey are also archived or purged even if the tasks are pending or
open.
• When the Archive and Purge Journey Data process is run automatically or manually, it first considers the
duration configured in the Archive After Months and Purge After Months fields on the checklist template
setup page. If you don’t specify any duration in these fields, then the process considers the duration configured
in the ORA_PER_JOURNEY_ARCHIVE_DURATION and ORA_PER_JOURNEY_PURGE_DURATION profile options.

Examples of Assigned Journeys Archive and Purge

Let's look at some examples of how assigned journeys are evaluated for archive and purge during the daily run of the
Archive and Purge Journey Data process.

Example 1
Archive a completed journey with 5 months as archive duration. The date of the process run is 28-Sep-2023. The
process evaluates the eligibility by considering 5 months prior to the date of the process run, which is Apr-2023. The
evaluation date for archive is 1-Apr-2023. Since this date is after the completion date of 10-Mar-2023, the journey is
archived.

Allocated Journey ID Archive Duration Purge Duration Completion Date Date of Evaluation Outcome
for Archive

A1 5 12 10-Mar-2023 01-Apr-2023 Will be archived

Example 2
Archive a completed journey with 12 months as archive duration. The date of the process run is 28-Sep-2023. The
process evaluates the eligibility by considering 12 months prior to the process run, which is 28-Sep-2022. The evaluation
date for archive is 1-Sep-2022. Since this date is before the completion date, the journey won’t be eligible for archive.

Allocated Journey ID Archive Duration Purge Duration Completion Date Date of Evaluation Outcome
for Archive

A2 12 12 28-Sep-2022 1-Sep-2022 Won't be archived

In these examples, let’s see how archived assigned journeys are evaluated for purge.

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Example 3
Purge a completed journey with 12 months purge duration. The date of the process run is 28-Sep-2023. The process
evaluates the eligibility by considering 12 months prior to the process run, which is 28-Sep-2022. The archive date is 1-
Jan-2022 and the evaluation date for purge is 1-Sep-2022. Since this date is after the archive date, the journey is eligible
for purge.

Allocated Journey ID Archive Duration Purge Duration Archive Date Date of Evaluation Outcome
for Purge

A1 5 12 01-Jan-2022 01-Sep-2022 Will be purged

Example 4
Purge a completed journey with 12 months purge duration. The date of the process run is 28-Sep-2023. The process
evaluates the eligibility by considering 12 months prior to the process run, which is 28-Sep-2022. The date of evaluation
for purge is 1-Sep-2022 and since this date is ahead of the archive date of 28-Sep-2022, it doesn’t meet eligibility and
won’t be purged.

Allocated Journey ID Archive Duration Purge Duration Archive Date Date of Evaluation Outcome
for Purge

A2 12 12 28-Sep-2022 01-Sep-2022 Won't be purged

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Implementing and Using Journeys Oracle Search for Journeys

30 Oracle Search for Journeys

How You Enable Oracle Search for Journeys

You can use the search engine Oracle Search to search fast across large volumes of data and return highly relevant
results. You can search by the person number, person name, or journey name.

Follow these steps to enable Oracle Search:

Set Profile Options

Use the Manage Administrator Profile Values task in the Setup and Maintenance work area to review and configure the
profile options shown in this table.

Profile Option Profile Display Profile Option Application Module Required Profile Required Profile
Code Name Description Level Value

ORA_FND_ Enable/Disable This profile is Oracle Middleware Oracle Middleware Site Yes
SEARCH_EXT_ Search Ext used to check if Extensions for Extensions for
ENABLED Framework Search Extension is Applications Applications
enabled.

HRC_ELASTIC_ HRC: Enable Elastic Enable Elastic HCM Common Search Framework Site Y
SEARCH_ Search Search-based Architecture
ENABLED search engine
for HCM objects
search.

PER_SEARCH_ PER: User Login Method of Global Human Security Site ATOM
LOGIN_EVENT_ Event Publication publication of Resources
PUB for Search user login events
for HCM objects
search purpose.

ORA_PER_CHK_ Oracle Search Enable Oracle Global Human Allocated Site Y

ORACLE_SEARCH_ Index for Journeys Search index for Resources Checklists
INDEX_ENABLED Enabled Journeys. This
needs to be set
before doing the
initial ingest or
any incremental
ingestion. If this
is not enabled, no
elastic ingestion
will happen.

Optionally, you need to review and configure the profile options shown in this table as applicable for your environment.

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Profile Option Code Profile Display Name Application Module Required Profile Required Profile
Level Value

ORA_FND_SEARCH_ Number of threads Oracle Middleware Oracle Middleware Site As applicable for your
INITIAL_INGEST_ used for initial ingest Extensions for Extensions for environment.
THREAD_COUNT process Applications Applications

ORA_FND_SEARCH_ Row fetch count for Oracle Middleware Oracle Middleware Site As applicable for your
FETCH_COUNT initial ingest process Extensions for Extensions for environment.
Applications Applications

Run Process to Create Index Definition and Perform Initial Ingest

You need to run the ESS job to create index definition and perform initial ingest to OSCS process twice, once each for
the fa-hcm-workerjourney and fa-hcm-workerjourneytask parameters.

On the application home page, use the Scheduled Processes app under the Tools tab to run the process specified in this
table:

Job Name

ESS job to create index definition and perform initial ingest to OSCS

OSCS stands for Oracle Search Cloud Service.

Parameter Name Parameter Value

Index Name to Reingest fa-hcm-workerjourney

Index Name to Reingest fa-hcm-workerjourneytask

Review Logging Profile Options

You need to run the ACL processes with certain minimal logging capabilities turned on. Use the Manage Administrator
Profile Values task in the Setup and Maintenance work area to review and configure the profile options shown in this
table.

Profile Option Code Profile Display Name Application Module Required Profile Required Profile
Level Value

AFLOG_ENABLED FND: Log Enabled Oracle Middleware Application Logging Site or User level for Yes
Extensions for the user running ACL
Applications processes

AFLOG_LEVEL Oracle Middleware Application Logging Site or User level for Severe
Extensions for the user running ACL
Applications processes

AFLOG_MODULE Oracle Middleware Application Logging Site or User level for %

Extensions for the user running ACL
Applications processes

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Run Process to Create ACL Index

You need to run the ESS job to create index definition and perform initial ingest to OSCS process only if the ACL
index doesn't exist.

On the application home page, use the Scheduled Processes app under the Tools tab to run the process specified in this
table.

Job Name

ESS job to create index definition and perform initial ingest to OSCS

Parameter Name Parameter Value

Index Name to Reingest fa-hcm-acl

Run the Compute Users ACL Process

On the application home page, use the Scheduled Processes app under the Tools tab to run the process specified in this
table.

You need to run the process one time only.

Job Name Parameter Name Parameter Value

Compute Users ACL User Population All users

Then, schedule the processes specified in these tables.

You need to schedule the processes only if they aren't scheduled yet.

Job Name Frequency

Compute Users ACL by Event Every 15 - 60 minutes

Job Name Parameter Name Parameter Value Frequency

Compute Users ACL User Population Logged in users Every 30 - 120 minutes

Set Journeys Search Profile Options

Use the Manage Administrator Profile Values task in the Setup and Maintenance work area to review and configure
the profile options shown in this table.

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Profile Option Profile Display Profile Option Application Module Required Profile Required Profile
Code Name Description Level Value

ORA_PER_CHK_ Oracle Search for Enable Oracle Global Human Allocated Site Y
ORACLE_SEARCH_ Journeys Enabled Search for Resources Checklists
UI_ENABLED Journeys for My
Journeys, Team
Journeys, and
Organization
Journeys UIs.
Enabling this
profile option
will display Team
Journeys and
Organization
Journeys tab
instead of existing
Assigned Journeys
tab.

ORA_PER_CHK_ Direct Uptake of Enable direct Global Human Allocated Site Y

ORACLE_SEARCH_ Data for Oracle uptake of data for Resources Checklists
DIRECT_INGEST_ Search in Journeys Oracle Search in
ENABLED Enabled Journeys. This
profile option
enables direct
ingestion during UI
operations instead
of the default near
real time ingestion.
This only affects
incremental
ingestion during
any updates
happening in the
UI. The ingestion
bypasses the
queue and is
directly done on
the index which
guarantees the
elastic-based
journeys UI to
show latest data
immediately.

Troubleshoot Record Mismatches

Consider these points when you troubleshoot:
• When setting up an Oracle Search-based feature for the first time in a pod, including the production pod, the
user has to first turn on the feature before creating the required indexes by running the full ingestion process. It
means that the feature is unavailable for a certain time (even hours).
• Even a single excessively large document can make the entire full ingestion process to fail.
• After the ingestion is completed, you need to run the HCM Journeys Oracle Search Diagnostics Report
diagnostic report.
• If there is a discrepancy between the number of records in the database versus in the index, you need to
manually compare this difference with the assigned journeys visible on the Organization Journeys tab. Once

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you determine the missing journeys, you will need to run the Mass Ingest Journeys Data process with the
Person Numbers parameter to re-ingest the data.
• Users have to manually run the full ingestion process after upgrades and separately for every index they use.
When a user upgrades their environment, including the production environment, the new code may require
related index changes. Such an upgrade will only be fully functional for users when the full ingestion process
completes successfully. It means that Oracle Search-based features may not work until that time.
• Users have to manually run the full ingestion process after production to test (P2T).

Related Topics
• Set Up Oracle Search for HCM

Team and Organization Journeys

You can use Oracle Search under different tabs in Journeys. The Team Journeys and Organization Journeys tabs are
auto enabled when you enable Oracle Search for Journeys.

When you enable Oracle Search for Journeys, the Assigned Journeys tab is displayed as Team Journeys and
Organization Journeys tabs.

Team Journeys
The Team Journeys tab displays journeys that are assigned to all workers in the line manager hierarchy. Line managers
can search and filter journeys assigned to their direct reports based on the available search filters.

Organization Journeys
The Organization Journeys tab displays journeys assigned to these people:
• All workers in the Area of Responsibility (AoR) scope of the logged in user.
• All workers in the line manager hierarchy of the logged in user.
• All workers in the other manager type hierarchy of the logged in user.

Note: Currently, you can't share a Saved Search from the Journeys tabs because the feature isn't supported yet on a
multi-tab application.

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31 Create and Use Journeys

How You Create Journeys

Journeys comprise a set of tasks that help automate routine or special processes effectively in your organization.
For example, you might want to create a special journey to help employees on their return to the workplace, post the
pandemic.

As a line manager or HR specialist, you can use an existing journey as is or create a new journey.

Use an Existing Journey

As the first step, you can first look for an existing journey using the Explore tab. When you find one that fits your
requirements, you can review it's details and assign it to other people or to yourself.

If you find an existing journey that needs some changes, you can create a copy and modify it. You can change attributes
such as the journey description, category, title, and add tasks that are relevant to the journey or update and delete tasks.
When you save this duplicate journey, it's saved as your personal journey.

Create a New Journey

If a journey doesn't match your requirements or if your search for a journey doesn't return results as expected, you can
use Create Journey to create a brand new journey. You can specify all relevant details for the journey including the tasks.
The new journey is saved to your personal journeys list and can be assigned to others and yourself as required.

Personal journeys can't be viewed or managed from the Checklists Templates setup page.

Personal Journeys
In contrast to predefined journeys that are available to all users, your personal journey templates are private and only
available to you. You can manage your personal journey templates from the Explore tab in the Journeys app.

You can create a personal journey template in any of these scenarios:

• When you select an existing global journey template and modify it
• When you select an existing personal journey template and modify it
• When you create a new journey template altogether
Here's how you can act on a personal journey template:
• View the journey
• Assign the journey to others
• Add it to your journeys
• Edit the journey
• Delete the journey

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Personal journey templates won't be available from the responsive Allocate Checklists page.

When you create a personal development journey in Oracle Grow, you can save it as a personal journey template for
reuse later by using the Save as personal journey template option. The saved personal journey template in Oracle
Grow is displayed on the Explore tab. If you create a personal journey template with the same name as that of an
existing journey, then the name will be suffixed with (n) where n is the instance number. For example, Learning Journey
(2).

How You Use Journeys

Journeys is a one-stop place that's meant to guide workers step-by-step as they transition through changes such as
getting married, being promoted, or onboarding. You can use the Journeys app to go to the Journeys landing page.

Here's what you can see and act on when you access the Journeys app, based on your role.

Tabs Line Manager and HR Specialist Employee

Explore You can see predefined and personal journeys. This tab isn't available to employees by default.
Additionally, you can create a new journey and However, you can grant access to the tab by
add it to your personal journey library. configuring the required security privileges.

When you drill-down to the journey, you will

see actions based on your security privileges.

My Journeys You can see journeys assigned to you. You can see journeys assigned to you.

My Tasks You can see tasks you need to perform as part You can see tasks you need to perform as part
of your journeys as well as others journeys. of your journeys as well as others journeys.
You can also see tasks assigned to other task
The My Tasks tab doesn't show the tasks in performers as part of your assigned journeys in
the sequence that they are configured in the the Others' tasks section.
journey template. This is because the tab
contains tasks from multiple journeys.

Activity You can view the journey activity details for the Not available
selected journey template when you navigate
directly from the journey card on the Explore
tab. On the Activity tab, you can view the
allocation status. You can drill-down to the
journey details page to see the assignment
details. You can also navigate directly to the
Activity tab from the journey details page.

If you navigate to the Activity tab for a specific

journey from the Explore tab or journey details
page, you can’t search for other journeys on the
Activity tab.

You can monitor the progress and status of

an assigned journey when you mass assign
a journey to multiple people in a single
transaction.

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Tabs Line Manager and HR Specialist Employee

The list of assigned journeys on the Activity

tab will automatically be purged after 180 days
from the date they were assigned. This however
has no impact on the assigned journey as
such. Also, your administrator can specify the
duration after which the list should be purged.

If you assign a journey to a single person from

the Assign Journeys tab, the assigned journey
isn't displayed on the Activity tab. However, if
you assign a journey to a person's directs or
organization that has only 1 worker, then the
assigned journey is displayed on the Activity
tab.

Assigned Journeys You can see journeys assigned to your team. Not available.
You can force close, delete, or edit an assigned
journey if your administrator has given you the
required privileges.

The applyPersonalFilter Visual Builder (VB) page property controls the defaulting of the personal filter chip on the
Explore tab in journeys. The default value of the property is true which means the Personal filter chip will be applied by
default. If you select the property value as false, then by default the personal filter chip won’t be applied.

In addition to the Journeys app, you can also use the Assigned Journeys quick action to open a standalone page that
displays all the journeys assigned to the selected worker. To use the quick action, you need to turn on the Workers List
of Values (LoV) that's enabled with the Oracle Search feature. The quick action is hidden by default and you need to
enable it by using the Structure menu.

By default, the search on these tabs displays results with the Starts With operator. This is controlled by the
ORA_PER_JRNY_SEARCH_STARTSWITH profile option that is set to Y by default.

Contact and Work Info Display

This table describes the contact and work information displayed to various journey actors.

Attribute How is it configured? Can the display be Where is it displayed? Who can see it?
controlled?

Contact Us Checklist Template > The attribute can't be Displayed as Contact Us Only the journey assignee.
Message tab > Checklist controlled through display under My Journeys > This attribute isn't
Contact settings. specific assigned journey. displayed to any other
If you don't want to show actors in the journey.
the attribute to the journey
assignee, it shouldn't be
configured in the journey
template.

Contact Us The attribute isn't The attribute can be Displayed as Contact Us All actors who have access
configured on the journey controlled through the under Assigned Journeys > to the assigned journey of
template. Contact Us display setting specific worker's journey. the worker.

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Attribute How is it configured? Can the display be Where is it displayed? Who can see it?
controlled?

It contains information at the journey template This attribute isn’t

about the Line Manager level. displayed to the journey
and Areas of Responsibility assignee.
of the journey assignee.

Contact Info Checklist Template > Tasks The attribute can be Displayed as Contact Info All actors who have access
tab > Specific Task > Task controlled through the for a specific journey task. to the task.
Owner Contact Information display
setting at the task level.

Work Info The attribute isn't The attribute can be Displayed as Work Info All actors who have access
configured on the journey controlled through the under Assigned Journeys > to the assigned journey of
template. Work Info display setting at specific worker's journey. the worker.
It contains information the journey template level. This attribute isn’t
about the assignment of displayed to the journey
the journey assignee. assignee.

Your Task Actions in Assigned Journeys

All tasks display two most relevant actions Done and Not Applicable on the task. Based on the task type, the actions
that display will vary. Actions that are common to most tasks such as Add to Calendar, Save as Draft, Start (for OPA task
type), and See Status (for both OPA and I-9 task types) appear under the More Actions drop-down list. This table lists
the task actions you can perform:

As a Line Manager and HR Specialist As an Employee, Contingent Worker, and Pending Worker

• Add predefined tasks from the task • View progress of your tasks by status, that's completed or overdue.
library.
• Save the task as draft.
• Add new tasks of the type Document,
External URL, Learn Community, • View the questionnaire and configurable form responses in read-only mode once these tasks are
Learn Enrollment, Manual, and Video. completed.

• View progress of tasks assigned to

you, the journey assignee, and other
users
• View tasks that are yet to be assigned
and are deferred.
• Send reminders on tasks. Employees
receive a notification of the same.
• View the questionnaire and
configurable form responses in read-
only mode once these tasks are
completed.
• View the Work Info section for
workers.

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As a Line Manager and HR Specialist As an Employee, Contingent Worker, and Pending Worker

You can edit a task in an assigned journey

only if your administrator has given you
the required privileges.

A user can mark the task as Done only if they have clicked these links in the task:
• Go to application task in an Application task
• Go to website in an External URL task
• Go to website in an I-9 Verification task
• Go to website in a DocuSign task
• See document in a Native Electronic Signature task
• See document in a Report task
• Launch learning community in a Learn Community task
• Start learning in a Learn Enrollment task

This table answers some common journey task related questions that you may have when you assign journeys:

Question Answer

Can I select multiple tasks and take action Yes. If you use journeys, you can select multiple tasks to reassign, reopen, or send reminders from
in journeys? these pages:

• Reassign

◦ Journeys > My Tasks

◦ Journeys > Assigned Journeys > My Tasks

◦ Journeys > Assigned Journeys > Employee Tasks

◦ Journeys > Assigned Journeys > Others' Tasks

• Reopen

◦ Journeys > Assigned Journeys > My Tasks

◦ Journeys > Assigned Journeys > Employee Tasks

◦ Journeys > Assigned Journeys > Others' Tasks

• Send Reminders

◦ Journeys > Assigned Journeys > Employee Tasks

◦ Journeys > Assigned Journeys > Others' Tasks

Here are some points to note:

• At a time, you can select a maximum of 10 tasks to take any action. You can reassign and send
reminders for incomplete tasks and reopen only completed tasks.
• You can't perform these actions for journeys where you're the journey assignee.
• You can't send reminders for tasks where you're the performer.
• You can't select multiple tasks when using journeys on a mobile device.

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Question Answer

Can tasks be added to a deferred journey? Yes. Additionally, the task can be edited or removed.

How can tasks be added for pending The task performer list of values (LoV) in the task needs to be left blank when you are adding the task
workers in journeys? to the assigned journey of the pending worker.

Can multiple tasks be selected and marked No, because the tasks types can be different. For example, certain tasks such as signing a document or
as complete? updating personal information can be marked complete only by the worker who's the task performer.

Can I see the assignment status of an When you search a person to assign the journey, the search results display the assignment status
employee when assigning a journey? attribute in addition to other attributes. However, to see the assignment status attribute, you need to
enable Oracle Search. For more information about setting up Oracle Search, see the topic in the Related
Topics section.

Navigation to Journey Task Page from Notifications

When the user clicks a link in the task notification, they are redirected to the journey task page. The user can navigate to
the specific task directly from the task notification, such as Email, Bell, Things to Finish, and BPM Worklist.

However, they can navigate back to the assigned journey page to view all tasks by using the back button on the page
header, if the user has access to the journey.

The display of the back button is controlled through the showBackButton page property in Visual Builder Studio (VB
Studio).

If the property is set to true, then the user will see the back arrow and be able to navigate to the assigned journey
directly from the task page.

If the property is set to false, then the user won't see the back arrow and can't navigate to the assigned journey directly
from the task page.

Related Topics
• Set Up Oracle Search for HCM

How You Assign a Journey to Multiple People

You can assign a journey to a person, all direct reports of a person, or the entire organization of a person.

You can assign the journey to one of these assignee types:

• Person (default option): Here you select a single person.
• Directs: You select a single person and the journey is assigned to the direct reports of the selected person.
Directs includes all workers who have a direct reporting relationship of type Line Manager with the selected
person.

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• Organization: You select a single person and the journey is assigned to the selected person's organization,
which includes the entire management hierarchy. Organization includes all workers who have a direct or
indirect reporting relationship of type Line Manager with the selected person.

You can make any of these person-based selections:

• Single person.
• Multiple people you select individually.
• Multiple people you select as part of the selected person's direct reports.
• Multiple people you select as part of the selected person's organization.
• Combination of all the scenarios using the Add Assignee option.

You can select multiple persons from the user interface only by using one of the multiple selections mentioned above.

Let’s see an example of how the journey is assigned when you select different assignee types. This table shows the
population for whom the journey is assigned in each case.

Assignee Type Selected Person Population for whom Journey is Assigned

Person Ravi Kapoor Journey is only assigned to Ravi.

Directs Ravi Kapoor Ravi has 14 direct reports. In this case, the
journey is assigned to all 14 directs of Ravi.

Organization Ravi Kapoor Ravi’s organization has 4686 people that

includes the entire management hierarchy. In
this case, the journey is assigned to all 4686
people in the organization.

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32 Analyze Journey Errors

How You Troubleshoot Journey Issues

This table describes how you can debug and resolve issues in journeys.

Question Answer

Why can't the journey assignee view the Here are a few things that you need to check:
journey? • Does the journey template have an eligibility profile? If yes, does the person to whom the journey
is being assigned meet the eligibility criteria defined in the eligibility profile?
• Does the action name configured in the journey template match the action performed on the
person to whom the journey is being assigned? (this should be the same action name)
• Is the Allocation Criteria set to When the checklist action record becomes effective? If yes,
is the Days for Initiation configured? If yes, check if the date of transaction or pending worker's
proposed start date fulfils the configuration.
• Are there any target or delay durations configured for the task? If so, ensure these fall within the
date ranges of the transaction.
• Is the journey visible under My Client Groups > Journeys > Person search?

Why didn't the task performer receive the • Ensure notifications are enabled on the application.
journey or task notification? • Check if the journey or task is assigned to the worker by navigating to My Client Groups >
Journeys > Person search > Click journey name and view the tasks

Why is a future hire not able to access A user account gets created only for workers existing as of the current date. This includes a pending
Cloud HCM? worker existing as of the current date with an actual start or hire date in the future. Hence, creating
a pending worker is a pre-requisite if you want the future hire or rehire to access the Cloud HCM
application in general.

Why is a journey not assigned to a worker For performance reasons, the events resulting from loading a worker are suppressed during a bulk
that is loaded using HDL or HSDL? load using HDL or HSDL. However, you can assign journeys through HDL or HSDL after the worker is
created in the system.

I am unable to find information about a This information is not displayed on the UI. However, you can build a custom report to fetch
journey task that has been reopened. information from the PER_ALLOCATED_TASKS table, under column names REOPENED_BY and
REOPEN_DATE.

I am unable to view the document or This can be due to any of these reasons:
it gives an error when I click the See • Check if the report (document to be electronically signed) is configured correctly with the
Document link for an Electronic Signature necessary parameters.
- Native task. • Ensure that the necessary permissions are added to the report by navigating to More >
Permissions for that report.
• Ensure that the report path is correctly configured on the journey task configuration page.

I can't see the report when I click See This can be due to any of these reasons:
Report • Check if the report is configured correctly with the necessary parameters.

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Question Answer

• Ensure that the necessary permissions are added to the report by navigating to More >
Permissions for that report.
• Ensure that the report path is correctly configured on the journey task configuration page.

How can I delegate a journey? You can delegate your journey responsibility to others. For more information about how to delegate,
refer to the Role Delegation topic in the Securing HCM guide. However, note that the person to whom
you delegate doesn't receive any notifications.

I am unable to see the details of the person If a journey task is marked done or not applicable directly in the application, the name of the person
completing journeys tasks. completing the task is displayed.
However, if the task is marked done or not applicable through the notification (bell icon or email), the
name of the person completing the task isn't displayed.

Moreover if the task is marked done or not applicable by an AoR, then the name of the responsibility
type is displayed and not the name of the person who completed the task.

Why are the user contact details not The Contact Info (name, email, phone) comes from the person record, and not the user account record.
displayed? So, if the user you created doesn't have a person record, this information won't be displayed. Instead,
only the user name will be displayed.

How can I configure assignment level No, you can't. Journeys doesn't support assignment level security.
security for journeys?

What happens to assigned journeys and If you cancel the only work relationship a person has, then the person doesn't get listed in the journeys
tasks when I cancel the work relationship? search page. But, the assigned journeys, tasks, and other related data continue to be retained in the
journey tables for that person.
If a new work relationship is created for the person, you can find the person in the journeys search
page once again. You can then see and manage all the assigned journeys and tasks that were created
and updated before that person's work relationship was canceled.

How You Analyze Journey Errors

You can analyze and collect diagnostic data for journey errors.

If your journey has errors, use this procedure to analyze and collect diagnostic data for it:

1. Upload the step-by-step screenshots of the journey issue into a Microsoft Word document named
STEP_BY_STEP_ACTIONS.docx.

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2. Run the HCM Checklist Error Analysis Report to analyze any issues for the journey and upload the report to the
service request. To do this, follow these steps:
a. On the application Home page, click the Settings and Actions icon (user name or image) in the global
header region, and then click Run Diagnostics Tests in the Troubleshooting area. The Diagnostic
Dashboard page is displayed.
b. Search for the HCM Checklist Error Analysis Report test name in the Search for Tests section. Select
the test name check box from the search result and click Add to Run. This will add the test to the Choose
Tests to Run and Supply Inputs section.
c. Add the input parameters by clicking the Click to Supply or Edit Input Parameters icon under the Input
Status column in the Choose Tests to Run and Supply Inputs section. A dialog box is displayed that
allows you to enter the input values you want.
d. Select the check box under the Include column for the Checklist Category. Search and select the journey
category for which you want to run the report in the box under the New Value column.

The Checklist Category is a user-extensible lookup. If you have defined custom lookup codes, then you
need to enter the lookup code in the box.
e. Select the check box under the Include column for the Checklist Name. Enter the assigned journey name
for which you want to run the report in the box under the New Value column. Ensure that there are
no blank spaces when you enter the parameters. The Checklist Category, Checklist Name, and Person
Number are required input values.
f. Select the check box under the Include column for the Person Number. Enter the person number for
whom the journey is assigned in the box under the New Value column.
g. Click OK in the dialog box.
h. Enter a relevant run name, such as the person number for whom you’re running the report in the Run
Name box, and then click Run. Click OK in the Test Run Submitted dialog box.
i. Click the Display Latest Test Run Status Information icon in the Diagnostic Test Run Status section.
j. Expand the folder with the run name that you entered in step 2h. Verify if the Completed status is
displayed under the Execution Status column for both the folders.
k. Click the View Test Results icon under the Report column for the HCM Checklist Error Analysis Report
folder. The error report for the journey is displayed. Scroll down and check the details, such as profile
options and journey tasks.
l. Save the report in a location on your computer. Right-click the report and then click Save Page As.
Ensure that the Save as type is Web Page, complete. Ensure that the report you save is in HTML or
MHTML format.
m. Review the report to verify that no data is truncated.
3. Export the journey template. To do this, follow these steps:
a. On the application Home page click the My Client Groups tab.
b. Click Show More under QUICK ACTIONS.
c. Click the Checklist Templates quick action in the Employment area.
d. Search and select the journey. From the Actions drop-down list, click Export.
e. Save the journey in the same location on your computer that you saved the error report. You can save the
journey with the person number in case you have multiple reports.
4. You can now upload the STEP_BY_STEP_ACTIONS.docx file, along with the exported journey template and
HCM Checklist Error Analysis Report to the service request.

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