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Employment records from HCM are sent to Salesforce on the Effective Date listed in HCM. If you need to create a case for a future-dated hire, you will not be able to create a case following the normal case creation process. Follow the below steps to create a case for a future-dated hire.
*Click on the images below to enlarge
High-Level Overview of Process
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Creating a Case for a Future-Dated Hire
From the Homepage, click on the New button
Populate the details of the Pay Differential or Percent of Time Change
Additional Details section
Click the Save button
Add the Case Contact by clicking on the New Case Contact button
Search for the Case Contact
Click on the Search All Contacts tab
Search by name, EID, etc.
Select the Contact’s radio button
Click the Next button
Populate basic employment data
Optional Employment Data
Hourly/Monthly Rates (for Pay Differential cases)
Required Employment Data
Employment Record #
Department ID
Position Number
Click the Save button
Click the case number to go to the case record page
Create a task to reassign the Case Contact in the future
Click the Activity tab
Click on Create a task…
Populate task information
Subject = Reassign the Case Contact to pull new employment information
Due Date = A day after the employee’s start date
The HCM → Salesforce integration has a day lag.
Click the Save button
COMPLETE - Your case is now populated with details, a Case Contact, and a task to reassign the Case Contact.
Tasks to Reassign Case Contacts
There are two ways the system reminds you of the Tasks you created to reassign the Case Contact with the employment data:
Today’s Tasks report on your Homepage
You can toggle the view with the down arrow button to see upcoming, overdue, etc.
Case Contacts to Reassign report on the Dashboard
Reminder: You can click the Refresh button to get the most up-to-date data in the Dashboard.
This report will show the Team’s Tasks, not just your own.
Reassigning a Case Contact
From the Homepage Today’s Tasks report or the Dashboard Case Contacts to Reassign report, click on the case number
Click on the Case Contact record #
Click on the Reassign button
Search for the employee
Search by name, EID, etc.
Select the Contact record
Click the Next button
Select the appropriate employment record and click the Next button
Click the Next button
Click the Next button
Review the newly-populated employment data
You can make necessary changes to fields by clicking the pencil icons
Once reviewed, click on the case number
Click on the Reassign the Case Contact Task
Click the Mark Complete button
Click on the case number
COMPLETE - Your case now contains the appropriate employment data for the employee.