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

Creating a Case for a Future-Dated Hire

1. From the Homepage, click on the New button

   

2. Populate the details of the Pay Differential or Percent of Time Change

   • Additional Details section

   • Click the Save button

     

3. Add the Case Contact by clicking on the New Case Contact button

   

4. Search for the Case Contact

   • Click on the Search All Contacts tab

   • Search by name, EID, etc.

   • Select the Contact’s radio button

     

5. Click the Next button

   

6. 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

     

7. Click the case number to go to the case record page

   

8. Create a task to reassign the Case Contact in the future

   • Click the New Task button

     

9. Populate task information

   • Subject = Reassign the Case Contact

   • Due Date = A couple days after employee’s start date

     • The HCM → Salesforce integration sometimes takes a couple days

   • Click the Save button

     

10. COMPLETE - Your case is now populated with details, a Case Contact, and a task to reassign the Case Contact.

    

Alerts of Case Contacts Needing to be Reassigned

HCM will send the employee’s employment record data to Salesforce on the employee’s first day. Reassigning the Case Contact will “repopulate” the employment data of the Case Contact.

There are two ways you’ll be alerted of Case Contacts that need to be reassigned:

1. Today’s Tasks report on your Homepage

   • You can toggle the view with the down arrow button to see upcoming, overdue, etc.

     

2. Case Contacts to Reassign report on the Dashboard

   1. Reminder: You can click the Refresh button to get the most up-to-date data in the Dashboard.

      

Reassigning a Case Contact

1. From the Homepage Today’s Tasks report or the Dashboard Case Contacts to Reassign report, click on the case number

   

2. Click on the Case Contact record #

   

3. Click on the Reassign button

   

4. Search for the employee

   • Search by name, EID, etc.

   • Select the Contact record

   • Click the Next button

     

5. Select the appropriate employment record and click the Next button

   

6. Click the Next button

   

7. Click the Next button

   

8. 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

     

9. Click on the Reassign the Case Contact Task

   

10. Click the Mark Complete button

    

11. Click on the case number

    

12. COMPLETE - Your case now contains the appropriate employment data for the employee.