10.1 Employee Central Quick Actions and Internal Job History

10.1 Employee Central Quick Actions and Internal Job History

Quick Answer: EC Quick Actions turn common self-service changes (change address, cost center, location, promotion, transfer, and so on) into templates that show only the needed fields. You configure them in Manage Data and grant them in RBP under Employee Central Quick Actions. Internal Job History is a read-only People Profile block that shows only selected events and fields, filtered by a business rule.

Why Quick Actions

The standard ESS and MSS Take Action menu shows all configured fields in a block. Quick Actions let you customize the fields displayed for each action, so an address change or a location change shows only what matters. They support changing, adding, and deleting core employee information.

Limits and Use Cases

• A template must use one of SAP's predefined use cases. There are 33 predelivered use cases for core employee information, not counting Quick Actions for Positions (Section 12.3).
• Up to 15 templates can be configured for Transfer, Promotion, and Demotion, and 5 templates for other use cases.
• A template can include standard, custom, and country-specific fields. The maximum number of fields depends on the use case.
• Each use case includes predefined fields. For example, Change Location defaults the Location and Timezone fields from Job Information.

Examples of use cases:

• addresses (typeahead service not supported)
• chosen name or legal name
• cost center, job, location, marital status
• emergency contacts, e-mail address, phone numbers
• contract end date, probation
• job code, job relationships, working time
• promotion, transfer, demotion, one-time payments
• adding attachments

Creating Quick Action Templates

1. In Manage Data, create an Employee Central Quick Action Template and choose a use case. The defaults for that use case are pre-populated, and you can change them. The templates themselves are permissioned in Manage Business Configuration > Employee Central Quick Action Template for administrators.
2. Event reason: the system always takes the event reason from the template, even if Event Reason Derivation is set up. If the template has no event reason, ERD applies.
3. Grant employees and managers access in User Permissions > Employee Central Quick Actions.
4. Repeat for other scenarios, within the 15 and 5 template limits.

Behavior to Remember

• Workflows and ERD are supported.
• Rules assigned as onSave, onChange, onView, and onPostSave are supported. The system executes rules for all fields, even fields not included in the template.
• Field properties such as visibility and mandatory cannot be changed by the template.
• To keep employees away from manager actions, do not grant them permissions to manager-specific templates.

Where Users Find Quick Actions

• Home Page > Manage My Data (employees)
• Home Page > Manage My Team > Actions (managers)
• Employee quick cards: Quickcard > Employee Details > Show Actions and Links
• the Take Action menu in the employee profile
• Joule, which uses the configured EC Quick Action templates when prompted

Internal Job History

The Job Information History lets HR and administrators insert, edit, and delete records without workflows, so it is usually restricted. Sometimes a wider audience needs to see selected history, for example a manager who should see an employee's promotions only. The Internal Job History block is a display-only, filtered view of job history.

In THR81's example, managers see Marcus Hoff's historical promotions and no other events. The People Profile shows only Job Title, Pay Grade, Business Unit, Employee Class, and Division.

Configuration Steps

1. Create a rule using the Display Internal Job History scenario.
2. In the IF statement, select the event reason(s) to use as the filter, for example Promotion.
3. You cannot configure a THEN statement in this scenario.
4. In Configure People Profile, find the Internal Job History block, drag it into a section, choose the fields to display, and link the rule. Save.
5. Grant Employee Widgets > Internal Job History permission.

Choosing the Right Tool

Worked Example: Designing a Transfer Template

A company wants managers to transfer employees with a short form showing only the new department, location, and cost center:

1. In Manage Data, create an Employee Central Quick Action Template with the Transfer use case. Keep its default fields, add the required ones, and leave the event reason empty so ERD decides, or set a fixed reason if policy requires one.
2. Grant managers Use permission on this template in Employee Central Quick Actions. Do not grant it to employees.
3. Remember that rules on hidden fields still run. A propagation rule on location, for example, still sets the timezone even if Timezone is not on the form.
4. Test as a manager from Manage My Team. The workflow derived on save should appear before submission.

Exam Tips

• A template's event reason wins over ERD. A blank template reason lets ERD decide.
• A field left out of a template is still processed by rules. Hiding it does not stop propagation or validation.
• Internal Job History is read-only and driven by event reasons in the rule's IF.