Overview
Creating or modifying an HR task template in ServiceNow allows HR professionals to predefine the fields and behavior of tasks generated through HR services or lifecycle event activities. These templates help automate workflows and ensure consistency in HR operations.
Prerequisites
- Required Role:
sn_hr_core.admin
Where to Create the Template
You can create an HR task template in two scenarios:
1. HR Service Activity
- Navigate to:
HR Administration > HR Services > HR Service Configuration - Open an HR service and ensure the Fulfillment type is set to
Service Activity. - In the Service Activities section, open the desired activity.
- Ensure Activity type is set to
Task. - In the Child task template field, click the Lookup icon.
2. Lifecycle Event Activity (Enterprise Onboarding and Transitions only)
- Navigate to:
Lifecycle Events > Administration > Activities - Open a lifecycle event activity.
- Ensure Activity type is set to
EmployeeorFulfiller.
ForFulfiller, also ensure Fulfiller activity is set toHR Task. - In the HR task template field, click the Lookup icon.
Creating the HR Task Template
After clicking New or opening an existing record, complete the following fields as needed:
Basic Fields
| Field | Description |
|---|---|
| Name | Name of the HR task template. |
| Active | Enable/disable the template. |
| Owning group | HR group responsible for the task. |
| Short Description | Displays on the HR task when generated. |
| Optional | Marks the task as optional (used in filtering). |
HR Task Type Options
Choose one of the following task types:
| Type | Description |
|---|---|
| HR Service | Fulfilled by an HR service. |
| Submit Catalog Item | Task to submit a Service Catalog item. |
| Submit Order Guide | Task to submit an Order Guide. |
| Collect Employee Input | Uses an employee form for input. |
| Checklist | Task with a checklist of items. |
| E-signature | Sign a document electronically (Recommended). |
| Credential | Prompt user login for acknowledgment (Deprecated). |
| Sign Document | Sign or edit a document (Deprecated). |
| Take Survey | Assigned survey task. |
| Upload Documents | Upload required documents. |
| URL | Acknowledge by visiting a URL. |
| View Video | Watch an embedded video. |
⚠️ Note on Deprecations
Task types like Credential, E-signature (legacy), and Sign Document are hidden in the Yokohama release but remain supported for backward compatibility. Use E-signature (new) going forward.
Assignment Settings
| Field | Options |
|---|---|
| Assignment type | Assign to Employee or Fulfiller. |
| Due date | Set relative to task assignment or parent case. |
| Set reminder | Configure reminders for the assignee. |
| Reminder template | Choose a notification template. |
| Interval/When to send | Set timing for reminders. |
Additional Settings
| Field | Description |
|---|---|
| State | Default task state (e.g., Draft, Ready, Work in Progress). |
| Task support team | Defines who responds when users ask questions. |
| Use global descriptions for translations | Enable localization using global descriptions. |
| Add Field | Pre-fill task form fields using values or dynamic variables. |
💡 Dynamic Variables: You can personalize content using dynamic variables. Use
sn_hr_core.task_template_variable_ignoreto restrict sensitive data like SSNs.
Saving the Template
Once all fields are configured:
- Click Submit to create a new template.
- Click Update to save changes to an existing one.
Conclusion
HR task templates streamline the creation and assignment of tasks in HR workflows, ensuring a consistent and efficient user experience. By configuring templates properly, you enable HR services and lifecycle events to function automatically and accurately.
