Purpose

This article explains how roles are automatically updated within Talent Design.

Audience

Talent leaders, Talent admins, HRBPs

Overview

Automated role updates ensure that unapproved roles in Roles design remain current by automatically updating empty fields with relevant data from associated employees and positions. This feature is crucial for maintaining accurate and up-to-date role information pre-approval, especially when draft roles are created through various sources such as role initialization, file ingestion, or ATS sync.

By enabling auto-update, organizations can maintain a robust and up-to-date role library, reducing the time and effort required for manual updates.

Key Features

• Daily refresh: Refreshes role data daily, ensuring that any new or updated information is incorporated.
• Field-specific updates: Only empty fields are updated unless specified otherwise. This prevents overwriting existing data.
• Global insights: if employee and position data provide fewer than three skills, the system fills skill gaps using global data, with a maximum of 20 skills.
• Auto-switch off: If any role is manually edited or approved, auto-updates are automatically switched off unless switched on back manually role by role.

Enable automated role updates

Users can enable auto-updates for roles created through role initialization, file ingestion, or ATS sync. Additionally, users can enable auto-update for manually created roles from the calibration page.

To enable auto-update for roles created using role initialization:

1. Go to Admin Console > Job Intelligence Engine > Role Operations.
2. Under the Role Initialization tab, enable the Auto-update roles toggle switch.

To enable auto-update for ingested roles via file/recurring ingest or ATS:

1. Go to Admin Console > Job Intelligence Engine > Role Operations.
2. Under the Role Ingestion tab, enable the Auto-update ingested roles toggle switch.

To enable auto-update for manually created role:

1. Click and open a role
2. Click on the hamburger menu and select ‘Enable Auto-update’

For other role sources - ATS and manual, auto-update can be enabled/disabled using the Advanced config. Path: role_init_config.auto_update_other_roles.{role_source_key}

How does it work?

• Minimum profiles/positions: auto-update applies even if only one employee or position is available against a job code.
• Global insights: leverages global data to fill skill gaps with a maximum of 20 skills only if the system is not able to populate more than 3 skills using employee and position data.
• Frequency: auto-update runs daily, updating roles with empty fields.
• Field-specific updates: users can specify fields for auto-updates in the Admin Console (JIE config > Role operations > Auto update owned fields). If specified, these fields are always updated and override existing data.
  • If any field is specified below, all other fields not added in the below drop-down are not considered for auto-update.
  • If no field is mentioned below, all empty fields will be auto-updated by default
• Force auto-update: allows users to clean data, which overrides existing data with new data from employees and positions. It is applicable for all empty fields by default and user has flexibility to specify required field under ‘Auto update owned fields’.

Sources of role auto-updates

Associated employees and positions data

• Updates roles using data from associated employees and positions.
• By default, only the empty fields in the role are updated.
• By default, auto-updates are disabled for roles that are manually edited. You can still enable auto-updates for these roles.
• There is an option to force auto-update all roles that are enabled for auto-update. To do this, navigate to Admin Console > Job Intelligence Engine > Role Operations and click Start from the Auto-update all roles tab.

Below is the list of data that gets auto updated:

Note: Roles Design prioritizes employee data over position data.

External ATS Sync

• Updates roles using data from external ATS/HRIS systems - Workday and SuccessFactors. Roles are referred to as Job profiles in these systems.
• You may need to set up custom field mappings and configurations from the ATS to Eightfold.

File Ingestion

• If you need specific fields to not be picked by auto-update using employee/position data, customer needs to add them under ‘Owned fields’
• Updates roles using data from file or XML ingestion

Automated role updates and Role Initialization

The following table describes the differences between Automated role updates and Role Initialization.

FAQs