Purpose

This article explains the various role management capabilities available within Roles Design.

Audience

Talent admins, HRBPs

Roles maintenance

Update roles

Roles created from API sync, file ingestion, or UI may lack some information. This missing data can be added/updated using auto-update, inferring fields from associated employees and positions with the same job code. Each channel has its own configuration to allow users to set which fields can be updated by that channel. Auto-update, by default, only updates the missing fields.

The framework can also periodically update existing non-empty fields based on the latest employee and position data. To prevent conflicts, configuration settings specify which fields are managed by each channel.

Updates to fields owned by ATS or ingestion channels cannot be done using the UI. Other fields are editable, however, a role becomes ineligible for auto-update once edited in the UI. Users can manually re-enable auto-update for a role from the UI.

To specify which channels can update specific fields in JIE roles, users can configure settings in Admin Console > Job Intelligence Engine > JIE Config > Role Update Fields Config tab. This ensures correct data management and prevents incorrect overwriting from other sources.

Fix incorrect fields

Role titles often need correction during setup. The auto initialization/update framework can infer titles from employees/positions and add details from location, business unit, or business function. You can modify the name format in the Advanced tab under JIE Config, and trigger a title update by listing ‘title’ under auto update-owned fields. After updating titles, restore the config to prevent further changes.

Other fields may need updates based on the latest employee and position data, similar to routine role updates using auto update.

To correct a few roles, use the UI to manually update fields (by navigating to Talent Design and then selecting the required role), unless owned by ATS or ingestion channels. For many roles, if auto update isn't feasible, use file ingestion. List the fields needing updates as ingestion-owned fields and upload an XML file with the corrections.

Unapproved roles and role approval

Roles created using auto initialization or API sync are unapproved by default. Config options available under Admin Console > Job Intelligence Engine > Role Operations allow auto-approval for these roles. Roles created via UI and file ingestion are approved by default.

Unapproved roles remain in the same state until manually reviewed and approved. Users can approve these roles in Talent Design by clicking the Roles to review card.

Other role maintenance activities

Users can select any role from approved roles or unapproved roles view to review the details and modify its attributes and calibration. Users can also select multiple roles from either view and compare and calibrate them together. They can select more than one role from either of these views, and click Compare roles. To know more, read Role comparison.

Archive roles

Users may need to archive roles during routine management, as the role no longer exists or a new role replaces it. Sometimes, all roles may need archiving.

Users can select roles from approved or unapproved views and click Archive Role. An Archive All Roles option is also available only on the unapproved roles page to prevent accidental deletions.

We need to be cautious when archiving roles to avoid issues with dependencies. A role should not have associated employees or be part of active succession or upskilling plans. Currently, the system warns but does not block archiving if employees are associated. Before archiving, reassign associated employees and update plans with equivalent roles. An option to archive all roles is also available in the Role Operations.

Export roles

Users can export their roles from the Talent Design homepage by clicking Export All Roles on the top right. The roles are exported into a CSV file.

You can also create customized templates that define which fields are included in your role data exports. This solves the issue of bulky exports containing irrelevant information.

Configuration

• Admins can define export templates within "role_library_config > component_config > roles_export > templates" by navigating to Admin Console > Talent Design > JIE Config > Advanced
  Note: JIE Config will be updated to Roles Design Config as part of the 2025.Q1 production release on March 26, 2025.
• Each template can be given a unique name and include a specific set of fields.

There are some columns displayed by default in the exported file. In addition to this, users can choose to download some additional fields from roles. Below is the list of standard exported columns and additional columns that can be selected for the export.

Export roles using custom template

To export roles in a CSV file using a custom template, follow these steps:

1. Navigate to Talent Design > Roles
2. Click Export Roles and then Export all roles or Export filtered roles to get select roles after applying filters
3. Select the desired template from the Export Roles dropdown
4. Click Export

Default exported columns

The default list of exported columns is listed below:

• Id
• Role calibration link
• Title
• Skill_group
• Skills
• Proficiencies
• creation time stamp
• last modified timestamp
• Confirmation_status
• approval status

Additional exported fields

These are some additional fields that can be exported as columns from Roles. To export these fields, add them to the role_library_config with the key as one of the fields below and the value as the name you want as the column header in the exported CSV.

Example:

"roles_export": {
      "additional_fields_map": {
        "team_data.job_description": "Role description"
      }
    },

The additional fields that are available for export are listed below. To confirm whether the field you are looking for is supported in the export, contact Eightfold Support.

• userid
• group_id
• system_id
• profile.titles
• profile.companies
• profile.work_categories
• profile.schools
• profile.similar_candidates
• profile.similar_candidate_urls
• profile.similar_candidates_exclude
• profile.similar_candidates_manually_added
• profile.similar_candidates_from_pipeline
• profile.min_experience
• profile.max_experience
• profile.relevant_experience
• profile.is_required_experience
• profile.inferred_min_experience
• profile.min_salary
• profile.max_salary
• profile.seniority_level
• profile.seniorities
• profile.raw_skills
• profile.job_types
• profile.degrees
• profile.education_level
• profile.graduation_year
• profile.travel_percent
• profile.remote
• profile.phrases
• profile.required
• profile.keywords
• profile.locations
• profile.required_skills
• profile.diversity
• profile.hiring_title
• profile.hiring_company
• profile.id
• profile.ats_job_id
• profile.notes
• profile.relocation
• profile.private_access
• profile.work_location_option
• profile.workplace_type
• profile.flags
• profile.exclude_rejection_reasons
• profile.exclude_short_tenure_months
• profile.similar_pids
• profile.likely_hm_profile_id
• profile.custom_info
• profile.ef_recruiter_confirmed
• profile.ef_recruiter
• profile.project_type
• team_data.job_description
• profile.auto_created
• type
• external_url
• questions
• meta_data.roleslibrary_namespace.children
• meta_data.roleslibrary_namespace.parent
• meta_data.roleslibrary_namespace.role_source
• meta_data.roleslibrary_namespace.employee_titles
• meta_data.roleslibrary_namespace.next_role_ids_dict.career_nav_next_role_ids
• eligible_for_mp
• parent_id
• hot
• t_update
• followers
• candidate_reviewers
• ats_job_id
• display_job_id
• ats_name
• views
• posted
• hm_email
• ats_status
• hiring_company
• created_by_text
• display_name