Managing Profile Worker Data Configurations

Objective

After completing this lesson, you will be able to express the benefits of Profile Worker assignment date and closure date configurations.

Optional vs. Defined Assignment Dates

In SAP Fieldglass, Profile Worker End Dates can be set at the company level as either optional or defined.

Optional End Date

Optional End Date for Profile Workers is the default setting. This configuration means that if enabled, a user can leave the End Date field blank when creating a Profile Worker and the record is considered valid indefinitely until manually updated. However, it is considered good practice to set an End Date to maintain data accuracy and efficiently manage your external workforce, transactional or not.

Defined End Date

In this alternate setting, users can specify an End Date when creating the Profile Worker to set a defined validity period. Once the End Date is reached, the Profile Worker record might be flagged as needing review or requiring an update, dependent upon alert and management configurations established by the buyer.

Defaulted Assignment Auto-Closure Dates

The Auto-Close for Profile Workers setting within SAP Fieldglass is an option that can be configured to automatically inactivate a profile worker upon reaching its End Date. This practice can automate profile worker management and ensure data accuracy by inactivating outdated records after a defined period has been reached.

From the Company Configuration page, the rule "Auto close profile worker when end date exceeds (# of days)" would need to be enabled and defined with a value to successfully utilize this option. This defines the period before automatic closure.

When a profile worker's End Date arrives, the system recognizes it and the predefined grace period kicks in. During this time, the Profile Worker remains active, but a flag would appear indicating it is nearing closure. Associated alert messaging can be established to ensure appropriate buyer users are informed of upcoming status changes if there are any extensions or changes required.

If no action is taken within the grace period to extend the length of the individual Profile Worker, the system automatically closes the Profile Worker record accordingly.

Purpose

The reason that Auto-Close is often used for Profile Workers is because it helps maintain accurate data, and minimizes the risk of using outdated worker information for compliance purposes or access control. Since Profile Workers are non-transactional in nature, the management of their on-boarding, off-boarding, and physical access and security are paramount for buyers, making the automation of these processes extremely beneficial.

Alternatively, manual closure actions taken before the End Date can also achieve comparable results, offering more flexibility if required.

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