How to view the output of HCM Extract run by other users?
How to view the output of HCM Extract run by other users?

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In this article we will look into details of how to access the output of HCM Extract when the Extract is run by other users.

Want to learn Fusion Technical tools? Checkout this article

Normally when we run the extract, the output results will be visible to ONLY the user who has ran the extract and not to any other user. If there is an ask for sharing the output with others, then we use FTP/UCM option and they can get the output from FTP/UCM directly.

There is no seeded role which can be assigned to users to get this access. To avoid this scenario, most of the implementation teams use a single user account for scheduling extracts and the troubleshooting is also done with the same user id if an issue arises.

However there could be multiple scenarios where we would need access to the results of other extracts which have been run by end users. We will not have their credentials and we will have to look at the output to debug the issue.

One way to solve this issue is to get the process IDs from the Payroll checklist area for this payroll flow and navigate to BI Report and check the BI Run history for that child process id. However it is a time consuming task and there will be many process ids which gets generated when an extract runs and we will have to check them to get to the output.

We will look at the second and a better alternative now.

We need to create a custom role and add it to users who need the access of Others HCM Extract results and also add it to all the extracts for which the user needs access to and then run the extracts.

  1. Creating Custom Job Role
  2. Adding Custom Job Role to Users
  3. Adding Custom Job Role as Owner to HCM Extracts
  4. Run the “Import User and Role Application Security Data” process
  5. Run Extract by any user other than the one to whom custom role is added
  6. Check the output from the User which has the Custom Role

Creating Custom Job Role:

Navigate to Tools > Security Console – Click on Create New Role

Provide the Role Name and Role Code as “XXX_HCM_Extracts_View_Output_Role” (You can create it as per your client naming convention) and select Role Category as “HCM – Job Roles” and provide an optional description and click Next.

Role Creation for adding privilege to access hcm extract output of other users in fusion hcm
Role Creation 1st step

After you click on Next, it will navigate to Function Security Policies tab

Add Function Security Policy for View Output Document in fusion hcm to modify the permissions for hcm extracts
Add Function Security Policy for View Output Document

In this tab, click on “Add Function Security Policy” and search for “View Output Document” and click “Add privilege to Role” and click Next

Adding Data Security Policy to custom Role in fusion hcm security console
Adding Data Security Policy to custom Role

We will land up on the Data Security policies screen. Click on “Add Data Security Policy” . Provide some name for Policy and click on Search button for “Database Resource” . Search for “Payroll Checklist for Table PAY_CHECKLISTS” and select it and click OK.

Data Security policy Creation in fusion hcm to add the data security
Data Security policy Creation

Now set the Start Date to “1/1/1951” or any old date and select Data Set as “All Values” and Actions as “View Payroll Flow” and Click OK.

Now Click Next and Next again to until you reach the Summary tab and finally click Save and Close button.

Review the Summary details and save the role to add privileges to role in fusion hcm
Review the Summary details and Click on Save and Close

Now we are done with creating a Custom Role “XXX_HCM_Extracts_View_Output_Role

Adding Custom Job Role to Users:

From Security Console > Click on Users Tab > Search for “TEST.USER” and open the User > Click on Edit > Click on Add Role and search for the “XXX_HCM_Extracts_View_Output_Role” and click on “Add Role Membership”

Adding Custom Role to User in fusion hcm security console custom role
Adding Custom Role to User

Finally click Save and Close to save the changes to the User.

Adding Custom Job Role as Owner to HCM Extracts:

In order to set the Owner to HCM Extracts, we need to navigate to Data Exchange > Refine Extracts or Payroll > Checklist > Manage Payroll Flow Patterns.

There is an extract called XXX_CUSTOM_LOCATIONS and we will update the owner for this extract.

Click on Edit Flow pattern to modify the owner for hcm extracts in oracle hcm cloud fusion hcm
Click on Edit Flow pattern

Click on Edit button and then Click on the Go to Task in the flow task.

It will open up the Basic Information page with the parameters, Click Next to get to the Task owner details.

Select the Owner as Role and Click Submit to update the owner for hcm extract in fusion hcm
Select the Owner as Role and Click Submit

Now Select the Owner Type as “Group” and Owner as “XXX_HCM_Extracts_View_Output_Role” which was created above and Click Submit

Finally Click Submit again to submit the changes to the Payroll Flow Pattern.

Run the “Import User and Role Application Security Data” process:

We need to run the “Import User and Role Application Security Data” process which copies users, roles, privileges, and data security policies from the LDAP directory, policy store, and Applications Core Grants schema to Oracle Fusion Applications Security tables.

Navigate to Tools > Scheduled Processes

Search for process and Click OK to run the import user and role application security data in fusion hcm
Search for process and Click OK

Click Submit on the next screen to initiate the process. Wait till the process is complete.

Process ran to success in scheduled processes screen for hcm extracts
Process ran to success

Run HCM Extract by any user other than to whom custom role has been added:

Submit Extract by another user in fusion hcm oracle hcm cloud extract tips and tricks
Submit Extract by another user
Extract Run is Successful for hcm extract in fusion hcm
Extract Run is Successful

Click on View process Results and then Actions > View Results

Output Result screen of hcm extracts in fusion hcm
Output Result

Check the output from the user which has the role added:

Login as TEST.USER

Navigate to Payroll > Checklist and click on search.

Search for TEST_0509 Payroll Process Flow Name and open it and click on View process Results and then Actions > View Results.

TEST.USER is able to see the output of hcm extract from payroll checklist in fusion hcm
TEST.USER is able to see the output

We can see that output is visible from TEST.USER as well.

Tip: If you want to view the output of all extracts run by others then take some time and try this approach. If it’s a onetime task, then check the BI Report history method to get the output file.

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Sricharan is a Fusion HCM Solution Architect with over 13+ years of overall experience and 5+ years of Fusion experience. He is passionate about technical aspects of Fusion HCM and writes interesting articles on HCM Extracts, HCM Data Loader, Fast Formula, BI Publisher, Integrations and Automation etc.

This Post Has 2 Comments

  1. phani

    Nice post Thanks Sricharan.
    A small addon to your post regarding Navigation.
    From 20B their is a small change in the navigation to add/Change the owner of the extarct.we will not find out the edit button on the top right corner as shown in the above screenshot.

    Refine Ectract →Input the flow instance name & Search→ Select the flow→Click on Actions→Click on edit→Go to task →on the task page click on next →Add the custom role created as owner.

  2. Sricharan

    Thanks Phani. I will update the main post with this information.

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