Workforce Insights | Setup

Before you can do these steps, your Sage People org needs the CRM Analytics licenses in place.

Check your package versions

Before you begin, ensure you have the latest version of the following packages:

• Workforce Insights

  If you're upgrading from a previous version, check the upgrade path. To ensure the Workforce Insights update goes smoothly, the system delivers updates to existing dashboard datasets and recipes separately. It does this from new recipes in separate package versions

• Human Capital Management (HCM)

• Performance Management

• Time

For information about installing Workforce Insights and other packages, see Upgrading Sage People packages.

Embedded app creation after package installation

The package installation creates Integration User and Security User to your org if they don't already exist.

After you install the package, the system installs the SP Workforce Insights Embedded app automatically. The app installation takes some time to complete. You can monitor the progress of the app installation:

1. Go to Setup. In Quick Find, enter apps, and select Auto-Installed Apps from the search results.

2. Select the SP Workforce Insights Embedded to view the app installation progress on its app page. When the status displays Success, the system has installed the app.

   If you do n't see any apps on the Apps tab, select the Requests tab. If a request to install an app fails, it displays there: 

   

   If you have a failure, check and update the permission set assignment for the Integration User. Select Try Again for the request that failed.

Configure data connections for the Workforce Insights app

To enable data refresh in the App & Dashboards, you'll need to configure the apps data connections manually to use full refreshes. The default setting for data connections in production orgs is unsuitable for Workforce Insights dashboards. This is because it only refreshes data when row counts change, ignoring changes to existing rows.

Ensure your admin user has the recommended permission sets to configure these correctly. For more information, see Workforce Insights | Permission sets.

Configure data connections

1. Go to the App Launcher.

2. Go to the Data Manager app.
   

3. Select Connections from the sidebar menu.
   

4. Select SFDC_Local.

5. In the list of object connections, update to read "Full Sync".

6. In each object, select Edit Connection Mode from the dropdown menu.
   

7. In Connection Mode, select Full Sync.
   

8. Click Save.
9. Repeat steps 1 to 7 for all objects in SFDC_Local connection.
10. After you've completed this, click Refresh. Check you set all objects with Connection Modes of Full Sync only.

Assign permission sets

To enable users to administer and access the dashboards, assign permission sets to users as follows: 

User or user group	Permission sets
Integration User	The system assigns the permission set automatically when you install the Sage People Workforce Insights Managed package. Sage People Workforce Insights Data Sync If the system doesn't assign the permission set automatically for any reason, you need to assign it. The user needs to retain this permission for Workforce Insights to work.
System administrator and other administrators	Analytics View Only User Sage People HR Administrator - Workforce Insights CRM Analytics Platform/Plus Admin (we base Platform/Plus on which license you purchase for the org) You need this to: Install the Workforce Insights package Access the Auto-Installed Apps page to check the status of SP Workforce Insights Embedded app installation Access the App Install History page for scheduling data refresh Access the Workforce Insights Policy Tab and Settings within it Access the Data Manager to Configure the Data Connections
C suite dashboard users	Analytics View Only User - enables the user to view CRM Analytics dashboards they have access to Sage People Workforce Insights C-Suite Viewer - grants access to the Visualforce page hosting the C Suite dashboards. Grants access to the WX process hosting the C Suite dashboards
Managers for the team lead dashboards	Analytics View Only Enables the user to view CRM Analytics dashboards they have access to. Sage People Workforce Insights Manager Viewer Grants access to the WX process hosting the team lead dashboards.

1. Go to Setup. In Quick Find, enter permission. Then select Permission Sets from the search results.

2. From the list of permission sets, select the permission set you want to assign.

3. On the permission set page, select Manage Assignments.

4. On the Current Assignments page, select Add Assignment.

5. On the list of users, select the checkbox next to the users you want to assign this permission set. Then select Next.

6. On the Select an Expiration Option for Assigned Users page, leave No expiration date selected. Then select Assign.

7. On the Assignment Summary page, select Done.

Create WX processes

The Workforce Insights package in the Y25.1 release delivers 5 WX processes:

• WI CS Headcount, which displays the C Suite Headcount dashboard to WX users. This is with the correct permissions and policy settings

• WI CS Diversity, which displays the C Suite Diversity dashboard to WX users. This is with the correct permissions and policy settings

• WI Mgr Headcount, which displays the Manager Headcount dashboard to WX users. This is with the correct permissions and policy settings

• WI Mgr Performance, which displays the Manager Performance dashboard to WX users. This is with the correct permissions and policy settings

• WI Mgr TimeOff, which displays the Manager Time Off dashboard to WX users. This is with the correct permissions and policy settings

1. In the HR Manager Portal, select the WX Services tab.
2. Select the WX Service you want to host Workforce Insights. To host it in its own service, follow the steps in Creating a new WX Service.
3. On the WX Service Detail page, in the WX Processes Related List, select New WX Process.

4. On the WX Process page, complete the fields as follows:

   Field	Description
   Label	The name you want to display for Workforce Insights dashboards. The label displays: In the Navigation Bar and the Service Bar On the Workforce Insights, if you check Show Title In Tile On the Workforce Insights page, if you check Show Title in Detail
   Active	Checkbox. We check by default to make Workforce Insights dashboards available for display in WX.
   WX Service	The name of the Service you want to host this Process. By default, Sage People inserts the name of the Service you selected at the start of this procedure.
   Order	Number, no decimal places. The order in which you want to display Workforce Insights dashboards within the Processes the Service hosts.
   Start Date	The date you want Workforce Insights dashboards to be available. Leave blank if you want Workforce Insights dashboards to be available immediately.
   End Date	The date after which you no longer want Workforce Insights dashboards to be available. Leave blank if you want Workforce Insights to be available indefinitely.
   Preferred Number Of Columns	Number, no decimal places. The number of columns you want to use when displaying the Workforce Insights tile. This is with other Processes in the same Service. Currently supports 1 or 2.
   Show In Mobile	Checkbox. If you check this, Workforce Insights displays by the Sage People Mobile app.
   Show Title In Tile	Checkbox. If you check this, Label displays at the top of the Workforce Insights Tile. If you don't check this, the Tile doesn't include a Title bar.
   Show Title In Detail	Checkbox. If you check this, Label displays at the top of the Workforce Insights Detail page. If you don't check this, the Workforce Insights page displays the default Custom Label Workforce Insights. The Show Title In Detail setting doesn't affect the display of the Label elsewhere in WX. Label displays by default in the Navigation Bar and Service Bar.
   Additional Information	Leave blank.
   WX Process Type	Picklist. Select: WI CS Headcount for the C Suite Headcount dashboard WI CS Diversity for the C Suite Diversity dashboard WI Mgr Headcount for the Manager Headcount dashboard WI Mgr Performance for the Manager Performance dashboard WI Mgr TimeOff for the Manager Time Off dashboard

5. Select Save.
6. Repeat the steps for the other WX process.
7. If you previously configured the Workforce Insights process, deactivate or delete it to avoid confusion.

Refresh the dashboards

The dashboards don't use data from your org directly, but from the datasets. When data in your org changes, the system updates dashboards when you refresh the datasets.

You can schedule a refresh or run it manually.

1. Go to Setup. In Quick Find, enter apps, and select App Install History from the search results.

2. For SP Workforce Insights Embedded app, select the down arrow on the right and: 

   • Select Schedule to schedule a regular refresh:

     

     Select the Start at picklist and choose the time of day when you want the refresh to start. Then for Run on, select the days of the week when you want the refresh to run. When you have set the schedule, select Save.

     The time for starting the next refresh displays in the Next Refresh column.

   • Select Refresh Now to run the refresh immediately.

     Sage People displays the Refresh Data dialog:

     

     Select OK.

     The refresh starts and you can view the progress in the Task Overview column:

     

     You can select Refresh to monitor the progress of the data refresh.

3. After scheduling a refresh, you can: 

   • Select the down arrow on the right then Delete Schedule to remove the current schedule

   • Select the down arrow on the right then Schedule to change the current schedule

Workforce Insights app upgrades

We deliver the SP Workforce Insights Embedded app with the Auto-Upgrade setting enabled. This means Sage People can deliver new dashboards and updates to the existing dashboards automatically. These deliver to the app when we release a new version of the Workforce Insights package. You don't need to do anything to receive the updates. We recommend you don't change the default setting.

If you change the dashboards the SP Workforce Insights Embedded app delivers, an upgrade will overwrite your changes. For this reason, if your organization wants to create your own dashboards, we recommend cloning the dashboards in the CRM Analytics Data Manager. Then make all edits to the clones rather than the original dashboard. This means the original dashboards can receive updates without disrupting your own dashboards. Developing your own dashboards requires paid licenses for CRM Analytics.

Switch off automatic upgrades

1. Go to Setup. In Quick Find, enter apps. Select Auto-Installed Apps from the search results.

2. Select SP Workforce Insights Embedded from the list of apps.

3. From the Details section, select App Settings: 

   

4. Clear the checkbox next to Auto-Upgrade. Then select Save.

We no longer enable automatic upgrades, and your org won't receive updates to the dashboards in the SP Workforce Insights Embedded app.

Permission sets and policy settings

The Workforce Insights package in the Y25.1 release delivers five WX processes and new policy settings for each one. The policy settings for the Workforce Insights processes is under a tab on the Policy details page. Clicking this tab lets you view and edit the policy settings for WX Processes. We disable each of these new settings by default.

Set a User's Policy to show in the Workforce Insights dashboard

1. Select the user you want to view.

2. Click View Policy.
   

3. Select the Workforce Insights tab.
   

4. Click Edit.

5. Select the dashboard settings you want to show to the user.
   

6. Click Save.

This table shows the Permission sets and Policy settings required for each process to display to a user in WX.

Process Type	Permissions Set	Policy Setting
WI CS Diversity	Sage People Workforce Insights C-Suite Viewer	WI CSuite Dashboards > Display Diversity
WI CS Headcount	Sage People Workforce Insights C-Suite Viewer	WI CSuite Dashboards > Display Headcount
WI Mgr Headcount	Sage People Workforce Insights Manager Viewer	WI Manager Dashboards > Display Headcount
WI Mgr Performance	Sage People Workforce Insights Manager Viewer	WI Manager Dashboards > Display Performance
WI Mgr TimeOff	Sage People Workforce Insights Manager Viewer	WI Manager Dashboards > Display TimeOff

Ensure dashboards display data

Some of the dashboards require you to enable optional features or use specific fields to feed data for the dashboards.

• Team lead dashboards, Time Off tab, Team health section:

  • Cards and charts use the Absence Day Record object. We have more information about enabling the creation of absence day records. See Absence and Vacation | Day-by-day breakdowns of absence records for reporting

  • Cards, charts, and tables use the Is Sickness Absence checkbox field in the Absence Accrual Rule object. This is to define which absences are sickness absences and which aren't

  Follow the steps in Page layouts, search layouts, related lists to add the field to the Absence Accrual Rule page layout. Then review the absence accrual rules in your org. For any rules you want to count as sickness absences for Workforce Insights dashboards, edit the rule. Select the Is Sickness Absence checkbox, and save.

Dashboard sharing settings

By default, Sage People shares the SP Workforce Insights Embedded App with the entire organization with View access. This means that everybody in the organization you assign the Analytics View Only User permission set can view the dashboards. This is if they have access to the dashboard URL or a page hosting the dashboards.

Users with CRM Analytics Platform/Plus Admin permission sets can modify this sharing rule within the CRM Analytics app. However, we don't recommend this. This is because it reduces visibility for administrators and can cause hard-to-decipher errors. Errors can occur in WX. For example, you assign Team Members a Workforce Insights Process within this Policy and Permission Set, but don't share the WI App with them. Also, upgrade installs for Workforce Insights will override any changes you make to the App Sharing Rules. It will re-apply view sharing with the entire organization. This is because it's our recommended approach for the WI Dashboard Experience.