Using Document Management

Objective

After completing this lesson, you will be able to using Manage Documents and Categories

Predefined Document Categories

SAP SuccessFactors modules each use various predefined document categories within their systems. A list of all the available predefined document categories can be found in the Current Mapping Between the Pre-Defined Document Categories and the Entity Types section available here: Implementing Document Management and Attachment Storage

To locate all the document categories that exist for your company, navigate to Manage Documents and select the Document Categories tab.

Access the Document Categories tab to see all the available categories in your instance.

Any documents that do not have an assigned category will appear as Uncategorized. Custom categories can be created as needed to classify these documents.

Custom Document Category

Document Categories

Document categories help you organize and filter documents on the Manage Documents page and on the Company Documents home page tile.

By default, most documents are automatically assigned to a predefined category. If you want to categorize documents differently, you can create a custom document category.

A document category is always associated with a specific entity in the SAP SuccessFactors HCM solution, defining the application or business process to which it belongs.

Create a New Category

To create a new category, use the following steps:

  1. Navigate to Manage Documents using Action Search.
  2. Select the Document Categories tab.
  3. Choose the add icon to create a new custom category.
  4. Enter the required information.
    FieldDescription
    Entity Type

    Select the entity to which you want to attach the document.

    To use the category for company documents, select Company.

    IDAn internal ID that is not visible in the user interface. Enter an ID that is similar to the displayed name, but without any spaces or special characters.
    NameThe displayed name that is visible in the user interface, on the Manage Documents page, and on the Company Documents home page tile.
    StatusUpon creation, only Active status is possible. It can be updated to Inactive afterwards.
    Example on adding a new custom category from Manage Documents.
  5. Save your changes.

Results of the Category Creation

The new custom document category is saved and visible in the Document Categories tab, where you can edit, activate, inactivate, or delete it at any time.

If active, the custom category is also available to use when uploading a document or when filtering by category on the Manage Documents page.

Managing Documents

When accessing Manage Documents, a list of the available documents show in the default Documents tab. By default, documents are sorted by the last modified date, from newest to oldest. You can see information about the file and about the person who last modified it.

Administrators can perform some actions on the Documents tab:

An example of the available actions in the Manage Documents tool.
  • Download. From the list of documents, you can select one or multiple, and download them into the local computer. The file will be downloaded as .ZIP format.
  • Download from Cloud. This option will allow to download documents in bulk into an SFTP location. A screen will be opened to provide the details about the documents to download, and a link Create Destination Settings will redirect to the Security Center where an administrator can create a destination setting with the SFTP account details.

    When you request a new download, your attachments are downloaded offline and are compressed in a .zip file. Each downloaded .zip file contains up to 1000 files. So, depending on the size of the downloads, your system could contain multiple .zip files and each .zip file contains a corresponding metadata file that describes the contents of each .zip file. These files display in your SFTP location.

    When you select View Download History, you can select View Details for each of your downloads. Selecting View Details directs you to the Execution Manager, where you can view the status details of your downloads.

    Note

    You can schedule up to 50 GB per bulk download request.
    Download in bulk using Download from cloud option.
  • Filter. Documents can be filtered based on Document Type, Status, Name, Uploaded By or Document Size. Filtering options in Manage Documents.
  • The Advanced Filters option will include document owner, document category, entity ID, or entity type. To filter by document category, you need to first select an entity type. Document categories vary for each entity.Advanced filters options are displayed.
  • View Settings. With this option, you can control how the results should be displayed or which columns should appear with the document attributes.View settings options.
  • Upload. Documents can be uploaded using this option.Upload documents using Manage Documents tool.

Uploading of Company Documents

Watch the 'Uploading Company Documents' video for an in-depth explanation.

View Company Documents in the Home Page

View Company Documents in the Home Page

A standard Quick Action, available in the Home Page, will allow users to browse and view Company Documents.

Note

Role-based permission access control for document categories is limited to administrators and is applicable only on the Manage Documents page. It doesn't affect the access or display of document categories on the View Company Documents quick action on home page.
Access VIew Company Documents from the Home Page.

The prerequisites to use View Company Documents from the Mobile App are controlled from the Enable Mobile Features→Mobile Specific area:

  • The On-device Secure Storage setting should be enabled.
  • The Allow Third-Party Viewers (Android) setting should be enabled. The Android Mobile app users in your organization can use third-party applications (installed on their device) to read or display files downloaded from the SAP SuccessFactors service.
  • The Attachment Download Restriction setting should be disabled.

Summary

Some of the key takeaways for this lesson are:

  • SAP SuccessFactors uses predefined document categories linked to entity types like User, Person, Candidate or Job Requisitions. Any document that does not belong to the pre-defined categories will be Uncategorized. Administrators can create custom categories to classify them accordingly.

  • From Manage Documents, it is possible to download a list of documents as a ZIP file or download from cloud into an SFTP location.

Learning

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