Using Document Management

Objectives

After completing this lesson, you will be able to:
  • describe Document Management.
  • enable Document Management.
  • configure Document Management settings.

Document Management Overview

SAP SuccessFactors document management tools enable administrators to manage document attachments centrally for the HCM Suite. People can upload document attachments on several screens in the SAP SuccessFactors HCM Suite, such as the Candidate Profile or People Profile. Administrators can use document management tools to view and manage these documents centrally.

As an administrator, you can use the Manage Documents page in Admin Center to perform a variety of tasks, including:

  • View, sort, and filter all documents
  • View total storage usage by document category
  • Download documents
  • Upload company documents
  • Categorize documents
  • View download history

You can also use other system configuration settings to:

  • Configure document attachment settings for storage limits, file size limits, and notification frequency.
  • Integrate your system with a third-party cloud storage vendor.

Examples of Attachment

Upload Resume by selecting the Upload button.

In the Candidate Profile, resumes and cover letters can be uploaded.

The Documents for Certificate dialog box is displayed.

In People Profile, blocks can be configured for attachment fields. Customers generally use them to ask their employees to upload a certificate or resume.

The Performance Evaluation page for Olivier B is displayed.

Customers use the ability to upload documents in the Performance Forms to add any information relevant to the appraisal process.

Enablement of Document Management and Permissions

In Provisioning, select the relevant settings based on your requirements.

  • Select only Enable Attachment Manager to enable document management with SAP SuccessFactors storage, without the possibility of third-party integration.
  • Select both Enable Attachment Manager and Enable Document Management Service to enable document management with SAP SuccessFactors storage by default and with the ability to set up integration with third-party cloud storage vendors.
  • Save your changes in Provisioning.
  • Grant role-based permissions to the relevant roles.
  • Grant Manage Documents permission to roles who can use the Manage Documents page to view and manage documents.
  • Grant Manage Document Categories permission to roles who can use the Manage Document Categories to search for and view categories of documents.
  • Grant Configure Document Management permission to roles who can set up integration with third-party cloud storage vendors.
  • Grant Company System and Logo Settings permission to roles who can configure document attachment settings and the retention period of documents marked for deletion.
  • Save your changes to role-based permissions.

Configuration of Document Attachment Settings

The Document Attachment Settings are displayed.

Document attachment settings in Admin Center are relevant only if you use SAP SuccessFactors for storage. If you use a third-party storage vendor, such as OpenText, these settings aren’t used and are configured in the third-party vendor application instead.

Implementation consultants can choose whether to configure these settings in Provisioning or in Admin Center → Company System and Logo Settings . There are options to configure document attachment settings to set limits on attachment storage, attachment size, or attachment notification frequency.

SettingDescriptionOptionsDefault Value
Attachment Storage AllocationSets the maximum total attachment storage allocated to your system.

As an administrator, you can select from the following options:

1 GB, 2 GB, 5 GB, 10 GB, 50 GB, 100 GB

The following options are only available in Provisioning but can be selected upon request:

200 GB, 500 GB, 1 TB

1 GB
Attachment User LimitSets the maximum total attachment storage allocated to each individual user in your system.No limit, 5 MB, 10 MB, 20 MB, 50 MB, 100 MBNo Limit
Attachment Max File SizeSets the maximum allowable file size of an attachment.5 MB, 10 MB5 MB
Attachment Limit Notification Monitor PeriodPeople who have access to Document Management tools can receive an e-mail notification when you surpass 75% of your total storage allocation. This setting sets the frequency of a monitoring job that triggers the reminder.1 day, 3 days, 7 days, Never7 days

Note

Notification Alert for Virus Scan

The Document Management Service has enabled notification alerts for virus scans performed on attachments.

When a virus is detected on attachments that are uploaded or downloaded, an e-mail notification is sent to the administrator.

This feature creates an extra layer of awareness, so that in addition to the user being notified of malicious content with a system message, the administrator is also notified by e-mail.

Viewing of All Documents as an Administrator

The Manage Document Categories is highlighted on the Permission settings page.

Use the Manage Documents page to view, search, sort, and filter document attachments across the SAP SuccessFactors HCM Suite. The documents that you have access to depend on the Manage Document Categories permissions you've been given.

  1. The Manage Documents option is highlighted.

    From the Action search, go to Manage Documents.

  2. The Manage Documents screen includes details about the quantities of used and available attachment storage space. Beyond the Used amount and the Total Allocation information, a link to View more information displays the amounts for your tenant’s Base Allocation, Purchased Storage, and Out of Compliance Storage.
    • Total Allocation: Tenant Storage Space Allocated.
    • Base Allocation: Default Tenant Storage Space Allocation for all tenants.
    • Purchased Storage: Tenant Storage Space that you've purchased from SAP SuccessFactors.
    • Out of Compliance Storage: Tenant Storage Space exceeding the sum of Base Allocation and Purchased Storage.

    The Total Allocation section is highlighted on the Manage Documents page.
  3. The different documents are displayed.

    View documents that you have access to.

    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.

  4. The View Settings dialog box is displayed.

    Choose the eye icon to change view settings. You can change how documents are sorted and which columns are displayed.

  5. The Filter icon is highlighted on the Manage Documents page.
    Choose the filter icon to search for and filter documents based on criteria you define.

    a. Select filter criteria.

    Basic filter options include document name, size, type, or status. Click Advanced Filters to see more options, including 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.

    b. Click Apply Filter.

Management of Documents

Watch the 'Document Management' video for an in-depth explanation.

Uploading of a Company Document

Company documents are uploaded on the Manage Documents page. They're visible to users on the home page.

By default, company documents can be assigned to one of the three predefined categories:

  • Benefits
  • Policy
  • Images

If company document have to be categorized differently, a custom category is created before uploading the document.

You need the Manage Documents permission. If you want to assign the document to a custom category, create the custom category first, for the entity Company.

The Upload Company Document dialog box is displayed with a highlight on the upload button.
  1. From the Action Search go to Manage Documents
  2. Choose the upload icon
  3. Select the document
  4. Enter a description if needed, but it is not visible in the user interface at this time.
  5. Select a document category so that people can filter company documents by category on the home page.
    • Benefits
    • Policy
    • Images
    • Any custom document category for the entity Company
  6. Select a country. You can filter documents by country on the home page.
  7. Select OK to confirm and upload your document.

Uploading of Company Documents

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

Company Documents in the Home Page

The Company Documents section is highlighted on the My Info page.

Uploaded company documents are visible on the Company Documents tile on the home page.

Filters in Company Documents

The Company Documents dialog box is displayed.

You can use the tile to search for document by name, file type, category, or country/region.

Company documents can't be updated. Instead, update them offline. Then delete the old one and upload a new one.

Note

Currently, there's no Company Documents card available with the latest Home Page.

Downloading of Documents in Bulk

The Admin Center page is displayed.

Downloading Documents in Bulk

In the Manage Documents screen, the feature for downloading attachments in bulk and the feature for viewing download history are both accessible by choosing the download icon. The downloads go to a secure destination set up by configuring SFTP settings.

There are two prerequisites to download documents in bulk:

  • Destination Settings (FTP) is configured
  • User has the permission to view the Scheduled Job Manager

Select Request New Download to request offline downloads. Select View Download History to view the status and history of your downloads.

When you request a new download for offline downloads, enter values for the three required fields in the download request form: Date Range, Document Entity, and Download Destination. Complete the optional fields to help in narrowing your request. You can include filters for a particular Division, Department, or Location. You can also export documents that don't have a document entity defined by SAP SuccessFactors modules.

The Request New Download dialog box is displayed.

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.

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