Configuring Document Management and Attachment Storage

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 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

Examples of Attachment

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

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

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

Navigate to Provisioning → Company Settings, and select the relevant options based on your requirements.

• Select only Enable Attachment Manager to enable document management with SAP SuccessFactors storage, without the possibility of third-party integration.
• To enable OpenText Solutions for SAP SuccessFactors select Enable OpenText Integration in addition to the previous setting. With both options on, document management with SAP SuccessFactors is the default option but the Open text integration will be also available to select on the tool Configure Document Management.
  Caution

  Enabling integration with OpenText is a system-wide setting. Once enabled, all newly uploaded documents are stored in OpenText, and this applies to all documents, not just a subset (e.g., specific countries or departments). Additionally, once you begin migrating existing documents into OpenText using Provisioning, this process is final and cannot be reversed.

  Disabling the integration will result in loss of access to the migrated documents, as switching back to SAP SuccessFactors native storage is not supported. Ensure that OpenText integration is fully set up and successful before initiating the migration. More information about the integration is available here: Setting Up Integration with OpenText

Once these settings are enabled, grant the necessary permissions in Manage Permission Roles.

• Grant Manage Document Categories permission to roles who can use access Manage Documents tool, and search for and view categories of documents. This permission replaces the legacy Manage Documents permission which included access to all categories.
• In User Permissions → Employee Data, grant View permission for these fields (if not already granted on another permission):
  • First Name
  • Last Name
  • Status
  • User Name
• 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.