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Usually, there is a lot of information around us both at an organization level and at individual level.  And its always true that “Data rules the world” . In this world of information,  it’s often quite tricky to capture and utilize data in the right way.  Thinking of a similar scenario in HR systems, there are tons of documents involved eg:appraisal documents etc . Is there any way, all these documents can be stored in the HR system itself (as a Folder per employee) and ensuring data security.    The answer to such a question is “DPF – Digital Personnel File ” .Here in this blog , I would like to share that information how Digital personnel file can be used, where it can be used and what benefit we get on using it. What is Digital Personnel File ? The digital personnel file (DPF) is a central storage for all documents relevant to the employees of a company. It is based on SAP Records Management.  Why do we need Digital Personnel File ? The DPF provides you with central access to all employee documents. This access enables you to simplify and optimize the tasks of your HR administrator and design the layout of your document storage more effectively. Advantages : 1 .You have fast and secure access to archived documents.  2. You can enter Office documents and notes directly in a record, using document templates if required  3. You can include Internet or intranet pages in a record. In addition to documents, you can also integrate other diverse electronic elements (the elements can originate from the local SAP system, from other SAP systems, or from non-SAP systems):      a)Business Objects  b)Transactions  c)Reports  ->These integration options mean that the record provides a universal view of all the information objects that exist for a business process.  – > Access to information is facilitated. The user no longer has to navigate through systems to find information objects, because all the information objects for the whole record are available in one structured view. Clicking on an object in this view displays it directly.   ->In addition, the integration of the WebFlow Engine and an ad hoc workflow tool enables you to efficiently control your processes from the record. How can we use Digital Personnel File ? The DPF is based on the record model that structures the various folders of the DPF and decides which documents the system stores in a particular folder.  The DPF can be filled with documents either manually by an HR Administrator or automatically using the processes within HCM Processes and Forms .   In the latter case, the system creates the DPF automatically for the relevant employee when a process is completed. An administrator with the relevant authorization can search for, display, add, and delete documents in the DPF, for example, and also display process forms and steps. More in detail : The DPF is based on exactly one record model that is binding for all employees. It is not possible to used different record models for different employee groups. The standard system contains a record model with standard settings. To set up the digital personnel file, you can use or enhance this sample record model or create your own model.  Lets have a look at the basic terms involved in it, before we start doing it.Basic terms in Records management :ElementAn element is a piece of information that is checked into Records Management. Elements can be integrated into records, but do not have to be. Record modelA record model is a template for records, which is created in Customizing. The template defines the structure of the records. Records that are based on the same record model always have the same structure. This improves user orientation within the records. File planA file plan is a central registry used for the management of records. The use of a file plan is optional. Service providerService providers enable integration of elements into Records Management and access to elements. Each service provider is responsible for a particular group of elements (for example, service provider for documents, service provider for notes, service provider for business objects). Within a service provider, you can adapt element types to further subdivide this group. Element TypeAn element type groups similar elements together. Element types are the starting point for checking new elements into Records Management or searching for them in Records Management.  To create element types according to customer-specific requirements, use the IMG activity Registry Maintenance. Area Records Management has an underlying framework that can also be used for other applications outside of Records Management. Each application has its own framework area. An area contains a group of service providers. It defines attributes for the element types of these service providers. Steps to add a document or attachment to a record 1.     Goto Transaction : srmregedit SAP provides standard set of service providers.It can be used or can be copied inorder to cater to the needs of the customer.Service provider acts like a heart for the entire functionality.I  2.You can use the standard record model or copy the existing record model.Use transaction organizer to goto SAP records management.  3.SAP also provides content model.Use the existing or copy the content model if some specific properties have to be set for the documents.Use transaction DMWB to goto the document modeler workbench. Documents to be supported by the DPF1.     HR master data – Infotypes 2.     Adobe forms ( from the process framework) 3.     Archive link documents 4.     Documents like resumes, tax cards,notification on confirmation ,salary change etc.
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    1. Former Member
      Hi Saujanya,

      First of all a nice blog.

      I would like to use the DPF, but have a question about the configuration.

      Is it possible to use a status at record and document level in the DPF? I would like to set the expire date of the whole record or at folder level based on activating a status.

      Futhermore a question about document templates. Is it possible to use the functionality of document templates in the DPF?

      Kind regards,
      Johan

      (0) 
  1. Former Member
    Can you explain in more detail how a HCMPF form is actually created and saved into DPF? Is still XML code or physical file (e.g. PDF) being saved? Thanks.
    (0) 
    1. Former Member Post author
      Hello,
      Thanks alot for going through my blog.

      Coming to HCM PF form, using the process object framework, the attributes of the process and xml of the latest data container of the interactive form are read once the workflow of the process is completed.

      Then it is converted to xstring and a adobe print pdf is generated and stored in the Records Management.

      The pdf gets stored in a specific folder depending on the customization of the scenario.

      For more details, please refer help.sap.com.

      Hope this helps.

      Best Regards,
      Saujanya

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      1. Former Member
        Hi Its nice blog to understand about DPF. I am very new to this topic. Can you give some guidance like how to start etc. I need to do the following things. 

        I would like to use in the DPF

        1.URL’s
        2. Documents via templates
        3.Link to Documentum.

        1 & 2 are priority.

        I want to use the service providers:

        SRM_SP_URL
        SRM_SP_DOCUMENT_TEMP.

        can you please give some brief idea on this.

        Thanks,
        Venkat

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        1. Former Member Post author
          Hello Venkat,
          Thanks alot for going through the blog. DPF is a functionality built using RM (Records Management) framework.

          The requirements mentioned and the providers are RM related, which I am not sure of.

          Please refer more documentation on RM for more details.

          Best Regards,
          Saujanya

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  2. Former Member

    Hi,

    I couldn’t find significant source of information regarding DPF customization.

    There is a nice article here:

    Digital Personnel Files in SAP HCM

    But there are still many issues without documentaion (adding new attributes, how 4 dedicated authorizations objects work, how to add new service providers to DPF etc).

    Do you have any significant info about DPF ?

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