SuccessFactors Document Management with Box

As enterprises modernize their HR processes to improve productivity and ease of use, and invest in compliance to best practices, HR document management is coming into spotlight.

Having HR related documents organized in a secure electronic repository allows users to quickly search and find documents they are authorized to access, track changes to them, and conveniently view digital documents. Using an enterprise document management system helps HR shared services administrators address support requests effectively, as well as enables managers and employees self-service access documents based on configured permissions. Enterprise content management products also deliver advanced features such as retention management based on local compliance policies, and audit reports on who accessed which document.

SAP SuccessFactors’ HR document management with Box is now available in beta. With this feature, documents attached to SuccessFactors application workflows and pages are saved in folders within Box. When new documents are uploaded, or subsequently edited or deleted, they are reflected in real time in Box. HR processes involve different types of documents, majority of which are associated with an individual e.g. an employee user. Documents associated with a user are stored in folders identified with the user.

Box preview allows viewing documents within SuccessFactors pages. Users don’t need to download documents to their devices to view.

Configuring the integration with Box is fairly straightforward. An administrative user needs to enter your company’s Box account credentials in Configure Document Management page within Admin Center.

An enhancement we are working on is to make metadata associated with documents available in Box to support more flexible organization and search of documents within Box. Authorized administrators with access to enterprise Box accounts will be able to manage employee documents in one place and grant access to other admins.