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Author's profile photo Parul Luthra

Manage Documents Feature

SuccessFactors employee work-life events involve generating different types of documents and how we can manage those documents are explained below.

We now add and store additional information such as document category and the respective user or person data when uploading attachments for EC HRIS objects (Personal Information, Person Relationships, Person Information, National ID, Home Address, Work Permit, and Job Information).

This enhancement enables you to filter by document category within Manage Documents and allows you to improve the integration with your document management system. This is a universal feature since we implemented predefined document categories.

Before: It was not possible to distinguish EC attachments from any other attachment

After: Now you can not only identify which EC Element the file is attached to, you can also filter on the elements with the Advanced Filter options.

Detailed Explanation of the feature below.

What is the Manage Documents feature?

Manage Documents feature helps you better manage documents uploaded by users to the SAP SuccessFactors HCM Suite. Users can search, and download documents that are relevant to your SAP SuccessFactors solutions, such as SAP SuccessFactors Employee Central or SAP SuccessFactors Performance and Goals. Note that these attachments are subjected to the storage limits set up in the Admin Center or in the back-end system.  Please see below the settings that are configurable for your Document Attachment Storage setting.

Manage Documents Configuration is now available as a self-service tool in the Admin Center.

  • Enable the Attachment Manager

How do I have access to this tool?

In order for you to access the Manage Document page, you need to have the “Manage Documents” permission set for your user. Manage Documents is the option to be used in the Admin Center.

You can grant this permission by following these steps:

    1. Navigate to Admin Center
    2. Go to “Manage Permission Roles”
    3. Choose the role you wish to grant this to
    4. Click “Permission” and navigate to the “Manage Documents” category
    5. Grant the “Manage Documents” permission. How to Use the Tool:
      1. Select the document;
      2. Click the arrow symbol on the right-hand side to export and download the document;
      3. Click the funnel icon to filter the options for the file type, status,  and file size;
      4. Click the eye symbol to sort the files into descending and ascending orders and group files based on criteria available, for example, File Name, File Size, File Type, User ID, Last Modified, User Name, First Name, and Last Name. Can we delete documents on this view? There is no way to delete any attachment from this view. The only way you can delete attachment showing in the view is by going to the view/form where you uploaded the attachment and delete it from there. What are the settings that can be configured? The following configuration is now available in Admin Center under Company and Logo Settings in a new section called “Document Attachment”.
        • Attachment Storage Allocation: 1GB, 2GB, 5GB, 10GB, 50GB, 100GB;
          Note: Please contact SAP Cloud Product Support to have the storage limit increased beyond the options available via an Operations script. New instances will have a default of 10GB storage upon creation.
        • Attachment User Limit: No limit, 5MB, 10MB, 20MB, 50MB, 100 MB;
        • Attachment Max File Size: 5MB and 10MB;
          NOTE: This is the maximum file size that can be uploaded. It is not designed for video and audio files.
        • Attachment Limit Notification Monitor Period: 1 day, 3 days, 7 days, Never;
          NOTE: Admins who have access to Manage Documents receive a notification when threshold hits 75% of their total attachment storage allocation. When a notification is turned on, the system runs a job to trigger the e-mail reminder.
        • Retention Period for Purging Deleted Attachments: 30 days, 90 days, 180 days, 365 days. This is a new feature wherein the system has a capability to automatically remove deleted documents based on the time duration selected. This will help free up instance storage limit without the manual intervention of an admin by manual permanent deletion.
          NOTE: This applies to attachments on the Live Profile Import Job. Other module attachment deletion retention/mechanism must be confirmed by the respective module.
        • File Formats Supported: doc, pdf, csv, htm, ppt, xls, gif, png, jpg, jpeg, html, rtf, bmp, xlsx, docx, pptx, txt, & msg.

      For information in regards to Document Management kindly refer below link.

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      Author's profile photo Bianca Caraneant
      Bianca Caraneant

      Hi Parul. Do you know by any chance if you'd know if there is a better way to filter documents withing Manage Documents? Since filtering after name for example is quite difficult since this option is case sensitive.

      Thank you!