SAP Knowledge Base Article - Public

2157471 - Uploading Static Content and Generating a Public Link

Symptom

  • This KBA simplifies how attachments such as logos, images, and PDFs are hosted and shared, both across SAP SuccessFactors (for example, in branding, job postings, or compensation statements) and externally wherever publicly accessible content is required.
  • What are the requirements and information needed to host files?
  • FAQs

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.

Environment

SAP SuccessFactors HCM suite

Resolution

SuccessFactors has a built-in tool that can handle the upload/replace of static content to generate a public link called "Public Content Links". This tool will help in hosting static content without the need to submit a ticket to SAP Support. For more details, please access Public Links for Hosting Static Content - SAP Help Portal & 2H2025 - Introducing Public Content Links: Seamless Static Content Hosting in SuccessFactors

How does the file hosting process work?

  • Allows users to upload and manage publicly accessible content such as images, videos, and documents through the Admin Center.
  • The file will be available in a URL link provided in the tool.

What are the prerequisites for using the tool?

  • Role Based Permission Requirements: 
    • You have the following permissions under Administrator Permissions > Public Content Links:
      • Upload: Allows users to upload new content and generate public links.
      • Replace: Allows users to replace existing content by providing its public link.
      • Delete: Allow users to delete static content associated with a public link
  • Configuration Requirements: 
    • To access this feature, go to Admin Center > Public Content Links.
    • Email notifications must be enabled for the administrator uploading the file. If email is disabled, the public link appears only once in the confirmation dialog and can't be retrieved later. To ensure emails are enabled:
      • Go to Admin Center > Change User Email Notification and verify that Email Notification is enabled for the user.
      • Additionally, the user must enable the Settings (under their profile icon) > Notifications > Send emails to me setting.

Note: This feature isn't accessible when acting as a proxy. Only the logged-in user's own session allows access to the Public Content Links tool.

HOW TO UPLOAD:

1. Go to Admin Center > Public Content Links.
2. Select a File to upload.
3. Enter any description, if necessary.
4. Accept the terms and conditions to upload a file. 
5. Click Upload button. 

6. After uploading, the dialog box for the generated public link where the file can be accessed will be prompted. 

HOW TO REPLACE EXISTING CONTENT:

1. On the same tool, Public Content Links, do the same steps in uploading the new content and inputting description if necessary. 
2. Check the toggle for Replace Existing File if you want to replace any previously hosted content. 
3. Once the toggle is enabled, input the URL of your previously hosted content on the Existing File URL field.
4. Accept the terms and conditions to replace the file. 
5. Click the Upload button. 

LIMITATIONS:

  • If customers would like to replace existing files that were uploaded before 2H2025, please reach out to Support under the component LOD-SF-PLT-HOS.
  • If customers would like to delete files that were uploaded before 2H2025, please reach out to Support under the component LOD-SF-PLT-HOS.

Important highlight:

Be advised that your requested static content files are hosted in a public directory. Anyone with the content URL can access your files on the public internet. If you agree to host your content in a public directory, please add the following note to your case:

For Sovereign Cloud customers: The files are delivered via Akamai content delivery network and are possibly stored outside of sovereign regions. 

  • "[Customer Name] consents to having its static content files hosted in a Public Directory”.

Sovereign Cloud Customer:

  • "[Customer Name] consents to having its static content files hosted in a Public Directory, on a third party platform that is not within the SAP Sovereign Cloud environment.  Data hosted outside of the SAP Sovereign Cloud environment are not warranted to meet the SAP's Sovereignty and Security controls. 

FILE REQUIREMENTS:

  • Avoid using non-English characters in the file name.
  • Do not use special characters in the file name with the exception of underscore "_" and hyphen "-".
  • When attaching files to the case, please remove all spaces from the file title.
    • Incorrect: example file.txt
    • Correct: example_file.txt

The allowed file types are:

  • mp4 (up to 100 MB)
  • jpg/jpeg/png (up to 1 MB)
  • pdf/doc/docx/ppt/pptx/csv/xls/xlsx (up to 10 MB)

Note: Currently, only the supported formats are accepted. Any other format, such as HTML, is not supported.

FAQs:

  • Can we upload multiple content in one upload using this tool? - Currently, the tool does not support bulk uploads. Each file must be uploaded one at a time.
  • Will file hosting via SAP Support be discontinued upon introduction of this tool? - Yes. Apart from with certain limitations that are mentioned above.
  • Can we purge/delete previously hosted content? - The current tool does not provide any capabilities of deleting the hosted file. Please ensure to read the terms and conditions and avoid uploading content with sensitive, confidential, and Personally Identifiable Information (PII). The content of the file to be uploaded is customer's responsibility to check. As a workaround, customers can replace with a new file or a dummy file. 
  • Do we have a list of all the public links that were generated for our uploaded static content? - No, we currently do not have any list/table of previously uploaded content.  
  • Can we restrict the access of the URL to logged in users? - No, the file being hosted will be uploaded on a public directory and can be accessed by anyone with the link. 
  • What if the file we want to upload does not meet the requirement or exceeds the allotted size? - We cannot support the hosting of files that do not meet the restrictions, either through the tool or otherwise.
  • Can we use the URL generated on an instance on another instance? Yes, once the file is uploaded in one instance, it can be used in another instance owned by the same customer.
  • What is the file URL structure? Why do hosted file URLs contain a random-looking string? The URL structure has a segment preceding the file name in the URL (for example, /8ed*************c29/) which is a randomly generated UUID.
    This identifier is used to distinguish files with identical names within the same company, ensuring each uploaded file is uniquely identified.
    This design prevents naming conflicts in shared storage and supports secure and scalable file management.
  • Will the URLs be affected/overwritten when performing an instance refresh? - No, the URLs themselves will remain functional and intact regardless of the refresh, since the images are hosted a separate public directory. Meaning there will be no need to redo the hosting setup following the refresh. This ensures that the process remains seamless without requiring additional hosting adjustments. However, the configuration inside your target instance will be replaced by the source instance. If you wish to keep certain layout/display setup, you might need to perform some readjustments post-refresh for it.

    

Note: The tool will be continuously improved, you can click the Star icon on this KBA to mark this as Favorite and be updated with future updates on the Public Content Links tool. 

See Also

Keywords

SF, successfactors, Bix Z, FTP, Document Hosting, Performance Manager Links, Host Image, Upload Image, file, filehosting,convert image into URL,jenkins, file hosting in jenkings, jepg, png, docx, ppt, pdf, excel, file format, format, Static File hosting, Public Files, SFTP Files, html, 2825834, url structure, segment 

 
, KBA , LOD-SF-PLT-HOS , Static File Hosting , LOD-SF-PLT , Platform Foundational Capabilities , How To

Product

SAP SuccessFactors HCM Suite all versions