2518360 - Document Management Service and the Manage Documents tool - SAP SuccessFactors

• What is the Manage Documents feature?
• How do I have access to this tool?
• How to use the Manage Documents Tool
• Can we delete documents on this view?
• What are the settings that can be configured?
• How to download the document?
• How to upload the document?
• Are documents uploaded in SuccessFactors encrypted?
• Can I use third party storage vendors along with SuccessFactors?
• How to get the Manage Documents URL?
• What documents falls under each category?
• FAQ (Frequently Asked Questions)

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

SAP SuccessFactors HCM Suite

Summary of the content you will find in this document: 

1. What is the Manage documents Feature?
2. How to provide access to Manage Documents
3. Granting the categories required
4. Features
5. How to Use the Tool
6. Can we delete documents on this view?
7. What are the settings that can be configured related to limitations for attachments in BizX?
8. What documents fall under each category?
9. FAQ (Frequently Asked Questions)

Point #1: What is the Manage documents Feature?

• The Manage Documents feature helps to better manage documents uploaded by users or generated by processes to the SAP SuccessFactors
• Admin Users can search, and download documents that are relevant to your SAP SuccessFactors solutions, such as SAP SuccessFactors Employee Central, SAP SuccessFactors Recruiting or SAP SuccessFactors Performance and Goals
• All attachments are stored in the Manage Documents page

Note: These attachments are subjected to the storage limits set up in the Admin Center or in the back-end system. 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 Admin Center > Company System and Logo Settings > Document Attachment section.

Point #2: How to provide access to Manage Documents

To manage documents, the following role-based permissions (RBP) are required:

• User Permissions > General User Permission > Company Info Access > User Search (note that the user being searched in Uploaded by / Document Owner needs to be in the Target Population so you can search / view the document associated to them).
• Administrator Permissions > Manage Document Categories (see Point 3).
• User Permissions > Employee Data > View permission for the following fields:
  • First Name
  • Last Name
  • Status
  • User Name

Point #3: Granting the categories required

Go to Admin Center > Manage Permissions Roles > Choose the role > Click "Permission" and navigate to the "Manage Documents Categories" category. You can grant access to all Document Categories as well as selected Document Categories.

Point #4: Features

The Manage Documents screen in the Admin Center includes details about the quantities of used and available attachment storage space, in Manage Documents > Document Storage.

In this view, you can check the following:

• Base allocation and purchased storage are shown in light blue.
  
  

• Out-of-compliance storage is highlighted with dark blue stripes.

• As soon as the allocated storage limit is reached, the system rejects all new uploads. This can lead to business-critical situations. It is recommended to monitor the storage usage frequently and let the system send alerts in case the storage consumption reaches a defined threshold. This gives you enough time to connect with your Account Manager or CEE to purchase additional storage.

• If a business-critical situation already appears SAP can grant extra “out-of-compliance” storage on emergency basis. How to apply for “out-of-compliance” storage is described in KBA 2480068. 

  • If out-of-compliance” storage is allocated to your system users are unlocked uploading new attachments. 

  • Out-of-compliance” storage is subject to charge. Connect with your Account Manager or CEE to file the purchase order. 

  • If out-of-compliance” storage is allocated to your system a warning icon appears next to the bar. When you point to or select the icon, a message appears indicating that your storage is out of compliance with the allocated quota

• The Manage Documents attachment storage does not include attachments for SAP SuccessFactors Learning, Onboarding 1.0, or Employee Central Payroll.

Customers who will be requesting to increase their storage limit will need to purchase additional storage. Refer to KBA 2480068.

• When viewing Manage Documents, the amount of storage being used by attachments is listed by category.
• Also included are details about the quantities of used and available attachment storage space.

Point #5: How to Use the Tool

Please refer to Implementing Document Management and Attachment Storage for complete details on how to use the Manage Documents tool

Point #6: Can we delete documents on this view?

• The delete option is only applicable for attachments directly uploaded in this page.
• In SuccessFactors, by design, we do not provide a setting to to manually select a list of documents from a specific module for a mass removal. By design, we provide the data retention management feature, so you need to configure a purge retention period and the deletion will be done automatically after the retention period setup. 
• The only way you can delete attachment in this view can be done by any of the following options below.
  • You can navigate to the module page where the attachment was uploaded and delete/remove it from there.
  • You can also opt to use the Auto Data Purge option which allows auto purging of attachments in BizX, depending on the retention time set. More details can be found on this section of the admin guide.
•  If an attachment was deleted or removed directly from the module page where it was uploaded and is still visible under Manage Documents page, this means that the module attachment is using "soft deletion". To improve consistency across all module attachments in BizX, we are targeting to enhance this in the future releases.  
  Note: For Employee Profile, this enhancement has already been implemented.

Note : In order to delete documents from manage document, this permission is mandatory. Admin Center > Manage Permissions Roles > Manage Integration Tools -> OData API Attachment Import

Point #7: What are the settings that can be configured related to limitations for attachments in BizX?

The following configuration is available in Admin Center > Company System and Logo Settings > Document Attachments. You may also refer to this guide Configuring Document Attachment Settings | SAP Help Portal

Note: These settings apply only if SAP SuccessFactors is used for attachment storage. If a third-party storage vendor (such as OpenText) is used, attachment settings must be configured in the third-party application.

• Attachment Storage Allocation: By default, each tenant is allocated 500 GB of attachment storage. This value is read-only in the UI. . For additional storage requests, please reach out to your CSM, CEE or Account Manager, as described on KBA 2480068. Make sure to monitor the storage allocation for your tenant through Manage Documents feature.
  

• 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 and it is not possible to increase the max file size at this moment. It is not designed for video and audio files
  Note 2: The software has a maximum size limit of 10,000KB, which is equivalent to 9.765625MB. However, the system is currently rounding it up to 10MB.

• Attachment Limit Notification Monitor Period: 1 day, 3 days, 7 days, Never. 
  By default this is set to 7 days. This determines how frequently the monitoring job checks attachment storage usage.
  
  
• Start sending alerts when the storage usage reaches the following percentage of the total allocation: Admin users can specifies the storage utilization threshold that triggers notification emails. For example, if the threshold is set to 75% and the tenant has 500 GB of storage, notifications begin when storage usage reaches 375 GB. This threshold percentage dropdown has a range of options. 
  
  Note: Notifications are sent to users with the Administrator Permissions > Manage Document Categories > Document Category Access > All permission. Proxy users are included. Users with other administrative permissions will not receive these emails.
                                                                                                                                                                                                                         
• Define users who should be excluded from the attachment user limit: Excludes users from the attachment user limit based on the SAP SuccessFactors username entered (username separated by semicolon). Please note that these users will have the user limit set to "No Limit".
  
  
• Additional Recipient List for Attachment Storage Alerts: Allows recipients to receive attachment storage notifications (maximum 5 recipients separated by semicolon).
  
  
• Recipient List for Attachment Virus Scan Alerts: Allows recipients to receive attachment virus scan notifications via email (maximum 5 recipients separated by semicolon).

 Point #8: What documents fall under each category?

FAQ (Frequently Asked Questions)

1. How are documents added to “Uncategorized” category?

Uncategorized Category will appear for documents which have no document category assigned:

• All the documents from SFSF modules that have no pre-defined category registered with Document Management Service.
• All the documents from MDF objects that have a custom attachment field, but have not been configured with a custom document category.
  • To know more about this and how to configure custom documents categories for attachments of Custom MDF Objects, refer to KBA 3332895 - Filtering custom MDF attachments by Categories in Manage Documents.
    

2. How are documents added to “General” category?

General is a label that aggregates the general attachments that are defined by Recruiting on the Candidate Profile.

3. How can I find complete list of pre-defined category?

To find pre-defined categories list navigate to Manage Documents > Document Categories.

4. What are the file formats supported?

List of some supported file types: doc, pdf, csv, htm, ppt, xls, gif, png, jpg, jpeg, html, rtf, bmp, xlsx, docx, pptx, txt, msg, .eml, and more.
To find the full list of supported file types, Go to Manage Documents > Documents > Filter Section to see all supported file types.

5. Can I rename files from Manage Documents?

No, it is not possible to rename files under Manage documents.

6. Are files stored in SuccessFactors Document Management Service encrypted?

Attachments uploaded in SuccessFactors Document Management Service are encrypted at storage.

This applies to SuccessFactors tenants not using third party document management system, like OpenText. For encryption related queries with third party document storage, please reach out to the corresponding support team.

7. Do files uploaded to SuccessFactors Document Management Service go through any anti virus scan?

Yes, virus scan is performed by default on all attachment uploads is SuccessFactors. With the "Multi Scanning" feature enabled, some additional scans are added on top of the default.

8. Which are Third Party Cloud Storage Vendors supported?

         SAP SuccessFactors supports integration with the following third party for document management: OpenText

9. Can I use third party vendors and SuccessFactors to storage my documents?

No, once you opt to use vendors such as OpenText, all the documents will be storage in it. You cannot choose where which kind of document will be storaged. Please also note that once the migration of attachments to OpenText is initiated and the integration is enabled, it cannot be rolled back. For more details refer to the Integrating SAP SuccessFactors with OpenText guide. 

10. It is possible to increase the Max File Size of a single attachment?

         At the present moment, customers can choose between 5MB and 10MB max file size. Document uploads larger 10MB are not supported.

11. What are the mime types /file types supported? 

The supported document types depend on the application and may vary between different UIs. The following document types are supported by the framework, but this list might increase each release.

DOC(2, "application/ms-word", "doc"),
PDF(3, "application/pdf", "pdf"),
CSV(4, "text/csv", "csv"),
HTM(5, "text/html", "htm"),
PPT(6, "application/vnd.ms-powerpoint", "ppt"),
XLS(7, "application/vnd.ms-excel", "xls"),
GIF(8, "image/gif", "gif"),
PNG(9, "image/png", "png"),
JPG(10, "image/jpeg", "jpg"),
JPEG(11, "image/jpeg", "jpeg"),
HTML(12, "text/html", "html"),
RTF(13, "text/rtf", "rtf"),
BMP(14, "image/bmp", "bmp"),
XLSX(15, "application/vnd.openxmlformats-officedocument.spreadsheetml", "xlsx"),
DOCX(16, "application/vnd.openxmlformats-officedocument.wordprocessingml", "docx"),
PPTX(17, "application/vnd.openxmlformats-officedocument.presentationml", "pptx"),
TXT(18, "text/plain", "txt"),
XML(19,"text/xml","xml"),
MSG(20,"application/x-msg","msg"),
DOCM(21, "application/vnd.openxmlformats-officedocument.wordprocessingml", "docm"),
TIF(22, "image/tiff", "tif"),

12. Difference between Person and User document owner:

Person and User are similar entity types relating to one employee. Person is a record of the employee’s non-employment related functions, whereas User is a record of the employee’s employee-related functions (for example, there’s a National ID Information document category that’s tied to a Person, but a Work Permit document category that is tied to a User).

13. How can I generate URLs for documents to use the URLs publicly?

You can now generate the URL for the documents as per 2157471 - Uploading Static Content and Generating a Public Link - SAP for Me

14. Will the RBP respected for documents view. For example, our expectation is admin of one legal entity/ company should not be able to see documents uploaded by other company user. Please let us know if that is feasible.

This is not supported for the Manage Documents view.

15. If employee delete documents on EC level, would it be deleted on manage documents too?

Yes, Modules control the attachment life cycle. If an attachment is deleted in EC – it should also be deleted in Manage Documents.

16. Can we create custom categories to filter the documents to view.

Yes, Customer can create custom categories. Our Manage Document tool does have filtering on how to view based on document category. Here are details on how to do so Creating Custom Document Category

17. Does the attachments will impact the performance of the instance?

There will be no impact on system performance until the storage threshold is exceeded in the system.

18. Is it expected to see documents in Manage Documents after migration to Open Text?

It is expected that all documents are still visible in Manage Documents.

The list in manage Documents will still show all the documents, as the metadata of the documents is stored. However the document content is stored only in OpenText.
This means if a document link is selected in SuccessFactors (in any application or in Manage Documents), the document content will be fetched from the OpenText storage.

Documents directly uploaded to Open Text will not show in Manage Documents.

19. Is there any way to export the list of documents in manage documents ?

This is available from 2H 2025 release - Exporting Filtered Document Lists

20. When editing a block in SuccessFactors People Profile, the block for including attachments take up too much space on the screen. Is there a way to reduce the block?

Currently, there is no option to adjust the screen space taken by the attachment block in SuccessFactors People Profile. This issue is recognized as a potential enhancement to the system

Please refer to the KBA for more information 2712559 - Reduce Attachment Block Size 

21. Can I do a mass download of documents in Manage Documents?

Mass download of Attachments: This can be done by selecting multiple files from the Manage Document page and clicking on the Download button. Using the feature, you can perform a bulk download to your SFTP.

The feature only allows a maximum of limited to 50GB total file size per download, 20 simultaneous downloads in BizX and 10 concurrent downloads requests per user. Check the Downloading Documents in Bulk guide for more details on performing a mass download of attachments. 

This is not included in the Manage Documents page, but Change Audit, Read Audit and Read Audit are available. Please refer to the Data Protection and Privacy in SAP SuccessFactors guide for more details. 

The bulk download for attachments feature includes three additional filters, which provide more granularity for extracting documents pertaining to a particular Division, Department, or Location. 

• KBA 2088094 - Document Attachment storage limit notification
• KBA 2480068 - How can I request for additional storage?
• KBA 2460129 - Error: The file size exceeds the maximum file size limit - BizX
• KBA 3332895 - Filtering custom MDF attachments by Categories in Manage Documents
• KBA 3383407 - Changing the Configure Document Management from OpenText to SuccessFactors
• KBA 2712559 - Reduce Attachment Block Size
• Help Portal - Viewing All Documents as an Administrator
• Help Portal - Using Document Management
• Help Portal - New File Type for Emails Supported in SAP Document Management 
• Help Portal - New Document Category for Time Sheet Change Audit Report in Document Management
• Help Portal - Pre-Defined Document Categories
• Help Portal - Exporting Filtered Document Lists

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