2518360 - Document Management Service and the Manage Documents tool

Symptom

What is the Manage Documents feature?
How do I have access to this tool?
How to us the Manage Documents Tool
Can we delete documents on this view?
Can we delete documents from the "view company documents" quick action ?
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 ?

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

Point #1: What is the Manage Documents feature?

The Manage Documents feature helps to better manage documents uploaded by users to the SAP SuccessFactors
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

Point #2: How to provide access to Manage Documents

Grant this permission by following these steps:

Navigate to Admin Center
Go to "Manage Permission Roles"
Choose the role you wish to grant this to
Click "Permission" and navigate to the "Manage Documents" category

Point #3: Granting the categories required

Note: If you already enabled Manage Documents and still do not see it via Tool Search, ensure "Manage Document Categories" permissions are enabled in RBP (Admin Center > Manage Permissions Roles > Choose the role you wish to grant it to > Click "Permission" and navigate to the "Manage Documents Categories" category)

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.

Storage allocation.png

Point #4: Features

The Manage Documents screen in the Admin Center includes details about the quantities of used and available attachment storage space. Beyond the Used amount and the Total Allocation information, the new link to View more information displays the amounts for your tenant’s Base Allocation, Purchased Storage, and Out of Compliance Storage.

Total Allocation: Tenant Storage Space Allocated
Base Allocation: Default Tenant Storage Space Allocation for all tenants - 500 GB
Purchased Storage: Tenant Storage Space that you've purchased from SAP SuccessFactors.
Out of Compliance Storage: Tenant Storage Space exceeding the sum of Base Allocation and Purchased Storage. Users will NOT be prevented from uploading attachments in BizX, provided that you have out of compliance storage allocation set in your tenant (result of requesting storage increase in the past). however, this will be discussed by your CEE or Account Manager during renewals, and are subject to charges.

With the introduction of attachment storage limits on a tenant and the ability to purchase additional attachment storage space, as required for your business needs, it was necessary to provide a more detailed and convenient view of tenant’s attachment storage information. Soon, customers who will be requesting to increase their storage limit will need to purchase additional storage. Refer to KBA 2480068.

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.

Point #5: Role-Based Permission Prerequisites

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

User Permissions > General User Permission > Company Info Access > User Search
Administrator Permissions > Manage Document Categories.
User Permissions > Employee Data > View permission for the following fields:

First Name
Last Name
Status
User Name

Starting H2 2021 Release, it is possible to Export documents that aren’t associated with a document entity using the "Undefined" Document Entity type, which is available in the dropdown menu when requesting a new download:

Point #6: How to Use the Tool

Please refer to Document Management Admin Guide for complete details on how to use the Manage Documents tool

Point #7: 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 #8: What are the settings that can be configured related to limitations for attachments in BizX?

The following configuration is now available in Admin Center under Company System and Logo Settings in a new section called Document Attachment.

Attachment Storage Allocation: Default value set is 500 GB. This cannot be changed via UI. For additional storage requests, please reach out to your CSM, CEE or Account Manager.

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
Note: Admins who have access to Manage Documents receive a notification when threshold hits 75% of their total attachment storage allocation. When notification is turned on, the system runs a job to trigger the email reminder

Mass download of Attachments: This can be done my 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 20 simultaneous downloads in BizX, each limited to 5GB total file size per download. Check the Downloading Documents in Bulk. for more details on performing a mass download of attachments. Note: from H2 2021 Release you can schedule up to 50 GB Bulk download.
File Formats Supported (Note Digital Rights Management (DRM) file are supported ): doc, pdf, csv, htm, ppt, xls, gif, png, jpg, jpeg, html, rtf, bmp, xlsx, docx, pptx, txt, msg, .eml

FAQ (Frequently Asked Questions)

How are documents added to “others” categories?

Other Categories will appear for documents which have no pre-defined categories:

All the documents from SFSF modules that have no pre-defined categories registered with Document Management Service.
All the documents from MDF objects that have an attachment field but have not been configured with a custom document category.
Manage Documents shows top 10 break downs by space usage. The last item on this list will be a shown as a catch all tag called others.

How are documents added to “General” categories ?

General is a label that aggregates the general attachments that are defined by Recruiting on the Candidate Profile.
To find pre-defined categories list navigate to Manage Documents > Filter icon > Advanced Filters >Manage Document Categories link

How can I find complete list of pre-defined categories?

To find pre-defined categories list navigate to Manage Documents > Filter icon > Advanced Filters >Manage Document Categories link

I am only seeing 10 categories breakdown on Manage Document Page under storage?

This is expected. The listed breakdown on Manage Documents page under the storage bar is just the top 10 categories.

Can I rename files from Manage Documents?

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

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

At the present moment, it is not possible no increase the max file size of attachments, as this is a standard functionality.

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

From Document Management Service side, here are the below supported type , and its also based on application module specific

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"),

Note : As all File types are validated, hence Encrypted file’s can't be checked .

12. Difference between Person and User here under 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. Is it possible to get the URL's directly of all the documents that are in document center , Instead of searching for it in Manage Documents or Company Documents ?

No, there is no way to get the URL from Manage Documents. Customer would need to request static link from support if they want a public URL of all attachments : Hosting Files

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.

Please review the RBP Permission: ‘Manage Document Categories’ that allows the admin to control access to any of the predetermined document categories and to any of the custom document categories you create. Here is link on details: Manage Document Categories

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 attchments 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. As a par of 2H release, which New FileType is now supported in SAP Document Management ?

Document Management now supports the .eml file type. We're supporting the .eml file type for attachments , which save emails in this format. - New File Type for Emails Supported in SAP Document Management | SAP Help Portal

Currently, the .eml files are only supported when uploaded via SAP Document Management tool, not via Manage Document UI itself.

Keywords

sf, success factors, document, document management, manage documents, file, storage, storage allocation, attachment storage, attachment user limit, attachment max file size, document size, file size, monitor period, allocation notification, file format, file storage, how to enable, download document, upload document,encryption,encrypted,virus,antivirus,anti-virus,scan,multi,scanning, opentext, open text, integration, URL , document URL , Manage documents URL , eml file type , file , emails, .eml, , KBA , LOD-SF-PLT-DOC , Document Management , LOD-SF-EC , Employee Central , LOD-SF-PLT , Platform Foundational Capabilities , How To

Product

SAP SuccessFactors HCM Suite all versions

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