Home Orlando HR Service Delivery HR Service Delivery Employee Document Management Activate Employee Document Management

Activate Employee Document Management

The Orlando release is no longer supported. As such, the product documentation and release notes are provided for informational purposes only, and will not be updated.

Activate Employee Document Management

You can activate the Employee Document Management [com.sn_employee_document_management] plugin with the admin role. This plugin includes demo data and activates related plugins if they are not already active.

Before you begin

Role required: admin

Procedure

Navigate to System Applications > All Available Applications > All.
Find the plugin using the filter criteria and search bar.

You can search for the plugin by its name or ID. If you cannot find a plugin, you may have to request it from ServiceNow personnel. To request a plugin, follow the steps in Request a plugin.
Click Install, and then in the Activate Plugin dialog box, click Activate.

Note: When domain separation and delegated admin are enabled in an instance, the administrative user must be in the global domain. Otherwise they will receive the following error: Application installation is unavailable because another operation is running: Plugin Activation for <plugin name>.

Request employee document management bulk uploads

The Employee Document Management Bulk Uploads requires separate subscriptions to the Orchestration [com.snc.runbook_automation] and ServiceNow IntegrationHub Installer [com.glide.hub.integrations] plugins. These plugins must be activated by ServiceNow personnel.

Before you begin

Role required: admin

About this task

There is demo data available that provides configuration examples of a local directory and third-party, cloud-based document repositories. These examples help you to configure Employee Document Management bulk uploads with your own internal document repository.

To view the demo data, you must activate the Orchestration [com.snc.runbook_automation] and ServiceNow IntegrationHub Installer [com.glide.hub.integrations] plugins first.

The Employee Document Management [com.sn_hr_employee_document_management] plugin must be activated last.

Table 1. Plugins for Employee Document Management Bulk Uploads
Plugin	Description
Orchestration [com.snc.runbook_automation]	Required for bulk imports from local drives.
ServiceNow IntegrationHub Installer [com.glide.hub.integrations]	Required for bulk imports from third-party, cloud-based document repositories.

To purchase a subscription, contact your ServiceNow account manager. The account manager can arrange to have the plugin activated on your organization's production and subproduction instances, generally within a few days.

If you don't have an account manager, decide to delay activation after purchase, or want to evaluate the product on a subproduction instance without charge, follow these steps.

Procedure

Navigate to System Applications > All Available Applications > All.
On the All Applications page, click Request Plugin to open the request form on HI.
On HI, select to be redirected to the HI Service Portal Service Catalog.

On the Activate Plugin request form, fill in the fields.


Field	Description
Target Instance	Instance on which to activate the plugin.
Plugin Name	Name of the plugin to activate.
Specify the date and time you would like this plugin to be enabled	The date and time must be at least two business days from the current time. Note: Plugins are activated in two batches each business day in the Pacific time zone, once in the morning and once in the evening. If the plugin must be activated at a specific time, enter the request in the Reason/Comments field.
Reason/Comments	Information that would be helpful for the ServiceNow personnel who are activating the plugin. For example, if you need the plugin activated at a specific time instead of during one of the default activation windows, specify it in the comments.

Click Submit.

Components installed with Employee Document Management

Several types of components install with the activation of the Employee Document Management [com.sn_employee_document_management] plugin, including tables, user roles, and scheduled jobs.

Note: The Application Files table lists the components installed with this application. For instructions on how to access this table, see Find components installed with an application.

Demo data is available for this feature.

Note: The Employee Document Management [com.sn_employee_document_management] plugin activates the sn_hr_ef.min_admin_count system property [sys_properties.list]. This property prevents you from deleting your only Employee Document Management admin user by requiring a minimum number (default is two) of active users with this role.

Roles installed


Role title [name]	Description	Contains roles
EF admin [sn_hr_ef.admin]	Has full control over the Employee Document Management application. Can: Access Employee Document Management. Assign Employee Document Management roles. Search and read employee documents. Create and update employee documents. Manage administration of employee documents. Can create, read, and write to the following tables: Retention Period [sn_hr_ef_retention_period] Retention Policy [sn_hr_ef_retention_policy] Security Policy [sn_hr_ef_security_policy] Document Type [sn_hr_ef_document_type] Manage legal holds on profiles and document types. Note: Contains the HR basic [sn_hr_core.basic] role that contains the HR profile writer [sn_hr_core.profile_writer] role. Administer the Employee Documents Properties. Configure and administer Employee Document Management Bulk Imports.	Employee Document Management Reader [sn_hr_ef.document_reader] Employee Document Management Writer [sn_hr_ef.document_writer] Employee Document Management Legal Hold Writer [sn_hr_ef.legal_hold_writer] Employee Document Management Manager [sn_hr_ef.manager] HR basic [sn_hr_core.basic] sn_hr_ef.document_import
Employee Document Management Reader [sn_hr_ef.document_reader]	Can: Access Employee Document Management. Search and read employee documents. Note: Add this role to the Read access tab on the security policy of the employee document. See Add or modify document security policies.	None
Employee Document Management Writer [sn_hr_ef.document_writer]	Can: Access Employee Document Management. Search and read employee documents. Create and update employee documents. Note: Add this role to the Write access tab on the security policy of the employee document. See Add or modify document security policies.	Employee Document Management Reader [sn_hr_ef.document_reader]
Employee Document Management Legal Hold Writer [sn_hr_ef.legal_hold_writer]	Can: Access Legal Holds to view employee documents on legal hold. Manage legal holds on HR profiles. Note: Requires the HR profile writer [sn_hr_core.profile_writer] role. HR profile writer can also create and search for employee documents. Cannot manage legal holds on document types unless combined with the Employee Document Management Manager [sn_hr_ef.manager] role.	None
Employee Document Management Manager [sn_hr_ef.manager]	Can: Access Employee Document Management. Search and read employee documents. Create and update employee documents. Manage administration of employee documents. Can create, read, and write to the following tables: Retention Period [sn_hr_ef_retention_period] Retention Policy [sn_hr_ef_retention_policy] Security Policy [sn_hr_ef_security_policy] Document Type [sn_hr_ef_document_type] Note: All default security policies with the base system are part of the sn_hr_ef.manager role by default. Provides both read and write capabilities. No roles are automatically part of new security policies. Add or remove legal holds on profiles and document types. Note: Requires the HR profile writer [sn_hr_core.profile_writer] role with the Employee File Management Legal Hold Writer [sn_hr_ef.legal_hold_writer] role to place HR profiles on legal hold.	Employee Document Management Reader [sn_hr_ef.document_reader] Employee Document Management Writer [sn_hr_ef.document_writer] Employee Document Management Legal Hold Writer [sn_hr_ef.legal_hold_writer]
Document Import [sn_hr_ef.document_import]	Grants access to the Employee Document Management Bulk Import Employee Document Staging [sn_hr_ef_import_staging] table and process flow.	None

Scheduled jobs installed


Scheduled job	Description
Clean up inactive employee documents	Deletes uploaded but not submitted employee documents.
EF Bulk Import from Staging - Hourly	Processes up to 100 import staging records in the Ready state. It runs the capture step to upload the attachments and create an employee document. This job picks up 100 records per configuration. This job picks up the oldest configurations first regardless of the number of associated staging records. For example: Configuration A has only one staging record created on 11/01/2018 at 8:00 AM. Configuration B has 99 staging records created on 11/01/2018 at 8:05 AM. Configuration A runs first and Configuration B runs in an hour.
Purge employee documents	This job purges employee documents flagged as eligible for purging.
Purge Notification Daily Job	Determines what documents require notification or authorization to purge based on security policy. This job sends an email with a link to the list of documents to all members of the group assigned.
Refresh Purge Dates for Employee Documents	This job ensures that any employee documents that have a changed retention period since the last run does not purge a document. This scheduled job works with the sn_hr_ef.purge_stride_length property to determine which employee documents for a user [sys_user] record get purge dates recalculated.

Note: The Employee Document Management scheduled jobs run daily by default. To change when a scheduled job runs, see Default schedules.

Tables installed


Table	Description
Attachment Tracking [sn_hr_ef_attachment_tracking]	Tracks copied attachments for purging. Also used to for attachments that get copied to an HR case from an HR task.
Document Type [sn_hr_ef_document_type]	Records about employee document categorization, access, retention policy, and legal holds.
Employee Document [sn_hr_ef_employee_document]	Records about an employee document, document type, purge hold, purge date, employee, tags, size, format, creation date, and created by.
Employee Document Staging sn_hr_ef_import_staging	Contains information on employee documents from your source repository. This information maps to elements required for import to Employee Document Management.
Legal Hold [sn_hr_ef_legal_hold]	Records about legal hold placed on either a document type or HR profile.
Purge Log [sn_hr_ef_purge_log]	Configurable by the Employee Documents Properties. Determines what fields appear on the purge logs.
Retention Period [sn_hr_ef_retention_period]	Records about retention periods including date offset type, units, and quantity.
Retention Policy [sn_hr_ef_retention_policy]	Records about retention policies including conditions the policy applies to, retention period, and created by.
Security Policy [sn_hr_ef_security_policy]	Records about security policies including COE, purge authorization, groups, roles, and created by.
Document Type Security Policy [sn_hr_ef_m2m_doc_type_sec_policy]	Associates security policies to a document type.

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Release version

Activate Employee Document Management

The Orlando release is no longer supported. As such, the product documentation and release notes are provided for informational purposes only, and will not be updated.

Activate Employee Document Management

Before you begin

Role required: admin

Procedure

Navigate to System Applications > All Available Applications > All.
Find the plugin using the filter criteria and search bar.

You can search for the plugin by its name or ID. If you cannot find a plugin, you may have to request it from ServiceNow personnel. To request a plugin, follow the steps in Request a plugin.
Click Install, and then in the Activate Plugin dialog box, click Activate.

Note: When domain separation and delegated admin are enabled in an instance, the administrative user must be in the global domain. Otherwise they will receive the following error: Application installation is unavailable because another operation is running: Plugin Activation for <plugin name>.

Request employee document management bulk uploads

Before you begin

Role required: admin

About this task

To view the demo data, you must activate the Orchestration [com.snc.runbook_automation] and ServiceNow IntegrationHub Installer [com.glide.hub.integrations] plugins first.

The Employee Document Management [com.sn_hr_employee_document_management] plugin must be activated last.

Table 1. Plugins for Employee Document Management Bulk Uploads
Plugin	Description
Orchestration [com.snc.runbook_automation]	Required for bulk imports from local drives.
ServiceNow IntegrationHub Installer [com.glide.hub.integrations]	Required for bulk imports from third-party, cloud-based document repositories.

If you don't have an account manager, decide to delay activation after purchase, or want to evaluate the product on a subproduction instance without charge, follow these steps.

Procedure

Navigate to System Applications > All Available Applications > All.
On the All Applications page, click Request Plugin to open the request form on HI.
On HI, select to be redirected to the HI Service Portal Service Catalog.

On the Activate Plugin request form, fill in the fields.


Field	Description
Target Instance	Instance on which to activate the plugin.
Plugin Name	Name of the plugin to activate.
Specify the date and time you would like this plugin to be enabled	The date and time must be at least two business days from the current time. Note: Plugins are activated in two batches each business day in the Pacific time zone, once in the morning and once in the evening. If the plugin must be activated at a specific time, enter the request in the Reason/Comments field.
Reason/Comments	Information that would be helpful for the ServiceNow personnel who are activating the plugin. For example, if you need the plugin activated at a specific time instead of during one of the default activation windows, specify it in the comments.

Click Submit.

Components installed with Employee Document Management

Several types of components install with the activation of the Employee Document Management [com.sn_employee_document_management] plugin, including tables, user roles, and scheduled jobs.

Note: The Application Files table lists the components installed with this application. For instructions on how to access this table, see Find components installed with an application.

Demo data is available for this feature.

Roles installed


Role title [name]	Description	Contains roles
EF admin [sn_hr_ef.admin]	Has full control over the Employee Document Management application. Can: Access Employee Document Management. Assign Employee Document Management roles. Search and read employee documents. Create and update employee documents. Manage administration of employee documents. Can create, read, and write to the following tables: Retention Period [sn_hr_ef_retention_period] Retention Policy [sn_hr_ef_retention_policy] Security Policy [sn_hr_ef_security_policy] Document Type [sn_hr_ef_document_type] Manage legal holds on profiles and document types. Note: Contains the HR basic [sn_hr_core.basic] role that contains the HR profile writer [sn_hr_core.profile_writer] role. Administer the Employee Documents Properties. Configure and administer Employee Document Management Bulk Imports.	Employee Document Management Reader [sn_hr_ef.document_reader] Employee Document Management Writer [sn_hr_ef.document_writer] Employee Document Management Legal Hold Writer [sn_hr_ef.legal_hold_writer] Employee Document Management Manager [sn_hr_ef.manager] HR basic [sn_hr_core.basic] sn_hr_ef.document_import
Employee Document Management Reader [sn_hr_ef.document_reader]	Can: Access Employee Document Management. Search and read employee documents. Note: Add this role to the Read access tab on the security policy of the employee document. See Add or modify document security policies.	None
Employee Document Management Writer [sn_hr_ef.document_writer]	Can: Access Employee Document Management. Search and read employee documents. Create and update employee documents. Note: Add this role to the Write access tab on the security policy of the employee document. See Add or modify document security policies.	Employee Document Management Reader [sn_hr_ef.document_reader]
Employee Document Management Legal Hold Writer [sn_hr_ef.legal_hold_writer]	Can: Access Legal Holds to view employee documents on legal hold. Manage legal holds on HR profiles. Note: Requires the HR profile writer [sn_hr_core.profile_writer] role. HR profile writer can also create and search for employee documents. Cannot manage legal holds on document types unless combined with the Employee Document Management Manager [sn_hr_ef.manager] role.	None
Employee Document Management Manager [sn_hr_ef.manager]	Can: Access Employee Document Management. Search and read employee documents. Create and update employee documents. Manage administration of employee documents. Can create, read, and write to the following tables: Retention Period [sn_hr_ef_retention_period] Retention Policy [sn_hr_ef_retention_policy] Security Policy [sn_hr_ef_security_policy] Document Type [sn_hr_ef_document_type] Note: All default security policies with the base system are part of the sn_hr_ef.manager role by default. Provides both read and write capabilities. No roles are automatically part of new security policies. Add or remove legal holds on profiles and document types. Note: Requires the HR profile writer [sn_hr_core.profile_writer] role with the Employee File Management Legal Hold Writer [sn_hr_ef.legal_hold_writer] role to place HR profiles on legal hold.	Employee Document Management Reader [sn_hr_ef.document_reader] Employee Document Management Writer [sn_hr_ef.document_writer] Employee Document Management Legal Hold Writer [sn_hr_ef.legal_hold_writer]
Document Import [sn_hr_ef.document_import]	Grants access to the Employee Document Management Bulk Import Employee Document Staging [sn_hr_ef_import_staging] table and process flow.	None

Scheduled jobs installed


Scheduled job	Description
Clean up inactive employee documents	Deletes uploaded but not submitted employee documents.
EF Bulk Import from Staging - Hourly	Processes up to 100 import staging records in the Ready state. It runs the capture step to upload the attachments and create an employee document. This job picks up 100 records per configuration. This job picks up the oldest configurations first regardless of the number of associated staging records. For example: Configuration A has only one staging record created on 11/01/2018 at 8:00 AM. Configuration B has 99 staging records created on 11/01/2018 at 8:05 AM. Configuration A runs first and Configuration B runs in an hour.
Purge employee documents	This job purges employee documents flagged as eligible for purging.
Purge Notification Daily Job	Determines what documents require notification or authorization to purge based on security policy. This job sends an email with a link to the list of documents to all members of the group assigned.
Refresh Purge Dates for Employee Documents	This job ensures that any employee documents that have a changed retention period since the last run does not purge a document. This scheduled job works with the sn_hr_ef.purge_stride_length property to determine which employee documents for a user [sys_user] record get purge dates recalculated.

Note: The Employee Document Management scheduled jobs run daily by default. To change when a scheduled job runs, see Default schedules.

Tables installed


Table	Description
Attachment Tracking [sn_hr_ef_attachment_tracking]	Tracks copied attachments for purging. Also used to for attachments that get copied to an HR case from an HR task.
Document Type [sn_hr_ef_document_type]	Records about employee document categorization, access, retention policy, and legal holds.
Employee Document [sn_hr_ef_employee_document]	Records about an employee document, document type, purge hold, purge date, employee, tags, size, format, creation date, and created by.
Employee Document Staging sn_hr_ef_import_staging	Contains information on employee documents from your source repository. This information maps to elements required for import to Employee Document Management.
Legal Hold [sn_hr_ef_legal_hold]	Records about legal hold placed on either a document type or HR profile.
Purge Log [sn_hr_ef_purge_log]	Configurable by the Employee Documents Properties. Determines what fields appear on the purge logs.
Retention Period [sn_hr_ef_retention_period]	Records about retention periods including date offset type, units, and quantity.
Retention Policy [sn_hr_ef_retention_policy]	Records about retention policies including conditions the policy applies to, retention period, and created by.
Security Policy [sn_hr_ef_security_policy]	Records about security policies including COE, purge authorization, groups, roles, and created by.
Document Type Security Policy [sn_hr_ef_m2m_doc_type_sec_policy]	Associates security policies to a document type.

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Activate Employee Document Management

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Components installed with Employee Document Management

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Activate Employee Document Management

Request employee document management bulk uploads

Components installed with Employee Document Management

Roles installed

Scheduled jobs installed

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