Product documentation Docs
    • English
    • Deutsch
    • 日本語
    • 한국어
    • Français
  • More Sites
    • Now Community
    • Developer Site
    • Knowledge Base
    • Product Information
    • ServiceNow.com
    • Training
    • Customer Success Center
    • ServiceNow Support Videos
  • Log in

Product documentation

  • Home
How search works:
  • Punctuation and capital letters are ignored
  • Special characters like underscores (_) are removed
  • Known synonyms are applied
  • The most relevant topics (based on weighting and matching to search terms) are listed first in search results
Topics are ranked in search results by how closely they match your search terms
  • A match on the entire phrase you typed
  • A match on part of the phrase you typed
  • A match on ALL of the terms in the phrase you typed
  • A match on ANY of the terms in the phrase you typed

Note: Matches in titles are always highly ranked.

  • Release version
    Table of Contents
    • HR Service Delivery
Table of Contents
Choose your release version
    Home Orlando HR Service Delivery HR Service Delivery Employee Document Management Activate Employee Document Management

    Activate Employee Document Management

    • Save as PDF Selected topic Topic & subtopics All topics in contents
    • Unsubscribe Log in to subscribe to topics and get notified when content changes.
    • Share this page

    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

    1. Navigate to System Applications > All Available Applications > All.
    2. 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.

    3. 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

    1. Navigate to System Applications > All Available Applications > All.
    2. On the All Applications page, click Request Plugin to open the request form on HI.
      Select to request a plugin from the All Applications page.
    3. On HI, select to be redirected to the HI Service Portal Service Catalog.
      HI redirect to Service Catalog
    4. 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.
    5. Click Submit.
    Related topics
    • List of plugins (Madrid)

    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.

    Tags:

    Feedback
    On this page

    Previous topic

    Next topic

    • Contact Us
    • Careers
    • Terms of Use
    • Privacy Statement
    • Sitemap
    • © ServiceNow. All rights reserved.

    Release version
    Choose your release version

      Activate Employee Document Management

      • Save as PDF Selected topic Topic & subtopics All topics in contents
      • Unsubscribe Log in to subscribe to topics and get notified when content changes.
      • Share this page

      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

      1. Navigate to System Applications > All Available Applications > All.
      2. 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.

      3. 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

      1. Navigate to System Applications > All Available Applications > All.
      2. On the All Applications page, click Request Plugin to open the request form on HI.
        Select to request a plugin from the All Applications page.
      3. On HI, select to be redirected to the HI Service Portal Service Catalog.
        HI redirect to Service Catalog
      4. 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.
      5. Click Submit.
      Related topics
      • List of plugins (Madrid)

      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.

      Tags:

      Feedback

          Share this page

          Got it! Feel free to add a comment
          To share your product suggestions, visit the Idea Portal.
          Please let us know how to improve this content

          Check any that apply

          To share your product suggestions, visit the Idea Portal.
          Confirm

          We were unable to find "Coaching" in Jakarta. Would you like to search instead?

          No Yes
          • Contact Us
          • Careers
          • Terms of Use
          • Privacy Statement
          • Sitemap
          • © ServiceNow. All rights reserved.

          Subscribe Subscribed Unsubscribe Last updated: Tags: January February March April May June July August September October November December No Results Found Versions Search preferences successfully updated My release version successfully updated My release version successfully deleted An error has occurred. Please try again later. You have been unsubscribed from all topics. You are now subscribed to and will receive notifications if any changes are made to this page. You have been unsubscribed from this content Thank you for your feedback. Form temporarily unavailable. Please try again or contact  docfeedback@servicenow.com  to submit your comments. The topic you requested does not exist in the release. You were redirected to a related topic instead. The available release versions for this topic are listed There is no specific version for this documentation. Explore products Click to go to the page. Release notes and upgrades Click to open the dropdown menu. Delete Remove No selected version Reset This field is required You are already subscribed to this topic Attach screenshot The file you uploaded exceeds the allowed file size of 20MB. Please try again with a smaller file. Please complete the reCAPTCHA step to attach a screenshot
          Log in to personalize your search results and subscribe to topics
          No, thanks Login