Properties for Employee Document Management application
Summarize
Summary of Properties for Employee Document Management application
The Employee Document Management application in ServiceNow, activated through thecom.snemployeedocumentmanagementplugin, includes configurable properties that control its behavior related to employee document handling. These properties are designed to optimize system performance and comply with company security policies, especially concerning document retention and purging.
Show less
Key Properties and Their Practical Uses
- Document Viewer Enablement (snhref.enabledocumentviewer): Allows users to preview various document types (e.g., .docx, .txt, .png, .xls) directly within the application. If disabled, documents can still be downloaded for local viewing. Default is enabled (Yes).
- Multiple Document Download (snhref.enabledownloadmultiple): Enables the ability to download multiple employee documents simultaneously as a single .zip file from the Employee Documents list. Default is enabled (Yes).
- Maximum File Upload Size (snhref.maxfilesize): Sets the upper limit for document upload size, measured in megabytes. The default is 30 MB, which can be adjusted but may impact system performance if increased.
- Purge Stride Length (snhref.purgestridelength): Controls how frequently employee document purge dates are recalculated, defined by a stride value in days. This value optimizes system workload by staggering purge date recalculations across user records. For example, a value of 30 means recalculations happen across a 30-day range rather than all at once. Default is 30 days.
- Purge Authorization Interval (snhref.purgeauthorizationinterval): Specifies how many days before the start of a new month a purge notification is sent. This supports timely authorization and compliance with retention policies. The default interval is 7 days.
- Enable Purge Logs (snhref.enablepurgelogs): When enabled, logs are created listing all documents deleted during purge operations. This helps maintain an audit trail for compliance and operational oversight. Default is enabled (Yes).
- Purge Log Fields to Include (snhref.purgelogfieldstoinclude): Defines which document fields are recorded in the purge logs. By default, fields such as employee and hrcase are included. Logs can be exported as .csv files for reporting or review.
Practical Benefits for ServiceNow Customers
- Enhanced Document Handling: Preview and download multiple employee documents efficiently, improving user productivity.
- Optimized System Performance: Adjustable purge stride length and file size limits help balance document management activities with overall system responsiveness.
- Compliance and Audit Readiness: Automated purge notifications and detailed logging ensure adherence to company security policies and provide traceability of document deletions.
Activating the Employee Document Management [com.sn_employee_document_management] plugin adds the following properties.
Properties control the behavior of the Employee Document Management application.
For optimal system performance and depending on your internal processes, employee documentation is purged based on the security policy established by your company.
| Field | Description |
|---|---|
| sn_hr_ef.enable_document_viewer (Enable "Document Viewer" to preview documents) | Enables document viewer to view documents of
type
(.docx, .txt, .png, .xls, and so on) directly from Employee Document Management. The
default value is Yes. Note: If No is checked, you can still download the document and view it
locally. |
| sn_hr_ef.enable_download_multiple (Enable "Download" UI Action to download multiple employee documents in a zip file.) | Lets you download multiple employee documents from Employee Documents list into a .zip file. The default value is Yes. |
| sn_hr_ef.max_file_size (Maximum file upload size in megabytes:) | The maximum file size of a document you can upload. The default is 30 megabytes. You can change this value, but system performance can be affected. |
| sn_hr_ef.purge_stride_length (The frequency in days that purge dates will be recalculated for Employee documents.) | Determines the stride value for recalculating the purge dates for employee documents. The stride value determines the range of values that can be assigned to every user [sys_user] record that has associated employee documents. For example, if 30 is entered, the range of values that can be randomly assigned is from 1 through 30. When the Refresh Purge Dates for Employee Documents scheduled job runs, based on the current date, it determines the stride value. Any user record assigned that stride value has their employee documents purge date recalculated. Also, purge dates are recalculated for employee documents that match the following requirements:
The number you enter determines the stride value range. For example, Entering a 1 indicates that there is no stride range and the purge recalculation is performed for all employee documents daily. Entering a larger number ensures that system performance is optimal since large companies can have large amounts of documents. The default value is 30 and can be modified. |
| sn_hr_ef.purge_authorization_interval (The number of days before the next month a purge notification is sent (value between 1-30):) | The number of days before the beginning of the month for the purge notification to be sent out. The Purge Notification Daily Job scheduled job uses this value to determine when to send a purge notification or authorization. The default value is 7 and can be changed. |
| sn_hr_ef.enable_purge_logs (Enable purge logs to log the files deleted during document purge.) | Indicates if you want a purge log to be created for deleted documents. A purge log lists all deleted documents with the fields you specify in the These fields will be included in the purge logs if
enabled field. The default value is Yes. Note: The purge log is created after the Purge employee documents scheduled job runs. This job runs daily by default. |
| sn_hr_ef.purge_log_fields_to_include (These fields will be included in the purge logs if enabled.) | If you checked Yes for the Enable purge logs to log the files deleted during document purge field, enter the fields you want to appear in the purge logs. Separate the fields with a comma. Purge logs can be downloaded into a .csv file. The default values are: employee, hr_case. Note: The purge log is created after the Purge employee documents scheduled job runs. This job runs daily by default. |