Properties for Employee Document Management application
Summarize
Summary of Properties for Employee Document Management application
Activating the Employee Document Management plugin in ServiceNow introduces configurable properties that control how employee documents are managed, viewed, downloaded, purged, and logged. These properties enable organizations to tailor document handling to their internal security policies and optimize system performance.
Show less
Key Properties and Their Practical Use
- Document Viewer Enablement (snhref.enabledocumentviewer): Allows users to preview supported document types (e.g., .docx, .txt, .png, .xls) directly within the application. Disabled by default users can still download documents for local viewing.
- Multiple Document Download (snhref.enabledownloadmultiple): Enables the ability to download multiple employee documents simultaneously as a zipped file, improving efficiency in document retrieval.
- Maximum File Upload Size (snhref.maxfilesize): Sets the upper limit (default 30 MB) for document uploads, balancing file size flexibility with system performance considerations.
- Purge Stride Length (snhref.purgestridelength): Controls how frequently employee document purge dates are recalculated by assigning user records a stride value. Adjusting this (default 30 days) helps optimize system performance during purge operations, especially for large user bases.
- Purge Notification Timing (snhref.purgeauthorizationinterval): Defines how many days before the new month purge notifications are sent (default 7 days), supporting timely authorization processes.
- Enable Purge Logs (snhref.enablepurgelogs): When enabled, logs details of deleted documents during purging, aiding in audit and compliance tracking.
- Purge Log Fields (snhref.purgelogfieldstoinclude): Specifies which document fields are included in purge logs, customizable to organizational needs, with defaults including employee and HR case identifiers.
What to Expect
By configuring these properties, ServiceNow customers can ensure secure, efficient management of employee documents aligned with company policies. Features like document preview, batch downloads, controlled purge scheduling, and detailed logging provide a comprehensive framework for handling sensitive employee information while maintaining system performance and compliance readiness.
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. |