Components installed with Employee Document Management

Xanadu Employee Service Management

Release

xanadu

ft:locale

en-US

ft:publication_title

Xanadu Employee Service Management

ft:clusterId

emplsm

bundleId

emplsm

workflow

Employee

Components installed with Employee Document Management

Release version: Xanadu

Updated August 12, 2024

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Summary of Components installed with Employee Document Management

Activating the Employee Document Management [com.snemployeedocumentmanagement] plugin installs several key components such as tables, user roles, and scheduled jobs essential for managing employee documents efficiently within ServiceNow. This plugin also enables demo data and enforces a system property to maintain a minimum number of admin users, preventing accidental deletion of the sole administrator.

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Roles and Permissions

The plugin defines multiple roles tailored to different levels of access and control over employee documents:

EF admin [snhref.admin]: Full control including role assignment, document creation and updates, administration of document-related tables (Retention Period, Retention Policy, Security Policy, Document Type), and management of legal holds.
Employee Document Management Reader [snhref.documentreader]: Read-only access to search and view employee documents.
Employee Document Management Writer [snhref.documentwriter]: Read and write access, including creating and updating documents.
Employee Document Management Legal Hold Writer [snhref.legalholdwriter]: Manages legal holds on HR profiles, requiring the HR profile writer role, but cannot manage legal holds on document types unless combined with the Manager role.
Employee Document Management Manager [snhref.manager]: Comprehensive permissions including document management, administration, policy table management, and handling legal holds, requiring HR profile writer and Legal Hold Writer roles for placing profiles on legal hold.
Document Import [snhref.documentimport]: Access to bulk import features and staging tables.

Roles are designed to be assigned based on required access levels, and security policies must be updated accordingly to grant appropriate read or write access.

Scheduled Jobs

The plugin includes several scheduled jobs running daily by default to automate document lifecycle management:

Clean up inactive employee documents: Deletes uploaded but unsubmitted documents.
EF Bulk Import from Staging - Hourly: Processes import staging records in batches to upload attachments and create documents, prioritizing older configurations.
Purge employee documents: Removes documents flagged for purging.
Purge Notification Daily Job: Identifies documents requiring purge authorization and notifies responsible groups via email.
Refresh Purge Dates for Employee Documents: Updates purge dates for documents when retention periods change, working with a system property to manage scope.

Customers can adjust the scheduling of these jobs as needed to fit operational requirements.

Tables and Their Functions

The plugin installs various tables critical to document management workflows:

Attachment Tracking [snhrefattachmenttracking]: Monitors attachments copied for purging and those moved to HR cases.
Document Type [snhrefdocumenttype]: Stores classification, access controls, retention policies, and legal hold information for document categories.
Employee Document [snhrefemployeedocument]: Contains metadata about individual employee documents including tags, format, size, and purge information.
Employee Document Staging [snhrefimportstaging]: Holds data from source repositories mapped for import processing.
Legal Hold [snhreflegalhold]: Records legal holds on documents or employee profiles.
Purge Log [snhrefpurgelog]: Configurable logs capturing purge activities and fields.
Retention Period [snhrefretentionperiod]: Defines retention durations and units.
Retention Policy [snhrefretentionpolicy]: Details the conditions and rules for document retention.
Security Policy [snhrefsecuritypolicy]: Manages security settings including roles, groups, and purge authorizations.
Document Type Security Policy [snhrefm2mdoctypesecpolicy]: Links security policies to specific document types.

Practical Considerations for ServiceNow Customers

Understanding these components helps customers manage employee documents securely and compliantly. Assigning appropriate roles ensures users have the correct access for their responsibilities. Scheduled jobs automate vital processes like document cleanup, import, and purge notifications, reducing manual overhead. The tables provide a structured data model for categorizing, retaining, securing, and auditing employee documents.

Customers can customize role assignments, security policies, and scheduled job timing to align with their organizational policies and operational needs, thereby leveraging the Employee Document Management plugin to maintain efficient and compliant employee document workflows.

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 that are 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.

Document management roles and descriptions

Table 1. Document management role details
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

Document management scheduled jobs

Table 2. Document management scheduled job details
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.

Document management tables and descriptions

Table 3. Document management table types
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.