Employee document management bulk imports

  • Release version: Xanadu
  • Updated August 1, 2024
  • 4 minutes to read
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    Summary of Employee document management bulk imports

    The Employee Document Management Bulk Imports feature enables ServiceNow customers to efficiently consolidate and transfer employee documents from external cloud-based storages or local network directories into HR Service Delivery. This centralization simplifies document administration and ensures consistent management of employee records throughout their tenure.

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    Configuring Local Document Storage

    To import documents from a local repository, customers must activate the Orchestration plugin and ensure Java JRE 6 or later is installed. Configuration involves setting up communication between HR Service Delivery and the source location via Employee Document Import Configuration, requiring a configured MID Server. Important considerations include:

    • The file server must be UNIX-based by default; other OS types require customization.
    • Only SSH credentials are supported for authentication.
    • The MID Server can run on Windows or Linux, but the file host server must be non-Windows.
    • Creation of appropriate credentials and verification steps to validate connections and source document consistency.

    After verification, staging jobs save metadata into the Employee Document Staging table, where errors can be corrected before importing documents into Employee Document Management.

    Configuring Third-Party Cloud-Based Document Storage

    Importing from third-party cloud repositories requires activating the ServiceNow IntegrationHub Installer plugin. This configuration is considered a custom implementation and may require consultation with a ServiceNow Solution Consultant. Key steps include:

    • Setting up communication using the source repository URL and credential alias.
    • Creating verify source steps to validate connectivity.
    • Defining directory and file import sources to identify documents for import.
    • Running staging jobs to capture document metadata and correcting any issues before import.
    • Executing capture jobs to transfer documents into Employee Document Management.

    File Size Limitations

    The system supports importing employee documents up to 30 megabytes by default. This limit can be adjusted via the snhref.maxfilesize property, but increasing the size may impact system performance.

    Import Mapping and Staging Records

    Import mapping is essential for locating and transforming source documents to align with Employee Document Management requirements. The Employee Document Import Configuration tool facilitates connection to the source repositories. After staging jobs run, the Employee Document Staging form allows review and correction of document records to ensure data accuracy before final import.

    Use the Employee Document Management Bulk Imports feature to copy your employee documents from an external third-party cloud-based storage or a local network directory to Employee Document Management. Having your employee documents within HR Service Delivery makes administration efficient and convenient.

    If you currently store your employee documents outside of HR Service Delivery, you can consolidate and maintain these documents over the duration of your employees tenure.

    Your current document repository

    Where you currently store your employee documents determines bulk import configuration. The Employee Document Management bulk imports feature provides integration with:
    • Local document storage solution.
    • Third-party, cloud-based document storage solutions.

    Configuring local document storage

    Activating the Orchestration [com.snc.runbook_automation] plugin is required for importing employee documents from a local document repository.
    Note:
    Java JRE 6 or later is also required.

    EDM — Local directory diagram

    The process for configuring HR Service Delivery with a local document repository is:
    1. Configure HR Service Delivery to communicate with the source location from Employee Document Import Configuration.
      Before you can configure a local document storage, ensure that a MID Server is configured and available. A MID server is required to facilitate communication and movement of data between a ServiceNow instance and applications, data sources, and services.
      Important:
      By default, this feature expects the file server to be UNIX. If the file server is any OS other than UNIX, then you must customize the solution.
      • Only Secure Shell Protocol (SSH) credentials are supported.
      • The MID server can be on a Windows or Linux server. The server that hosts the files to be imported must be non-windows.
        Note:
        Other methods of configuring your local document storage requires custom development.
      Create a credential to use for authentication with the local document storage. See Set up SSH credentials to the MID Server.
      Note:
      When connecting to a local document repository, you may need to grant admin rights.
    2. Create or edit the Verify source step. This step creates a source step required to validate the connection between your local directory and Employee Document Management.
      Note:
      Having your source employee documents in a central repository, simple directory structure, and consistent file naming convention is highly recommended and reduces errors.
    3. Run the Start verify source job to verify the connection and validate source employee documents are identified and located.
    4. Create or edit the Employee Document Import Sources. This step identifies the source documents you want to import from your local document storage to Employee Document Management.
    5. Run the staging job. This step saves information about your source employee documents into the Employee Document Staging [sn_hr_ef_import_staging] table. All required information to import the employee document is contained in this record.
    6. Verify that steps 3 and 4 are correct by viewing your staging records. You can fix errors in the staging table.
    7. Create or edit the Capture Source step. This source step imports the staging records and source employee documents to Employee Document Management.
    8. Start the Capture job that processes the staging records that have a state of Ready and pulls or looks up the source employee documents. Your source employee documents are copied to Employee Document Management.

    Configuring third-party, cloud-based document storage

    Activating the ServiceNow IntegrationHub Installer [com.glide.hub.integrations] plugin is required for importing employee documents from a third-party, cloud-based document repository.
    Note:
    Integrating with a third-party, cloud-based document storage is considered a custom implementation. Employee document management bulk imports provides a basic framework to integrate with third-party, cloud-based document storage. You may need to consult with your ServiceNow Solution Consultant.
    EDM — Cloud diagram

    You need the following to configure with your third-party cloud-based (source) document repository:

    • The URL to your source document repository.
    • Credential alias.

    The process for configuring HR Service Delivery with a third-party cloud-based document storage is:

    1. Configure HR Service Delivery to communicate with the third-party, cloud-based source document repository.
    2. Create or edit the Verify source step. This step creates a source step required to validate the connection between your third-party, cloud-based document repository and Employee Document Management.
      Note:
      Having your source employee documents in a simple directory structure and consistent file naming convention is highly recommended and reduces errors.
    3. Run the Start verify source job to verify your connection from your third-party, cloud-based document repository is communicating with Employee Document Management.
    4. Create or edit the Directory import sources step. This step identifies the directory your source documents are located in your third-party, cloud-based document storage.
    5. Create or edit the File import sources step. This step identifies the source documents you want to import from your third-party, cloud-based document storage to Employee Document Management.
    6. Run the staging job. This step saves information about your source employee documents into the Employee Document Staging [sn_hr_ef_import_staging] table. All required information to import the employee document is contained in this record.
    7. Verify that steps 3 and 4 are correct by viewing your staging records. You can fix errors in the staging table.
    8. Create or edit the Capture Source step. This source step imports the staging records and source employee documents to Employee Document Management.
    9. Start the Capture job that processes the staging records that have a state of Ready and pulls or looks up the source employee documents. Your source employee documents are copied to Employee Document Management.

    File size limitations

    The base system allows you to import employee documents that are 30 megabytes or smaller.

    Use the sn_hr_ef.max_file_size field in the Properties for Employee Document Management Application to set the maximum file size allowed.
    Note:
    Increasing the maximum size can affect system performance.

    For more information, see Properties for Employee Document Management application.