Components installed with Employee Document Management

Yokohama Employee Service Management

Release

yokohama

ft:locale

en-US

ft:publication_title

Yokohama Employee Service Management

ft:clusterId

emplsm

bundleId

emplsm

workflow

Employee

Components installed with Employee Document Management

Release version: Yokohama

Updated January 30, 2025

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Summary of Components installed with Employee Document Management

Activating the Employee Document Management plugin [com.snemployeedocumentmanagement] in ServiceNow installs multiple components essential for managing employee documents securely and efficiently. These include tables, user roles, scheduled jobs, and system properties designed to safeguard document administration and retention.

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The plugin also activates a system property that enforces a minimum number of active admin users to prevent accidental removal of all Employee Document Management administrators.

Document Management Roles

The plugin installs several predefined roles that control access to various functions within Employee Document Management:

EF admin [snhref.admin]: Full control over the application, including managing documents, roles, retention and security policies, legal holds, and bulk imports. This role includes the HR basic and profile writer roles.
Employee Document Management Reader [snhref.documentreader]: Can access and read employee documents. Should be added to security policies’ Read access tab for document access.
Employee Document Management Writer [snhref.documentwriter]: Can create and update employee documents in addition to read access. Must be added to Write access tabs on security policies.
Legal Hold Writer [snhref.legalholdwriter]: Manages legal holds on HR profiles and views documents on legal hold. Requires HR profile writer role to function fully.
Employee Document Management Manager [snhref.manager]: Combines read/write capabilities with administrative privileges over retention, security policies, and legal holds. Requires HR profile writer role to place profiles on legal hold.
Document Import [snhref.documentimport]: Grants access to bulk import staging and processing for employee documents.

Scheduled Jobs

The plugin installs several scheduled jobs that automate maintenance and processing tasks:

Clean up inactive employee documents: Deletes uploaded but unsubmitted documents.
EF Bulk Import from Staging - Hourly: Processes up to 100 import staging records per run, prioritizing configurations by oldest creation date.
Purge employee documents: Purges documents flagged as eligible based on retention policies.
Purge Notification Daily Job: Sends email notifications to assigned groups about documents requiring purge authorization.
Refresh Purge Dates for Employee Documents: Recalculates purge dates for documents where retention periods have changed, working with a system property that controls stride length.

By default, these jobs run daily, but their schedules can be customized as needed.

Tables Installed

The following key tables support document management functions:

Attachment Tracking: Tracks copied attachments for purging and attachments copied to HR cases.
Document Type: Stores categories, access rules, retention policies, and legal holds for document types.
Employee Document: Contains metadata about employee documents such as type, tags, size, and creation details.
Employee Document Staging: Holds data from external repositories mapped for import.
Legal Hold: Records legal holds on employee profiles or document types.
Purge Log: Configurable logs tracking purged documents.
Retention Period and Policy: Define duration and conditions for document retention.
Security Policy: Manages access control settings including groups and roles.
Document Type Security Policy: Links document types to security policies.

Practical Benefits for ServiceNow Customers

With these components installed, customers gain a comprehensive framework to securely manage employee documents with granular role-based access, automated document lifecycle management, and compliance enforcement through retention and legal hold policies. The scheduled jobs ensure ongoing maintenance and data integrity without manual intervention. The predefined roles and security policies help streamline administration and protect sensitive HR documents.

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.