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OpenText Employee File Management

User Guide
The OpenText Employee File Management user guide describes
the handling of HR-related SAP records and documents within
OpenText Employee File Management 4.0 SP1.

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OpenText Employee File Management


User Guide
EIM040001-UGD-EN-1
Rev.: 26. Mar. 2014
This documentation has been created for software version 4.0.1.
It is also valid for subsequent software versions as long as no new document version is shipped with the product or is
published at https://knowledge.opentext.com.
Open Text SA
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Tel: 35 2 264566 1
Open Text Corporation
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Tel: +1-519-888-7111
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Fax: +1-519-888-0677
Email: support@opentext.com
FTP: ftp://ftp.opentext.com
For more information, visit http://www.opentext.com

Copyright 2014 by Open Text Corporation


OpenText is a trademark or registered trademark of Open Text SA and/or Open Text ULC. The list of trademarks is not
exhaustive of other trademarks, registered trademarks, product names, company names, brands and service names
mentioned herein are property of Open Text SA or other respective owners.
Disclaimer
No Warranties and Limitation of Liability
Every effort has been made to ensure the accuracy of the features and techniques presented in this publication. However,
Open Text Corporation and its affiliates accept no responsibility and offer no warranty whether expressed or implied, for the
accuracy of this publication.

Table of Contents
1

About OpenText Employee File Management ........................ 7

1.1
1.2
1.2.1

What is OpenText Employee File Management? ................................. 7


About this document .......................................................................... 7
Target audience ................................................................................ 7

Part 1

Using EFM in SAP GUI

Getting started with EFM ........................................................ 11

2.1
2.2
2.3
2.4
2.5
2.6
2.7

Launching EFM ...............................................................................


Searching a personnel file ...............................................................
Searching specific documents ..........................................................
Sorting documents ..........................................................................
Browsing a personnel file .................................................................
Buttons in EFM ...............................................................................
Getting help ....................................................................................

Working with EFM ................................................................... 23

3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.10.1
3.10.2
3.11
3.11.1
3.11.2
3.12
3.13

Displaying archived documents ........................................................


Using thumbnail view ......................................................................
Archiving documents .......................................................................
Archiving emails and attachments ....................................................
Archiving documents with DesktopLink .............................................
Moving and copying documents .......................................................
Displaying and changing attributes or a document's date of origin ......
Printing documents .........................................................................
Jumping into SAP HR standard transactions .....................................
Creating and processing follow-ups ..................................................
Creating a follow-up ........................................................................
Processing a follow-up ....................................................................
Deleting documents with approval ....................................................
Creating a Delete with approval workflow ..........................................
Processing a Delete with approval workflow ......................................
Requesting workflow status .............................................................
Using reporting ...............................................................................

Creating and using guest user tickets .................................. 51

4.1
4.1.1
4.1.2
4.1.3
4.2

Creating guest user ticket with Guest User Ticketing System (GTS) ...
Creating guest user ticket ................................................................
Using guest user ticket ....................................................................
Changing an open guest user ticket ..................................................
Creating guest user ticket with guest user account ............................

51
51
54
56
58

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iii

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9
11
14
16
18
19
22
22
23
24
24
26
31
31
34
35
36
37
37
40
41
42
44
46
47

Table of Contents

iv

4.2.1
4.2.2

Creating a guest user ticket ............................................................. 58


Using a guest user account .............................................................. 63

Using activity logging ............................................................. 65

5.1
5.2

Selecting log reports ........................................................................ 65


Evaluating logs ............................................................................... 70

Using the EFM Cockpit ........................................................... 73

Using the Document Inbox ..................................................... 77

Part 2

Using EFM Web UI

Getting started with EFM Web UI ........................................... 83

8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8

Launching EFM Web UI ...................................................................


Searching personnel files .................................................................
Searching specific documents ..........................................................
Sorting documents ..........................................................................
Browsing a personnel file .................................................................
Browsing thumbnails for fast document retrieval ................................
Buttons in EFM Web UI ...................................................................
Using guest user access ..................................................................

Working with EFM Web UI ...................................................... 91

9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.9.1
9.9.2
9.9.3

Displaying archived documents in EFM Web UI ................................ 91


Archiving documents in EFM Web UI ............................................... 91
Moving and copying documents in EFM Web UI ................................ 93
Changing a document's date of origin in EFM Web UI ....................... 97
Creating and processing workflows in EFM Web UI ........................... 98
Uploading multiple documents using Drag&Drop ............................. 101
Using reporting ............................................................................. 104
Using full-text search ..................................................................... 105
Document Upload and Inbox application ......................................... 108
Employee Self-Service Document Upload ....................................... 109
Manager Self-Service Document Upload ........................................ 109
Document Inbox ............................................................................ 111

Part 3

Using EFM in other integrations

10

ESS/MSS/HRA integrations .................................................. 115

10.1
10.2
10.2.1
10.2.2
10.3

SAP ESS integration .....................................................................


SAP MSS integration .....................................................................
SAP MSS integration with Web Dynpro Java (WDJ) ........................
SAP MSS integration with Web Dynpro ABAP (WDA) ......................
HR Administrator integration ..........................................................

OpenText Employee File Management

81
83
83
84
85
85
86
89
90

113
115
116
117
118
119

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Table of Contents

11

Employee Interaction Center (EIC) integration ................... 121

12

SAP SuccessFactors integration ......................................... 123

Part 4

Using EFM on a mobile

13

Getting started with EFM mobile app .................................. 129

13.1
13.2
13.3

Launching EFM mobile app ........................................................... 129


Searching a personnel file ............................................................. 130
Browsing a personnel file ............................................................... 132

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User Guide

Chapter 1

About OpenText Employee File Management


1.1 What is OpenText Employee File Management?
OpenText Employee File Management (EFM) provides employees in the Human
Resources (HR) department access to all HR-related documents in an electronic
personnel file. Thus, working with paper documents can be reduced to a minimum.
EFM offers data protection that guarantees only authorized employees can access
the documents. Combined with OpenText Archive and Storage Services, EFM
provides secure long-term storage.
EFM provides a clear folder structure of content such as original documents, master
data, employee-related emails and Microsoft Office documents in SAP. Double-click
on a document opens it in the appropriate viewer. The search function makes
retrieving information on employees easier.
EFM provides a direct link to the SAP ERP Human Capital Management (HCM)
objects. So, you can access the corresponding SAP transaction to view, change, or
create data records. Creation of documents is supported by integration of an upload
function in Employee-Self-Service (ESS) and Manager-Self-Service (MSS); a central
Document Inbox manages typical document workflows.
For quick and easy access to documents in a web-based environment, EFM offers the
EFM Web UI, including a feature that allows you to browse through thumbnails of
the documents. The EFM Web UI is based on the SAP Web Dynpro technology.
For mobile access to documents, EFM provides a document viewer with extensive
filtering capabilities. Currently, Android-based devices and the iPad are supported.

1.2 About this document


1.2.1

Target audience
This user guide addresses the following target groups:

HR employees who use EFM.

HR employees who create guest user tickets.

Managers and employees who use EFM as guest users.

Managers and employees who use EFM in self service scenarios

Basic knowledge of working with an SAP system is necessary.

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OpenText Employee File Management

Part 1
Using EFM in SAP GUI

Part 1 Using EFM in SAP GUI

EFM is fully integrated in the SAP HR solution and provides a clear folder structure
of original documents, master data, employee-related emails and Microsoft Office
documents. The search function eases information retrieval on employees.

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Chapter 2

Getting started with EFM


2.1 Launching EFM
You can launch Employee File Management (EFM) as follows:

Directly with customized transactions.

As a DocuLink transaction.

From an HR master record either in the Display HR Master Data (PA20) or the
Maintain HR Master Data (PA30) transaction.
Note: You can access only the views that you are authorized to see.

To launch EFM directly:


1.

Log on to the SAP system.

2.

Execute one of the following transactions:


/OTEI/VIEW_100

Displays personnel files in infotype structure view.

/OTEI/VIEW_110

Displays personnel files in folder structure 1 view.

/OTEI/VIEW_120

Displays personnel files in folder structure 2 view.

/OTEI/VIEW_130

Displays personnel files in folder structure 3 view.

3.

In the Selection HR Master Data dialog, enter the selection criteria to be used
for selecting the personnel file that you want to access.
Click the

button.

Tip: Click the

icon for a selection mask.

The corresponding personnel file is displayed.


To launch EFM as a DocuLink transaction:
1.

Log on to the SAP system.

2.

Execute the J6NY transaction to start DocuLink.

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OpenText Employee File Management

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Chapter 2 Getting started with EFM

3.

Select Employee File Management 4.0 from the Projects for DocuLink
applications list.
The EFM start screen is displayed, showing one or more EFM projects. For
example, there might be separate projects for regular employees, apprentices
and retired employees.

To launch EFM from an HR master record:

12

1.

Navigate to the Human Resources > Personnel Management > Administration


> HR Master Data menu, double-click PA20 - Display or PA30 - Maintain.

2.

Open an HR master record:


a.

Enter the personnel number of the record in the Personnel No. field or use

b.

the
icon to search for the record.
Press ENTER to display the record.

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2.1. Launching EFM

3.

Click the Services for object icon

4.

Select DocuLink.

5.

EFM starts directly if only one HR project is configured. If multiple HR projects


are configured, you can select from a list of the projects.

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Chapter 2 Getting started with EFM

Depending on the customizing, EFM is either called in a pop-up screen with


limited functionality or in full screen mode.
In both cases the personnel file of the associated HR master record is displayed.

2.2 Searching a personnel file


You can search for personnel files specifying a range of HR master data, including
personal data and organizational information.
To search personnel files with HR data:
1.

Launch the EFM start screen; see Launching EFM on page 11.

2.

Click the Personnel file node you want to search in.


The standard search mask is displayed.

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2.2. Searching a personnel file

Note: The search mask may look different, for example it may have fewer
search fields, depending on the user group you are assigned to.
3.

Enter the search criteria. You can search for single values and for ranges. To
search for ranges, enter threshold values in both fields in a row.
Note: The External person ID field allows you to search for the SAP global
employee ID; for more details on its usage, see the respective SAP
documentation.

4.

To display a list of possible entries, select the field and click the
icon, if
available. In the list of possible entries, double-click an entry to fill it in the
search field.

5.

To search for multiple values, click the Multiple selection icon . This action
uses the SAP standard dialog for multiple selection. See the online help for
details.
Tip: You can clear criteria lines from values entered by marking the line
and clicking the

icon. If more than one value was entered in the

multiple selection dialog and you click the


icon in the main selection
mask (not in the multiple selection dialog), only one selection criteria is
deleted.

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Chapter 2 Getting started with EFM

You can save the search mask as a variant, using the


icon in the
standard search mask. A saved variant is especially useful with repetitive
selections.
6.

To start the search, click the

icon.

The search result, one or more master records, is displayed as a hit list in the
Personnel file node selected.

2.3 Searching specific documents


Using the document search, you can search for specific documents within a
personnel file specifying one of the following:

Both HR and document metadata such as document type, document class or


infotype.

A specific text string using the full-text search.


Note: The metadata search is available for the infotype and flexible folder
views.
The full-text search must be customized by your administrator.

To search specific documents with metadata:


1.

Click the Search folder in a personnel file you want to search in.
The Search dialog is displayed.

Note: The search mask may look different, for example it may have fewer
search fields, depending on the user group you are assigned to.
2.

Enter one or more of the following search criteria:


Document type
Classification for documents that were stored. This can be either a
document type or a business document type.
Note: Business document types are customized by your administrator.
They unite several technical document types such as PDF or TIFF into

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2.3. Searching specific documents

a logical type such as contract or appraisal. This business document


type can be searched for like the standard document type.
Date of origin
Date of origin of the stored document.
Storage date
Date on which the entry was made in link table.
Infotype
HR infotype; for example Education, Skills or Family member.
Subtype
HR subtype.
Object ID
HR object ID.
Document class
Archive format for documents in the Content Server.
Tip: All fields provide an F4 help. The F4 helps relate to each other; for
example the document class determines the possible document types.
3.

You can search for single values and for ranges. To search for ranges, enter
threshold values in both fields in a row.
icon, if
To display a list of possible entries, select the field and click the
available. In the list of possible entries, double-click an entry to fill it in the
search field.
When you complete inputs for the search mask by pressing the ENTER key, the
values entered are stored during the user session. When the search mask is
opened again, it is then already filled with the previously entered search
criteria.

4.

To search for multiple values, click the Multiple selection icon . This action
uses the SAP standard dialog for multiple selection. See the online help for
details.

5.

To start the search, click the

icon.

After executing the search, a corresponding subfolder named Search result is


displayed which contains all documents found.
To search specific documents with text:
1.

Click the Search folder in a personnel file you want to search in.
The Search dialog is displayed.

2.

Enter the search text string in the Search Pattern field.

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Chapter 2 Getting started with EFM

Tip: You can combine the full-text search with specific metadata. For
details, see To search specific documents with metadata: on page 16.
3.

To start the search, click the

icon.

After executing the search, a corresponding subfolder named Search result is


displayed which contains all documents found.

2.4 Sorting documents


The search results in the Search and All Documents folder are displayed as hit list
with sortable columns. The sorting criteria are the columns Description, Date of
origin, and Storage date. The list entries can be sorted by selecting one (or more)
column header(s) and then clicking on the sort buttons in the toolbar.
To sort search results:
1.

Perform a document search (see Searching specific documents on page 16).

2.

In the Search result folder, click the title of the columns Description, Date of
origin, or Storage date to sort according to the respective criteria.
and
If more than one column is selected, a popup is asking for sort order and sort
type for each column.

3.

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To customize the display, click the

OpenText Employee File Management

icon and modify the parameters.

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2.5. Browsing a personnel file

Note: Sorting is only available for the Search and All Documents folder. For
all other folders, the sorting order can be customized by your administrator.

2.5 Browsing a personnel file


Once you have executed the search, a hit list with all employees matching the search
criteria is displayed. For each employee in the hit list a personnel file is available.
Notes

The hit list displays a maximum number of 1000 entries.

The layout of the hit list differs, depending on the DocuLink user group you
are assigned to.

Tip: You can configure your personal hit list, using the Administration Hit list
dialog. For example, you can remove columns from the hit list. To open the
dialog, double-click the icon next to the heading of the hit list.
Structures

The personnel file is built using one of the following structures:


Infotype structure
This structure is based on the SAP infotypes. Each infotype is assigned to a
folder, each subtype to a subfolder and each object ID to another subfolder
below the subtype subfolder.
By double-clicking the folder symbol or clicking the hotspot (underline that
appears when positioning the pointer over the folder description), you can open
the PA20 transaction to view the corresponding record.
By double-clicking the pen
icon beside a folder, you can open the PA30
transaction to edit the corresponding record. Note that this icon is only available
if you are authorized to edit the corresponding record.
A Documents folder is displayed below every subfolder containing documents.
The Documents folder contains all documents assigned to the subfolder.

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Chapter 2 Getting started with EFM

Figure 2-1: Employee File Management - Infotype structure view


Flexible folder structure
This structure is based on a customer-specific customizing. The folders and
subfolders are adapted to the needs of your company.
Like in the Infotype structure, you can open the transactions PA20 (for viewing)
and PA30 (for editing). In the flexible folder structure, however, this is only
possible from the top node of the personnel file.

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2.5. Browsing a personnel file

Figure 2-2: Employee File Management - Flexible folder structure view


Note: If both structures are configured on your system or there is more than
one personnel file, you can switch between structures, using the
above the personnel file.
Folders

icon

The first level within the personnel file comprises the subtrees Search, Browse and
Add (regardless of whether infotype structure or flexible folder structure is used). In
the next level, all folders include an All Documents subfolder.
Search
Using the document search, you can search for specific documents within an
employee file using both HR and document metadata such as document type,
document class or infotype.
Browse
Used for searching and displaying documents. Only folders that contain
documents are displayed.
The customizing of the document types (and additional customizing in case of
the flexible folder structure) determines what folders appear.
Add
Used for storing documents. All folders that you can assign documents to are
displayed.
The customizing of the document types (and additional customizing in case of
the flexible folder structure) is relevant for what folders appear.
All Documents
Contains all documents that are available for the selected employee.

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Chapter 2 Getting started with EFM

Documents (Infotype structure only)


Contains all documents assigned to this specific subfolder; available only in the
Infotype structure view.

2.6 Buttons in EFM


Note: Since the functions of EFM can be customized for different users, you
may not be able to access all functions described in the following.
Apart from the standard DocuLink buttons such as Sort, Display original and
Refresh, the tool bar provides the following EFM-specific function buttons:
Follow-Up
See Creating and processing follow-ups on page 37.
Delete
See Deleting documents with approval on page 41.

2.7 Getting help


There are various ways to get help in EFM:

22

To access input help in a selection or create screen, click the


the input field.

F4 icon next to

To fill in date fields, use the calendar that is provided as input help. You can
browse through the months and select a date.

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Chapter 3

Working with EFM


Employee File Management (EFM) provides the following functions:

Displaying archived documents on page 23

Using thumbnail view on page 24

Archiving documents on page 24

Archiving emails and attachments on page 26

Archiving documents with DesktopLink on page 31

Moving and copying documents on page 31

Displaying and changing attributes or a document's date of origin on page 34

Printing documents on page 35

Jumping into SAP HR standard transactions on page 36

Creating and processing follow-ups on page 37

Deleting documents with approval on page 41

Requesting workflow status on page 46

Using reporting on page 47


Important
Since the functions of EFM can be customized for different roles, you may
not be able to access all functions described in the following.

3.1 Displaying archived documents


You can display all archived documents of a personnel file.
To display archived documents:
1.

Open the personnel file you want to display documents from.

2.

Open the node Browse | All Documents.


All available documents are listed.

3.

Double-click a document to display it in the viewer that is configured in your


system.
Note: MS Office documents, emails, or PDF documents can be displayed
in their related applications, if installed on your computer.

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OpenText Employee File Management

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Chapter 3 Working with EFM

Notes

Finding a document in the All Documents folder might be time-consuming.


You can use the subfolders to find the required document.

In the Infotype structure view, you will find a Documents folder below
every subfolder containing all documents assigned to this subfolder.

3.2 Using thumbnail view


You can display the personnel file in a thumbnail view.
To use the thumbnail view:
1.

Open the personnel file you want to display documents from.

2.

Select the context menu item Show Thumbnails to display a folder in the
thumbnail view.

3.

Select the folder icons in the thumbnail view to browse in the personnel file.
For more details, see Browsing thumbnails for fast document retrieval
on page 86.
Note: Using thumbnail view requires configuration settings and prerequisites
that are described in section 3.1.2 Enabling thumbnail view in OpenText
Employee File Management - Administration Guide (EIM-AGD).

3.3 Archiving documents


There are various ways to archive documents from an EFM view. The following
archiving scenarios are possible:
Late archiving with barcode
This scenario allows you to deposit a barcode for a document. The barcode is
stored in the barcode table instead of the document to be archived. If a
document is scanned and the barcode is identified correctly, then this document
is assigned to the open barcode and the barcode will be closed. Instead of the
open barcode the document is linked with the employee, infotype, subtype, or
object the barcode was attached to.
File Upload with DesktopLink
This scenario is specific to OpenText. The client communicates directly with the
archive. Documents are stored directly. They do not need to go through the SAP
system. See Archiving documents with DesktopLink on page 31.
Note: To use this scenario, OpenText DesktopLink needs to be installed on
your computer.

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3.3. Archiving documents

File Upload
This scenario is the standard scenario that SAP uses to archive documents. The
documents from the local computer are sent to the SAP system, and are then
archived from there. The SAP system is used for communication.
Scanning
For this scenario, the scan client (OpenText Imaging Enterprise Scan) needs to be
installed on the local computer. Documents are scanned and delivered directly
from the scan queue to the archive. If you archive the entire scan queue, all
documents are assigned to the same employee, infotype, subtype or object.
In the following example, a work contract is archived using the File Upload
scenario.
To archive a document:
1.

Open the personnel file and navigate to the Add node.

2.

Navigate to the folder to archive the document to.

3.

or as an alternative
Either double-click the Archive new document icon
mark the entire folder and select the context menu item Create | Document.
When using the folder structure, the context menu item is either Create | Folder
documents (for top level folders) or Create | Subfolder documents (for
subfolders).

4.

Select the archiving scenario and click the

button.

The Add document dialog opens.

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Chapter 3 Working with EFM

5.

Select the document you want to upload either using the Browse field or drag it
to the drop area of the dialog.

6.

Select a document type from the Document Type drop-down.


Note: The document types to select from depend on the customizing for
the folder you started the archiving from.

7.

Maintain the HR data as required (for example date of origin, infotype and
subtype) and any additional document attributes.
Note: Additional document attributes are only available if they have been
customized by your administrator.

8.

Click the

button to archive the document.

When the archiving process is complete, the new document(s) will be visualized
within the personnel file. Visualization differs depending on how you started the
archiving process:

If you used the


icon, the subtree below the folder from where you started
archiving will be refreshed automatically. If the subtree is expanded before you
start attaching documents, you will see the new documents immediately.

If you started archiving from the context menu, no automatic refresh of the
subtree is performed. In this case, the document is visualized in red as a direct
child of the folder where you have chosen the context menu entry. However, this
might not be the location expected for the document (based on your entry in the
Attach <document type> dialog). After expanding the subtree and triggering an
explicit refresh (F9 key) in the EFM view, the entry in red disappears and the
document is displayed in the proper location.

3.4 Archiving emails and attachments


You will probably receive personnel-file-related documents as an email or an email
attachment. EFM enables you to archive these documents directly from the email
and integrate them into personnel files.
Prerequisites
To archive directly from an email, the following OpenText products need to be
installed:

OpenText DesktopLink (DesktopLink)

OpenText Imaging ExchangeLink (ExchangeLink) for Microsoft Exchange/


Outlook or

OpenText Imaging NotesLink (NotesLink) for Lotus Notes


Note: These products are licensed separately. Contact your OpenText sales
representative.

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3.4. Archiving emails and attachments

The following example shows the archiving of a work contract attachment, using
ExchangeLink and DesktopLink:
To archive an email attachment:
1.

Open Microsoft Outlook and select the email containing the attachment.

2.

To start ExchangeLink, select the Save to SAP Solutions button in the tool bar.
The ExchangeLink dialog opens.

3.

Select if you want to archive the whole message or only selected attachments.
In our example, select Selected attachments.

4.

Click OK.
The OpenText Desktop Monitor dialog opens.
Note: Depending on the customizing, the OpenText Desktop Monitor
dialog might be skipped, and the SAP logon is displayed immediately.
Continue with Step 6 on page 27.

5.

In the OpenText Desktop Monitor dialog, select SAP as the target system.
Click Save.
The SAP logon is displayed.

6.

If you have access to more than one SAP system, select the appropriate SAP
system from the list and click OK.

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Chapter 3 Working with EFM

Note: The SAP logon is displayed only once per DesktopLink session. If
you archive further documents, DesktopLink remembers the login.
7.

Log on to the selected SAP system.


Note: If you have access to more than one SAP system and want to switch
the system, click the System button to select the appropriate SAP system.
This executes Step 6 on page 27 that might be skipped because
DesktopLink remembers the last system you have selected.
The Select Scenario screen is displayed.
Note: The Select Scenario screen is displayed only once per DesktopLink
session. If you archive further documents, DesktopLink remembers your
selection.
You can choose from the following scenarios:
DocuLink scenario
DocuLink is a general scenario available after installing DesktopLink. It
allows you to manually select a DocuLink view for identifying the object the
document will be attached to. In case of EFM, you have to select one of the
EFM views (infotype structure or some folder structure). DesktopLink
remembers your selection and starts this view immediately if you archive
further documents.
Note: To select another EFM view, you have to cancel the selection
mask and leave the current view, using the

button.

Continue with Step 8 on page 30.


EFM scenarios, Example: Store in HR Personnel folder
EFM scenarios are available only if configured by the SAP administrator.
The administrator can choose any scenario name and link the scenario with
a specific EFM view. Using EFM scenarios, the linked EFM view is selected
automatically. For example, the administrator can provide multiple

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3.4. Archiving emails and attachments

scenarios for Employee folder structure, Retiree folder structure and


Apprentice folder structure.

a. Select the Store in HR Personnel folder scenario and click the


button.
The Selection HR Master Data dialog opens.
Note: Depending on the user group you are assigned to, the
dialog might look different.

b. Enter the selection criteria to be used for selecting the personnel file that
you want to archive documents to. Click the
Tip: Click the

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button.

icon for a selection mask.

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c.
8.

The corresponding personnel file is displayed in an SAP window.


Continue with Step 10 on page 30.

Select the DocuLink scenario and click the

button.

A project selection screen is displayed.


Note: The project selection screen is displayed only once per DesktopLink
session. If you archive further documents, DesktopLink remembers your
selection.
9.

Select the Employee File Management project.


The standard search mask is displayed in a SAP window. Search for the
personnel file you want to archive the email attachment to. See Searching a
personnel file on page 14.

10. Browse to the appropriate sub folder below Add and double-click the

icon.

The Select document type dialog opens.

11. Select the document type and click the

button.

The Create for <document type> dialog opens.


12. Enter subtype, object ID and date of origin, if applicable, and click the
archive the document.

icon to

An info box is displayed, confirming successful archiving of the document.


13. Click OK.
The SAP window is closed.

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3.5. Archiving documents with DesktopLink

3.5 Archiving documents with DesktopLink


DesktopLink allows you to archive documents directly from the file system or a
Microsoft Office application like Microsoft Word, and integrate them into personnel
files in EFM. Archiving is triggered from outside the SAP system.
Note: As a prerequisite, OpenText DesktopLink (DesktopLink) needs to be
installed on your computer.
The procedure of archiving with DesktopLink is almost identical to the email
archiving procedure. You can archive documents in the following ways:

Drag documents from the file system to the Save to SAP Solutions shortcut.
Follow the procedure from Step 6 on page 27.

Use the Save to SAP Solutions menu item in a MS Office application. Follow the
procedure from Step 5 on page 27.

3.6 Moving and copying documents


When processing documents, a wrong allocation of documents may occur. Wrong
allocation means that the wrong document type or infotype/subtype/object ID was
selected when archiving the document. However, it is not necessary to delete
documents and archive them again. Using the functions move and copy, you can
transfer documents from one file or folder to another:

Moving a document
moves it from its source destination (employee/infotype/subtype/object ID) to a
target destination (employee/infotype/subtype/object ID). The document
disappears from the source destination.

Copying a document
leaves the document also in the source destination. To copy a document, keep the
CTRL key pressed during Drag & Drop.
Notes

Any additional document attributes that have been maintained for the
document will be moved or copied too.

You can move and copy documents between infotypes/folders and between
personnel files.
Important
The target destination must be a folder below the Add folder.

In the following example, a Primary School Certificate has been assigned to the
wrong employee (John Kent) and must be moved into the correct personnel file
(Stefan Kraft).

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To move a document:
1.

Open the personnel file and navigate to the document in the personnel file.

2.

Drag the document from Education in the personnel file of John Kent and drop
it to the Primary school folder below Add in the Education subtree of the
personnel file of Stefan Kraft.
The Copy/move document dialog opens.

Note: The document types to select from depend on the customizing for
the folder you drag the document to.
3.

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Select the target document type.

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3.6. Moving and copying documents

Depending on the customizing of the document type, you may have to enter an
infotype, a subtype and an object ID.
There may also be additional attributes you have to maintain in the Document
Attributes field.
4.

After maintaining all the required HR data and attributes, click the

button.

The document is now moved to the Primary school folder in the personnel file
of Stefan Kraft.

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3.7 Displaying and changing attributes or a


document's date of origin
The ArchiveLink standard attributes such as DocumentTypeDescription,
DateOfOrigin and ArchivingDate are already visible in the employee file.
Note: Additional document attributes such as infotype, subtype, object, and
if available the ArchiveLink PLUS attributes are only visible in the Display/
Change attributes dialog.
During the input of the document data, errors might occur. Therefore, it might be
necessary to change the attributes or even the date of origin assigned to a document.
To change the document attributes:
1.

Open the personnel file.

2.

In the personnel file, double-click the


change the date of origin for.

icon next to the document you want to

The Change attributes dialog opens.


3.

Change the available attributes as required. You can only modify the date of
origin and if available the ArchiveLink PLUS attributes.
Tip: You can invoke input helps by clicking the

4.

34

Click the

icon.

button to save your changes.

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3.8. Printing documents

In case you changed the document's date of origin, the new date is displayed.

3.8 Printing documents


Depending on your system configuration, you can print documents using the
following functions:
Viewer
Use the print function of the viewer that is installed on your system; see the
online help of the respective viewer.
Applications
If documents are displayed in their related applications, for example Microsoft
Word, you can use the application's print function.
DocuLink (OpenText Rendition Server)
If OpenText Rendition Server is installed on your system, you can use the
DocuLink print function. When you print a document with OpenText Rendition
Server, DocuLink converts the document to the PDF format prior to sending it to
the printer.
Note: OpenText Rendition Server needs to be licensed separately.
To print one or more documents with the DocuLink print function:
1.

Navigate in EFM to the required document(s).

2.

Select the required document(s) either as single documents or a complete folder


containing documents.

3.

Click the
(Document Processing) button and select the Print document entry
in the Document Processing dialog.
The Print document dialog opens.

4.

Select the Task Profile field and click the


icon to open the Task Profile
dialog. Select the required task profile from the selection dialog.

5.

Click the

(Copy) button to confirm your selection and press the ENTER key.

The task profile together with its defined printer path is displayed in the Print
document dialog.
6.

If required, enter any additional information in the Comment field.


This comment will be visible in the Overview of my Document Processing jobs
dialog.

7.

Click the Print button to trigger the printing of the selected document(s).

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3.9 Jumping into SAP HR standard transactions


EFM displays only selected information from an employee data record. However,
EFM allows you to jump into the HR standard transactions PA20 and PA30 and
access the complete data by double-click. The PA20 transaction only displays the
complete employee data record whereas you can edit data in the PA30 transaction.
Note: Jumping into the HR standard transactions from (sub)folders is only
possible in the infotype structure. However, jumping to the HR Master Data
record is also possible in the flexible folder structure, see To jump into the HR
Master Data record: on page 36.
To jump into the PA20 transaction for viewing:
1.

Open the personnel file and navigate to the wanted (sub)folder.


Note: The Browse sub tree only displays (sub)folders that contain
documents. If you want to jump to an infotype/subtype/object-ID with no
assigned documents, use the Add sub tree.

2.

Click the underlined node heading.


The PA20 transaction is displayed showing the corresponding data record.

3.

To return to the EFM view, press the F3 key.

To jump into the PA30 transaction for editing:


1.

Open the personnel file and navigate to the wanted (sub)folder.


Note: In the flexible folder structure, jumping to the PA30 transaction is
only possible from the top node of the personnel file.

2.

Double-click the

icon next to the wanted (sub)folder.

The PA30 transaction is displayed showing the corresponding data record.


Note: Your permissions for the PA30 transaction and the HR Master Data
record determine your ability to perform changes.
3.

Edit data and click

to save your changes.

4.

To return to the EFM view, press the F3 key.

To jump into the HR Master Data record:


1.

Open the personnel file (infotype structure or flexible folder structure).

2.

Jump to the HR Master Data record:

36

To jump into the PA20 transaction for viewing, click the underlined
personnel number or last name in the root node of the personnel file.

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3.10. Creating and processing follow-ups

To jump in the PA30 transaction for editing, click the


node of the personnel file.

icon next to the root

Note: You must have appropriate permissions to perform this action.


Otherwise, the
3.

icon is not displayed.

To return to the EFM view, press the F3 key.

3.10 Creating and processing follow-ups


It might be necessary to ask another HR employee to have a look at certain
documents in personnel files or at a complete personnel file. You also might want to
set up a reminder for yourself, regarding a document. For this purpose, EFM
provides the Follow-Up function. You create a Follow-up workflow for the
documents or the personnel file and assign it to the required HR employee, the socalled recipient. In the personnel file, the follow-up icon
is displayed to the left of
the documents or the personnel file, visible for all participants of the Follow-up
workflow, that is both the creator and recipient (in standard customizing).
In addition, the recipient gets a corresponding work item in the Workflow folder of
the SAP Business Workplace inbox. The recipient accesses the Follow-up workflow
by double-clicking the work item. The recipient can enter comments, display the
document, jump to the EFM view of the personnel file, and finish the follow-up.
The creator and the recipient can display the follow-up by double-clicking the
icon in the personnel file.

3.10.1

Creating a follow-up
To create a follow-up:
1.

Open the personnel file and navigate to the document(s) you want to create a
follow-up for.

2.

Click the icon on the very left of the document line to select the document.
Notes

3.

To select multiple documents, keep the CTRL key pressed and select the
documents.

For a follow-up on a complete personnel file, click the icon on the very
left of the personnel file to select the personnel file.

It is not possible to create a follow-up for a folder.

Click the Follow-Up button in the application tool bar.


The Create Follow-Up screen is displayed.
The example shows two documents from different employee's files.

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4.

Enter the following parameters in the Basic data panel:


Creator
Shows your user ID as the creator of the follow-up.
Recipient
Depending on the configuration, you have the following options:

No entry, as the recipient is automatically determined by the


configuration of your system.

The user ID of the employee to process the follow-up.

Selection by clicking the


button to open the Select Recipient window
and select a single user or a group from the pre-defined list.

Req. start
Enter the start date of the follow-up.
Note: If you enter a start date that lies in the future, the follow-up will
not be ready for processing before the selected date. However, the
icon in the personnel file is displayed immediately.
Req. end
Enter the requested end date of the Follow-up workflow. The workflow
must be processed by this date. Otherwise, the following events are
triggered:

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3.10. Creating and processing follow-ups

The workflow appears in the SAP Business Workplace inbox under


Workflow marked in yellow and a clock icon is displayed in the column
Work item overdue.

The workflow appears in the SAP Business Workplace inbox under


Workflow | Overdue entries and a clock icon is displayed in the
column Work item overdue.

A message appears under Workflow | Deadline messages with a link to


the respective work item; this message goes both to the creator and the
processor user.

Subject
Enter a short description of the follow-up. The subject is used as the work
item text for the Follow-up workflow.
The Selected documents & comments panel comprises the following fields:
Documents & folders
Lists a snapshot of the corresponding personnel files: the documents and all
higher-level folders.
Double-click the icon on the very left of the line to display the document in
the viewer that is installed on your system.
Double-click the icon on the very left of the employee record to jump to
the Display HR Master Data view.
Old Comments
You can insert a comment on the follow-up, describing the work to be done.
5.

Click OK.
The follow-up process is initiated. The processing employee receives a work
item in his workflow inbox at the selected start date. In the personnel file, the
icon is visible for the process participants.

To display a follow-up:
1.

Double-click the
icon in the personnel file. If more than one follow-up
process with your participation apply to the document, a selection screen is
displayed.
The Display follow-up screen allows you to view the details of the follow-up.

2.

You can perform certain actions like displaying the original document or
accessing the corresponding personnel file.
Note: You cannot enter comments or finish the follow-up in the Display
follow-up screen.

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3.10.2

Processing a follow-up
You start processing follow-ups from your inbox in the SAP Business Workplace.
To process a follow-up:
1.

To navigate to the Workflow folder in your SAP Business Workplace inbox,


click the

2.

icon in the application tool bar and open Inbox > Workflow.

Double-click the work item you want to process.


The Process Follow-Up screen is displayed.

The Basic data panel comprises general information about the Follow-up
workflow. See Step 4 on page 38.
The Selected documents & Comments panel comprises the following fields:
Documents & folders
Lists a snapshot of the corresponding personnel files: the documents and all
higher-level folders.
Double-click the icon on the very left of the line to display the document in
the viewer that is installed on your system.
Double-click the icon on the very left of the employee record to jump to
the Display HR Master Data view.

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3.11. Deleting documents with approval

Old Comments
Displays all comments that have been made to the follow-up. You can
toggle the history of comments on and off by clicking the
History) button.

(Collapse

Comments
You can insert a comment on the follow-up, for example the actions you
have performed on it.
Note: If you cancel processing the follow-up, a dialog opens asking if
you want to save your comments. If you click Yes, a short notice
containing your user ID, date and time is added to the comments,
even if you do not have added text to the Comments field.
At the bottom of the Process Follow-up screen, the following action buttons are
available:
Personnel file button
Click this button to access the EFM view of the personnel file the follow-up
belongs to.
Note: The label of this button uses the name of the personnel file
structure of EFM. This name can be customized, so the label probably
differs from Personnel file.
Personnel Actions button
Click this button to access the PA40 transaction in a separate window.
Finish button
Click this button to finish the follow-up process.
icon disappears from the document or folder in the personnel file.
The
The work item in the SAP Business Workplace inbox disappears.

3.11 Deleting documents with approval


In certain situations, you might want to delete documents from a personnel file, for
example, if they have become obsolete. For this purpose, EFM provides the Deletewith-Approval feature that ensures that a second user must approve all deletion
processes. The Delete with approval workflow is very similar to the Follow-up
workflow.
You create a Delete with approval workflow for the documents and assign the
workflow to the required HR employee, the recipient. Creator and recipient must be
different persons. In the personnel file, the icon is displayed to the right of the
documents, visible for all users of the personnel file.
Additionally, the recipient gets a corresponding work item in the Workflow folder
of the SAP Business Workplace inbox. The recipient accesses the Delete with
approval workflow by double-clicking the work item. The recipient can enter

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comments, display the document, jump to the EFM view of the personnel file, and
finish the Delete with approval workflow.
All participants of the process (creator and recipient) can display the deletion
request by double-clicking the icon in the personnel file. All other users will get
an error message when clicking the icon (in standard customizing).
Note: It is not possible to create a Delete with approval workflow for a
folder or a complete personnel file.

3.11.1

Creating a Delete with approval workflow


To create a Delete with approval workflow:
1.

Open the personnel file and navigate to the document(s) you want to delete.

2.

Click the icon on the very left of the document line to mark the document.
Note: To select multiple documents, keep the CTRL key pressed and mark
the documents.

3.

Click the Delete button in the application tool bar.


The Create Delete with approval screen is displayed.

4.

Enter the following parameters in the Basic data panel:


Creator
Shows your user ID as the creator of the deletion request.

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3.11. Deleting documents with approval

Recipient
Depending on the configuration, you have the following options:

No entry, as the recipient is automatically determined by the


configuration of your system.

The user ID of the employee to process the follow-up.

Selection by clicking the


button to open the Select Recipient window
and select a single user or a group from the pre-defined list.
Note: To make sure the deletion is approved by a second person, the
recipient must not be the same user as the creator.

Req. start
Enter the start date of the Delete with approval workflow.
Note: If you enter a start date that lies in the future, the Delete with
approval workflow will not be ready for processing before the
selected date. However, the
immediately.

icon in the personnel file is displayed

Req. end
Enter the requested end date of the Delete with approval workflow. The
workflow must be processed by this date. Otherwise, the following events
are triggered:

The workflow appears in the SAP Business Workplace inbox under


Workflow marked in yellow and a clock icon is displayed in the column
Work item overdue.

The workflow appears in the SAP Business Workplace inbox under


Workflow | Overdue entries and a clock icon is displayed in the
column Work item overdue.

A message appears under Workflow | Deadline messages with a link to


the respective work item; this message goes both to the creator and the
recipient user.

Subject
Enter a short description of the deletion request. The subject is used as the
work item text for the Delete with approval workflow.
The Documents & Comments panel comprises the following fields:
Documents & folders
Lists a snapshot of the corresponding personnel files: the documents and all
higher-level folders.
Double-click the icon on the very left of the line to display the document in
the viewer that is installed on your system.
Double-click the icon on the very left of the employee record to jump to
the Display HR Master Data view.

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Old Comments
You can insert a comment on the deletion request, describing the reason for
deleting documents.
5.

Click OK.
The Delete with approval workflow is initiated. The recipient receives a work
item in their workflow inbox at the selected start date. In the personnel file, the
icon is visible for the documents to be deleted.

3.11.2

Processing a Delete with approval workflow


You start processing deletion requests from your inbox in the SAP Business
Workplace.
To process a Delete with approval workflow:
1.

To navigate to the Workflow folder in your SAP Business Workplace inbox,


click the

2.

icon in the application tool bar and open Inbox > Workflow.

Double-click the work item you want to process.


The Process Delete with approval screen is displayed.

The Basic data panel comprises general information about the Delete with

approval workflow. See Step 4 on page 42.

The Selected Documents & Comments panel comprises the following fields:

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3.11. Deleting documents with approval

Documents & folders


Lists a snapshot of the corresponding personnel files: the documents and all
higher-level folders.
Double-click the icon on the very left of the line to display the document in
the viewer that is installed on your system.
Double-click the icon on the very left of the employee record to jump to
the Display HR Master Data view.
Old Comments
Displays all comments that have been made to the deletion request. You can
toggle the history of comments on and off by clicking the Collapse History
button (

).

Comments
You can insert a comment on the deletion request, for example what actions
you have performed about it.
Note: If you cancel processing the deletion request, a dialog opens
asking if you want to save your comments. If you click Yes, a short
notice containing your user ID, date and time is added to the
comments, even if you don't have added text to the Comments field.
At the bottom of the Process Delete with approval screen, the following action
buttons are available:
Personnel file button
Click this button to access the EFM view of the personnel file the deletion
request belongs to.
Note: The label of this button uses the name of the personnel file
structure of EFM. This name can be customized, so it is very likely that
the label differs from Personnel file.
Do not delete button
Click this button to reject the deletion request.
The requested documents are not deleted.
The icon disappears from the documents in the personnel file. The work
item in the SAP Business Workplace inbox disappears.
Delete button
Click this button to accept the deletion request.
The requested documents are deleted.
The icon disappears from the documents in the personnel file. The work
item in the SAP Business Workplace inbox disappears.

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3.12 Requesting workflow status


EFM informs you about the workflow status; the information you get depends
whether you are in the creator or recipient role. Depending on the customizing, the
following options are available:
Standard email notifications
As a recipient, you receive an email notification in your mail program inbox (for
example Microsoft Outlook) when a new workflow item appears in your SAP
Business Workplace Inbox. If you are part of a group defined as workflow
processor, all the other members of the group will also receive an email
notification.
As soon as one of the group has processed the workflow item from the SAP
Business Workplace Inbox, the item is no longer visible for the other processors.
In this case, no additional notification is sent.
As a creator, you are notified by an email once the workflow is completed
(Follow-up finished or Delete with approval accepted or rejected).
If the workflow item is forwarded using the standard SAP forward function, no
additional notification is sent.
Note: For security reasons, emails do not contain any workflow-specific
documents as attachments. The respective documents can only be accessed
via the SAP Business Workplace or the SAP NetWeaver Portal Unified
Worklist (UWL).
SAP Business Workplace inbox
As a creator, you will get a Processing info document in your SAP Business
Workplace inbox once the recipient has finished your work item. In the case of a
Follow-up workflow, this is the finish state; in the case of a Delete with
approval workflow, it is either an acceptance or a reject.
Note: This function is only available when creator and recipient are
different users.
EFM Activity Log
In addition, as an HR employee, you can use the EFM Activity Log to request
the workflow status. You can perform the following:

Search for the FOLLOW_UP or 4-EYE-DELETE workflow activity profiles.

Check workflow status for creation or processing in the Activity column.

Check the EFM-specific Workflow Status field for detailed information.


Note: For more details, see Evaluating logs on page 70.

Employee File Management Workflow Monitoring


In addition, as an HR employee, you can use the Employee File Management
Workflow Monitoring (/OTEI/SWF_ADMIN transaction) to monitor the EFMspecific workflows.

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3.13. Using reporting

Note: Make sure you have the necessary permission to perform the
transaction. For more details, see section 3.3 Workflow monitoring in
OpenText Employee File Management - Administration Guide (EIM-AGD).

3.13 Using reporting


With the EFM reporting application, HR administrators and managers can check if
documents with specific document types are stored and valid in personnel files.
Note: Make sure you have the necessary permission to perform the reporting.
To trigger a report:
1.

Execute the /OTEI/RP_DTB_REPORT transaction.

2.

If you are a manager who has employees reporting, you can specify employee
groups by selecting one of the following options in the Employee Selection
Mode panel:

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Direct Report
Filters all employees whose organizational unit level is directly under your
organizational unit.
All Reports
Filters all employees which are under your organizational unit.
Employee Search
Checks all employees; use the parameters in the Employees group such as
the personnel number or person ID to refine your search.
Note: For HR administrators, the Employee Selection Mode is not
available. For them, reporting is always done in the Employee Search
mode.
3.

Specify one or more of the following parameters:


Employees
Limit the search to a specific group using HR data such as the personnel
number, person ID, position, organizational unit or job key; you may also
combine these parameters.
Tip: You can search for the HR data by selecting the line and clicking
.
Report options
Select whether valid or missing documents are displayed and/or whether
business document types are enabled. If business document types are
enabled, the F4 help for document types and the result list display business
document types instead of document types.
Note: Business document types are customized by your administrator.
They unite several technical document types such as PDF or TIFF into
a logical type such as contract or appraisal. This business document
type can be searched for like the standard document type.
Document types
Specify one or more document types or business document types (if
customized) that you want to include in your report. If you select the Exp.
doc. option, expired documents of the respective type are also displayed.
Tip: If you want to display expired documents specify the fields Date
After or Not Older. The option Date After will mark a document as
expired, if its date of origin is prior to the Date After.
With the Not Older and the Unit of time setting, a time interval can be
specified. Documents whose date of origin is not in this time interval
are marked as expired.

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3.13. Using reporting

Tip: You can use the standard SAP procedure for variants to save the
entries for a search that is used on a regular basis in a user-specific
(personal) variant.
Stored variants can also be used in the reporting in the EFM Web UI.
4.

Click the

button.

The report table is displayed, the single rows indicating the respective
documents. Their status is color-coded; see the tables header for details.
5.

Depending on the customizing, you can perform the following operations on


the report table:

Select the required row and click the


button; the respective document is
opened and displayed in the OpenText Imaging Web Viewer.

Select the required row and click the


personnel no. of the respective row.

Click the

button to show the report table as a business graphic.

Click the

button to export the report table to Microsoft Excel.

Click the PersNo hotspot to invoke the Display HR master data function
dialog.

Click the Doc.type or the Description hotspot to display the respective


document.

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Chapter 4

Creating and using guest user tickets


In certain situations, it might be necessary to allow temporary access to EFM for
users who are not employees of the HR department. For example, an employee
might want to view his/her own personnel file or a manager might want to look at
the file of an employee who has applied for a vacant position in another department
of the company. In these situations, it is required to create a guest user ticket.
There are two options to create guest user access:

Using Guest User Ticketing System - The HR manager creates the ticket and
defines which documents and employees are accessible for the guest user. The
guest user can access all documents and employees that the ticket creator has
listed in the ticket. The guest user receives an E-mail notification from the ticket
creator containing ticket and PIN numbers to access the guest user ticket.

Using guest user account - Access to EFM for the guest user is made possible by
a guest user account and a password (PIN), granting a restricted access to a
personnel file. The guest user ticket denotes the combination of the guest user
account and the corresponding PIN. For more information, see Creating guest
user ticket with guest user account on page 58.

4.1 Creating guest user ticket with Guest User


Ticketing System (GTS)
4.1.1

Creating guest user ticket


To create a guest user ticket, for example as HR manager, you must perform the
following steps.
To create a guest user ticket:
1.

Execute transaction /OTEI/GTS.

2.

In the Guest User Ticketing System window, click

3.

Customize the following settings:

Interface select WebLink.

Access Type you have the following options:

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to create a new ticket.

Single Access the guest user can access the ticket only once.

Multiple Access the guest user can access the ticket more than one

time.

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4.

From/To enter the time period during which the ticket can be accessed.
After the expiry of this period, the ticket becomes invalid.

Content enter the content type that you want to provide for the guest user.
The available content types have been determined in the guest user ticket
customizing.

Requester enter the personnel number of the ticket requester or click


select one.

View Type select either Infotype Structure or Folder Structure to


display the requested employee information in the ticket. If you select
Folder Structure, you must select the folder structure configuration to be
used in the field Configuration shown next to View Type. This field is only
available when using Folder Structure.

to

In the Ticket Overview table, enter the personnel number of the employee/s
you want to give access to in the Employee box.
The Name and Date of Birth fields for these employees are populated.
The corresponding employee files appear in the area next to the Ticket
Overview panel. Navigate to and expand the folders that you want to give
access to.

5.

Depending on the selected content type specified in field Content, additional


screen areas are displayed next to the Ticket Overview area.

Content: Files only uses the employee number(s) specified in Ticket


Overview to grant access to all documents contained in those employee files.

Content: Documents shows a tree of available folders per employee next to


Ticket Overview. Only folders containing documents are shown. The user
must select one or more folders by marking the corresponding check boxes
and click Please click this button to check the documents. A list of
documents contained in the selected folders appears. The user must select
the documents to be contained in the ticket by selecting the corresponding
check boxes. The ticket will only grant access to the selected documents.

Content: Folders works like Content: Documents but all documents are
selected automatically. You can deselect check boxes for documents that you
do not want to include in the ticket.

Content: Template shows a tree of available folders configured in the

infotype or folder structure. This tree does not consider specific

employees but shows all configured folders including folders containing no


documents. In this scenario, you just need to select one or more folders by
selecting the corresponding check boxes. You cannot select specific
documents. This scenario is used to grant access to all documents contained
in the selected folders for all of the specified employees.

52

6.

You can write comments to the requester in the Comment box.

7.

Click

Save.

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4.1. Creating guest user ticket with Guest User Ticketing System (GTS)

8.

The Ticket Information window opens. Verify your ticket information. If it was
enabled in the customizing, you can edit the E-mail addresses.

Important
You must have selected at least one document for each employee. When
the ticket contains employees with no document selected, you will get
an error message.
9.

You have the following options:

click

to create the ticket and send the notification mails

click
ticket.

to create the ticket without sending notifications or printing the

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Chapter 4 Creating and using guest user tickets

click

10. Click

4.1.2

to create the ticket and print the ticket information.


to confirm the ticket creation.

Using guest user ticket


After the HR manager has created the guest user ticket, the requester receives the Email notification with the access information. The first notification E-mail contains
ticket and PIN numbers and the second E-mail contains the access link. When you
have received your access information, proceed as follows:
1.

Copy ticket and PIN numbers from your notification E-mail to the clipboard.

2.

Click the access link in your notification E-mail. In the guest user ticket logon
screen, enter ticket and PIN number.

Click the Log On button.

54

3.

The employee/s included in the ticket are listed. Double-click the employee
entry to open the Employee Details, Comment and Content Information
panels.

4.

You can use the structure shown in the Content Information panel as
navigation help for selecting specific documents assigned to this employee.

5.

Click a folder to display the corresponding documents in the Documents panel.


Click the top folder to display all documents for the selected employee.

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4.1. Creating guest user ticket with Guest User Ticketing System (GTS)

6.

To display the document content, click the Description link in the document
entry.
The document opens in the application customized for the document type.

7.

You can write a comment for the ticket creator. In the Comments panel, click
Add. Expand the new comment line to enter a comment in the Comments box.
Click Save.

8.

To exit the ticket, you have the following options:

Click Leave. You can still re-enter the ticket until the validity period has
expired. This option is only available if you have a ticket created with the
multiple access setting.

Click Close and confirm with Yes. The ticket is closed and you can no longer
re-enter it. If you have added a comment, the ticket creator receives a
notification E-mail including your comment.

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Chapter 4 Creating and using guest user tickets

4.1.3

Changing an open guest user ticket


As ticket creator, you have the option to change/edit an open guest user ticket.
Example: A manager already has accessed documents of an employee via a guest user ticket
and needs to check documents of a second employee, for example, to compare contract
elements of both employees. The HR manager can change the existing guest user ticket to
include access to the second employee. The manager can access the changed guest user ticket
again using the same ticket and PIN number.

Notes

You can only change a ticket created with Multiple Access setting.

You cannot change a ticket with the Status Closed and Expired.

To edit/change an existing guest user ticket:

56

1.

Execute transaction /OTEI/GTS to open the Guest User Ticketing System.

2.

From the ticket list, select the ticket you want to change and click

3.

You can edit the following:

Edit Ticket.

changingAccess Type

adding new employees in the Ticket Overview.

selecting the employee documents you want to provide access for.

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4.1. Creating guest user ticket with Guest User Ticketing System (GTS)

You cannot change Content type, Requester and View Type.


4.

Click
Save. In the Ticket Information dialog, the updated information about
included files and documents is displayed. Ticket and PIN numbers do not
change and are not displayed.

5.

Click

Finish and confirm the change with

In the Guest User Ticketing Systemoverview, the ticket is now listed with the
Status = Changed.
Notes

After the ticket update, the requester does not get an E-mail notification.

You can check log changes on guest user ticket in EFM activity log.

To enter the updated guest user ticket:


1.

Use the still valid access URL, ticket and PIN numbers of your previous access
to re-enter your guest user ticket.

2.

You guest user ticket now contains the updated information.

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Chapter 4 Creating and using guest user tickets

4.2 Creating guest user ticket with guest user


account
Access to EFM for the guest user is made possible by a guest user account and a
password (PIN), granting a restricted access to a personnel file. The guest user ticket
denotes the combination of the guest user account and the corresponding PIN.
Notes

OpenText recommends creating an SAP user with appropriate roles for each
guest user account.

The number of available guest user accounts can be customized.

The following different access types of guest user accounts are possible:
Employee on site
This type of access allows an employee to look at his own personnel file on a
computer in the HR department.
Manager on site
This type of access allows a manager to look at a personnel file on a computer in
the HR department.
Manager remote
This type of access allows a manager to look at a personnel file using a remote
connection.
Note: An Employee guest user may log on to the system only once. The
Manager and Manager remote guest users can log on several times.

4.2.1

Creating a guest user ticket


Usually HR employees create the guest user tickets. For creating guest user tickets,
you need the permission for the corresponding transaction. Contact your
administrator for details.
Note: Make sure you have the necessary permission to create guest user
tickets.
To create a guest user ticket:
1.

Log on to SAP.

2.

In the User menu, double-click Create guest user account.


Note: Depending on the system settings, the Create guest user account
link might be located in a different menu.
Alternatively execute the /OTEI/GU01 transaction.

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4.2. Creating guest user ticket with guest user account

The Create guest user ticket screen opens.

The Create guest user ticket screen comprises the following panels:
Header data
In this panel you enter parameters for the guest user ticket and trigger the
creation.
Guest user accounts
This panel displays all guest user tickets with related information.
3.

In the Header data panel, enter the parameters relevant for creating the ticket:
Valid from/Valid to
Enter date and time to define the period in which the guest user ticket will
be active.
Tip: You can open a calendar or clock to select date or time, by
selecting the line and clicking

Depending on the customizing, the system enters default values for Valid
from and Valid to. You can overwrite these default values.
Creator
Displays the ticket creator.

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Chapter 4 Creating and using guest user tickets

Available scenario
Select the personnel file structure to be initially displayed to the guest user.
For details, see Browsing a personnel file on page 19.
Personnel number
Enter the personnel number of the employee whose file will be accessible
for the guest user. You can search for the personnel number, by selecting
the line and clicking

Note: You cannot create a guest user account for your own personnel
number.
Access type
Select the guest user access type:

Employee

Manager

Manager remote

For details, see The following different access types of guest user accounts
are possible:.
Requester (only for access types Manager and Manager remote)
Identifies who has requested the guest user ticket; usually, this will be the
manager themselves. The following ways to identify the requester are
possible:
Personnel number (first line)
Enter the personnel number of the person who requested the guest user
account. You can search for the personnel number by selecting the line
and clicking

Free text (second line)


Enter the name as free text if the requester is not available in the SAP
HR system.
4.

Click the Create guest user ticket button.


A Message dialog is displayed.
For the Employee type, continue with Step 5.
For Manager type, continue with Step 6

5.

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For Employee type:

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4.2. Creating guest user ticket with guest user account

The guest user account and the PIN enable access to the personnel file of the
stated personnel number.
a.

Note down the account and the PIN to transmit them to the guest user.

b.

To create the guest user account, click the

button.

The new account is displayed in the Guest user accounts panel.


6.

For Manager and Manager remote type:

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The guest user account and the PIN enable access to the personnel file of the
stated personnel number.
At the bottom of the message, the email address of the receiver is displayed.
This email address is taken from the Requester entry if you have inserted the
personnel number and if the email address is maintained.
a.

If the system is configured accordingly, you can edit the part of the email
address left of the @.
Note: Sending the email containing the account and the PIN might be
disabled on your system. Contact your administrator for details. In
case the email is not sent, note down the account and the PIN to
transmit them to the guest user.

b.

To create the guest user account, click the

button.

The guest user account is created, and the email is sent.


The new account is displayed in the Guest user accounts panel.
The Guest user accounts panel provides the following function buttons:

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4.2. Creating guest user ticket with guest user account

Refresh
Updates the screen and the list of accounts. The default date and time are set to
the present.
Re-Activate guest user account
If an active guest user account is not used any longer you can reactivate it. That
means the guest user cannot use the corresponding account/PIN combination
any longer. Accounts are reactivated automatically after an employee used their
account/PIN to access their personnel folder once or if the validity period is
exceeded.
To re-activate a guest user account

4.2.2

1.

Select an active account (red lamp) in the list.

2.

Click the Re-Activate guest user account button to make the guest user account
available again.

Using a guest user account


The guest user account grants you a restricted access to your personnel file
(employee account) or to the file of another employee (manager account). You can
see all documents contained in the personnel file but you cannot perform any
actions.
Notes

With the Employee access type, you can log into EFM only once. The access
types Manager and Manager remote allow several logins.

With a manager access, some infotypes are excluded from access due to legal
restrictions. You cannot access corresponding documents. Which infotypes
are excluded can be configured in the HR specific roles for guest user
managers.

To access EFM with a guest user account:


1.

Log on to SAP with the special SAP user and password you received from the
HR department.

2.

In the User menu, double-click Access guest user account.


Note: Depending on the system settings, the Access guest user account
link might be located in a different menu.
Alternatively execute the /OTEI/GU02 transaction.
The Access guest user account screen is displayed.

3.

Enter the guest user account and the PIN you received from the HR department
and click the Execute button.
The restricted view of the personnel file is displayed.

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Chapter 4 Creating and using guest user tickets

For browsing within the personnel file, see Browsing a personnel file
on page 19.
Note: The Add sub tree is not available for guest users.

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Chapter 5

Using activity logging


Employee File Management provides logging of all guest user, document- and
workflow-related activities. This logging can be used by HR managers on a regular
basis to get an overview of the processed personnel files. An SAP (technical)
administrator can use this logging as well in order to get a chronological list of
activities that may have caused an error case.
The log comprises the following details:

Shows all document-related actions by a user or a guest user account.

Provides a direct access to processed HR documents via hyperlinks.

Displays HR-related information like infotype and subtype.

Provides an overview of initiated and processed workflows and workflow states.

Shows guest user actions like ticket creation and guest user log-in.

5.1 Selecting log reports


To select a log report:
1.

Execute the /OTEI/ACT_LOG transaction.

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2.

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Enter the required selection criteria. You can use the following parameters:

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5.1. Selecting log reports

Access to
Personnel No.
The number of the personnel file on which the action was performed.
Infotype
The infotype of the accessed personnel file.
Subtype
The subtype of the accessed personnel file.
Object ID
ID for subtype.
Activity
The action performed; the following activities are considered:

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Document created
Logged after adding a new HR document to a personnel file.

Date of origin changed


Indicates a change in the date of origin.

Ticket created
Logged after a ticket creation for a guest user access.

Guest user account reactivated


Recorded for a reactivated guest user account.

Guest user logged in


Indicates a log-in as a guest user.

Guest user login failed


Logged after a failed guest user access due to a wrong PIN or guest
user account.

Workflow initiated
Indicates a started workflow.

Workflow processed
Recorded for a processed workflow.

Document copied
Logged after copying an HR document.

Document moved - Source


Log entry for the document which has been deleted with a
document move.

Document displayed
Recorded for a displayed document.

Document moved - Destination


Log entry for the document which has been created with a
document move.

Document deleted

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Log entry for the document which has been deleted.


Accessed By
SAP User Name
Name of the technical SAP user who accomplished the action.
Guest User Account
The account which was used during a guest user access.
Access Type
The access type considers Guest User Employee, Guest User Manager
On-Site, Guest User Manager Remote, Standard, and Workflow.
The standard access type can be used to filter out activities that were
executed using EFM directly without a guest user ticket. All initiated
and processed workflows can be searched with the workflow access
type.
Time Restriction
Date
The date when the action was completed.
Time
The time when the action was processed.
Document Search
Content Repository ID
ID of the content repository in which the document-related activity was
performed.
Document ID
ArchiveLink ID of the processed HR document.
Document Type
Document type of the managed HR document.
Archive Date
Date when the HR document has been archived.
Date of Origin
Origin date of HR document.
Workflow
Activity Key
ID in workflow activities.
Profile
The workflow type.
Status
The workflow status.

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5.1. Selecting log reports

Processes & Forms Integration


Process (Processes & Forms)
Personnel administration process.
Reference number
Process reference number.
Requested By Guest User
Personnel No.
The personnel number of the person who requested access to personnel
file as manager using the guest user access.
User name
Name of the person who requested access as manager using the guest
user access.
Report Options
Layout
Enter the layout for the report if you have saved a personal layout using
the ALV grid control beforehand.
Maximum no. of hits
The number of hits can be limited by this value.
Project and View
Project
ID of the project.
View
View number of the project.
3.

Click the

button to execute the logging report.

A report is created and displayed in the Display of Log Entries Found screen
using the current settings.
Tip: Click the Number of Entries button to get the number of found log entries
considering the current selection criteria.
Click the Clear All Selection Fields to reset all selection fields.

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5.2 Evaluating logs

The Display of Log Entries Found screen comprises:

Header section
The header section of the report screen shows the log dates of the first and the
last entry of the report period; it also displays the number of log entries found.
The maximum number of displayed entries can be changed and the report result
will be updated automatically.

SAP list viewer


The SAP list viewer (ALV) provides various standard SAP action buttons for the
list viewer that displays the actual report results. You can change the layout of
the report, that is move, remove or add columns and save this new layout. You
can then select your saved layout in the selection screen when you start the
report the next time.
The SAP list viewer displays the report results; in addition to the selection
criteria, the following columns are displayed:
Document selection
The icon in the first column marks document-related activities like copy or
move. If the icon is selected, the respective document is opened in a web
browser. The Content Repository ID and Document ID columns also
contain hyperlinks which can be selected and open the document in a web
browser.
Document Type Description
Description of the document type.
Additional Information
Additional description of the activity.

To view details for a specific log entry, double-click a cell in the respective row in
the SAP list viewer. A detailed list is displayed showing all information on the
respective activity.
Note: With EFM, deletion for log entries can be configured. Depending on the
customizing, a document deletion may also delete all document-related log

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5.2. Evaluating logs

entries. Such a customizing would ensure that any information on this


document is removed from the system. Contact your administrator for details.

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Chapter 6

Using the EFM Cockpit


EFM features the EFM Cockpit as a tool for central access to your standard HR
functions. The EFM Cockpit provides a customized set of subscreens and the
following default buttons for commonly-used functions:
Personnel File
Opens a customized EFM view.
Display HR Master Data
Invokes the PA20 transaction.
Maintain HR Master Data
Invokes the PA30 transaction.
Personnel Action
Invokes the PA40 transaction.
Reporting
Invokes the /OTEI/RP_DTB_REPORT transaction for reporting. For details, see
Using reporting on page 47.
Document Inbox
Opens a customized Document Inbox. For details, see Using the Document
Inbox on page 77.
Full Text Search
Invokes the SAP full-text search.
Note: Depending on the customizing, the buttons might be different on your
system. Contact your administrator for details.
To launch EFM Cockpit:
1.

Log on to the SAP system.

2.

Execute the /OTEI/COCKPIT transaction.


The corresponding EFM Cockpit is displayed.

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Note: Depending on the customizing, the EFM Cockpit might look


different on your system.
In the default configuration, EFM Cockpit features the following subscreens:
Employee Data
Displays picture and selected HR data of employee.
The default data displayed is from the current user; to change to another user,
modify the entry in the Personnel number field.
Note: The Employee Data subscreen is fixed in its position and size and
cannot be customized.
Activities
Displays initially the activities of a default time interval of 30 days for the user
with the selected personnel number. All entries are sorted by date and time.
The default time interval can be modified as required.
Tip: If you click a documents icon, the respective document is opened in a
viewer window.
Workflows
Displays the workflows sorted by status (open, error, etc.) and creation date.
The Status column indicates the cumulative status of SAP and EFM and
displays an icon for the overall ticket status
Tip: If you click a workflow ID in the respective column, the workflow log
is opened.
Tickets
Displays all open tickets and their data.

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Note: To customize the layout of the subscreens, click the


button of the
respective subscreen to open the Change layout dialog. You can modify the
settings for column selection, sorting, filters and display purposes.
Refer to your SAP documentation for a description of these functions.

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Chapter 7

Using the Document Inbox


EFM features the Document Inbox as a tool for central access to ticket processing,
document processing, and the document conversion filter. The Document Inbox
items are fed into the system via the ESS/MSS upload (Document Upload and
Inbox application on page 108) and the file batch import. These input channels
create tickets and forward them to the Document Inbox.

The Document Inbox main screen features the following subscreens:


Ticket Search subscreen
This subscreen allows searching for a specific ticket, using the tickets metadata.
Preview subscreen
The ticket preview displays the first 4 pages of a document. If you click on a
displayed page, the configured display application (Windows Viewer or Web
Viewer) is started.
Tickets subscreen
This subscreen displays all tickets that fulfill the filter criteria and for which you
have also authorizations. For example, only the tickets are displayed where the
employee/personnel no. relates to the specified organizational unit, personnel
area or company code.
Ticket Overview subscreen
This subscreen displays details of the selected ticket.
Ticket History subscreen
This subscreen displays the history (including the comments) of the selected
ticket. To restart a faulty document conversion manually, click the Convert
button.

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When clicking on hyperlinks in the document type columns, you can display the
document content for each processing step from the ticket history. For tickets
with the ASSIGNED status, only the current document content of the last
processing step can be displayed.
Ticket process area
Depending on the ticket selected and its status, the subscreen displays the
possible process steps Assign Document to Personnel File, Close Ticket or
Reject Ticket:
Assign Document to Personnel File
Assigns the selected ticket to an employee. In addition, you can access the
HR Master Data and the personnel file for the selected employee.
Close Ticket
Sets the ticket status to Closed.
Reject Ticket
Sets the ticket status to Rejected.

To process a ticket in the Document Inbox:


1.

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Log on to the SAP system.

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2.

Execute the /OTEI/INBOX_100 transaction (for document type selection via


infotype) or /OTEI/INBOX_110 transaction (for document type selection via
flexible folder).
The document type selection you use also determines the view used when you
open a personnel file.
The Document Inbox with all tickets for which you have authorizations is
displayed.

3.

Select the ticket that you want to process. If required, enter filter criteria in the
Search subscreen and click the

button to locate the required ticket.

The subscreens are updated and display the ticket status. The selected ticket is
now locked and cannot be accessed by other users.
Tip: If you do not use the Search subscreen, click the
it. This will free screen space for the other elements.
4.

button to collapse

Depending on the required processing, click the Assign Document, Reject or


Close button in the Tickets subscreen:
a.

To assign a document, specify the following document data; only


Personnel No. and Document Type are mandatory:
Personnel No.
Specifies the employees personnel no.
Document Type
The MIME type of the uploaded document determines the possible
document types. The document type chosen via the Document Upload
Self-Service applications is already preset.
Click the
button to open the Select Document Type dialog and
select the required document type.
Infotype
Optional; entering an infotype limits the possible entries for the
Document type field.
Subtype, Object ID, Date of origin
Optional; parameters will be available depending on the selected
document type.
Enter a comment and click the Assign Document button.

b.

To reject or close a document, enter a comment and click the Reject or


Close button.
In both cases notification emails are sent back to the employee who
uploaded the document. Rejected document uploads can be processed
again by uploading a new document.

5.

In the toolbar, click the

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The process area, the ticket list, and the ticket history are updated and display
the new ticket status.
6.

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Check uploaded document in personnel file by clicking the


File) button from the ticket process area.

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Part 2
Using EFM Web UI

Part 2 Using EFM Web UI

EFM Web UI allows you to perform Employee File Management tasks in a webbased environment, including a dedicated tree view and browsing of document
thumbnails. The EFM Web UI is based on the SAP Web Dynpro technology.

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Chapter 8

Getting started with EFM Web UI


8.1 Launching EFM Web UI
To launch EFM Web UI:
1.

Open the appropriate URL for EFM Web UI in your browser.


Note: The appropriate URL might be available in the Favorites menu of
your browser or on an Intranet page. In case of problems, contact your
administrator.

2.

If required, enter your credentials and click OK.


The EFM web start screen is displayed, showing hyperlinks to the available
views of the EFM project.
Depending on the kind of URL you are using, you might get redirected directly
to the EFM web search mask.

8.2 Searching personnel files


You can search for personnel files specifying a range of HR master data, including
personal data and organizational information.
To search personnel files in EFM Web UI:
1.

Launch EFM within EFM Web UI, see Launching EFM Web UI on page 83.

2.

Click the hyperlink of the EFM view you want to search in.
The EFM Web UI search mask is displayed.

3.

Enter the search criteria. You can search for single values and for value ranges.
To search for ranges, enter threshold values in both fields in a row.
Tip: To display a list of possible entries, click the
icon to the right of the
search field, if available. In the list of possible entries, double-click an
entry to fill it in the search field.

4.

To start the search, click the Search button.


The search result, one or more master records, is displayed as a hit list in the
Search Results panel.

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8.3 Searching specific documents


Using the document search, you can search for specific documents within a
personnel file specifying one of the following:

Both HR and document metadata such as document type, document class or


infotype.

A specific text string using the full-text search.


Note: The full-text search must be customized by your administrator.

To search specific documents:


1.

Launch EFM within EFM Web UI, see Launching EFM Web UI on page 83.

2.

Click the Search folder in a personnel file you want to search in.
A search mask is displayed.
Note: The search mask may look different, for example it may have fewer
search fields, depending on the user group you are assigned to.

3.

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Enter the search text string in the Search pattern field.

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You can combine the full-text search with specific metadata search criteria. You
can search for text strings and for value ranges.
4.

To start the search, click the Search button.


After executing the search, the Search Results pane displays the results.

8.4 Sorting documents


For the All Documents and Search folder, the search results are displayed as hit list
with sortable columns. The sorting criteria are the columns Description, Date of
origin, and Storage date. The list entries can be sorted by clicking the icon to the
right of the column header(s).

8.5 Browsing a personnel file


The principal structure of personnel files in EFM Web UI is the same as in the SAP
GUI, infotype structure or flexible folder structure. You will find the same elements,
like Search, Browse, Add, and All Documents.
The basic element of the EFM Web UI hierarchy is a row in the Search Results table;
each row represents a node or a document.
Tip: To additionally display the Tree View in EFM Web UI, click the icon to
the very right of the heading bar and select Show Tree. Repeat this action to
turn the Tree View off again.
In addition to the table hierarchy, EFM Web UI offers navigation with the breadcrumb
mechanism. The breadcrumb line above the Search Results table will help you to
identify your current position in the levels and sub-levels within a personnel file.
You can click on any of the breadcrumb elements to go directly to the respective
level.

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Notes

Using the standard BACK button or shortcut of your browser will result in a
display error in EFM Web UI.

Depending on the customizing, the EFM Web UI might look different on


your system.

8.6 Browsing thumbnails for fast document retrieval


To speed up the search for a particular document, EFM Web UI displays each page
of each document in a personnel file as a thumbnail. From the thumbnail view, you
can open the document in the viewer configured on your system.
Note: Depending on the customizing, the thumbnail view might not be
available on your system.
To display thumbnails of documents:
1.

Launch EFM Web UI.

2.

Navigate to the required personnel folder and open a node containing


documents.

3.

Click the

icon to the very right of the heading bar and select Thumbnails.

The pages of the documents in the node are displayed as thumbnails.

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Notes

You can navigate through the personnel file like in the list view. Folders
are displayed in the thumbnails with a folder symbol. To open the
folder, click the symbol.

To switch off the thumbnails view and return to the list view, click the
View link on the right of the heading bar.

EFM Web UI displays thumbnails for the following document formats:


TXT
Text document format
PDF
Adobe Reader document format
OTF
SAP output text format
ALF
SAP print list format
TIF

Tagged Image File format (graphics)

FAX
Graphic format
PNG
Portable Network Graphics format

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JPG
Graphic format
GIF

Graphic format

For MS Office documents, EFM Web UI displays an icon instead of a thumbnail.


Click the icon to display the document in its corresponding MS Office
application, for example MS Word, embedded in EFM Web UI.
4.

Browse through the thumbnails to locate the required document.

5.

Click a thumbnail to display an enlarged view of the document. Click on the


enlarged view to open the document in the viewer configured in your system.

In the thumbnails view, the following settings are available:


Page tab
Displays the current page.
Notes tab
Displays notes on the current document, if there are any.
Zoom In/Zoom Out
You can increase or reduce the size of the page in the Page tab.
Layout
You can switch between Vertical and Horizontal layout of the thumbnails.
Default value: Horizontal
Thumbnail size
You can switch between Small, Medium and Large thumbnail size. Default
value: Small
Previous/Next
The thumbnails hit list shows only a certain number of documents at a time. The
actual number depends on the settings of the system. You can navigate between
the displayed documents, using the Previous and Next buttons.
More hits
Displays the next portion of a hit list exceeding the current page display.
Refresh
Refreshes the current view and returns to the first hit list of pages.

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8.7 Buttons in EFM Web UI


Note: Since the functions of EFM can be customized for different users, you
may not be able to access all functions described in the following.
Tool bar

The tool bar in EFM Web UI provides the following function buttons:
Up

Goes to the next higher level.

Copy
Copies the selected element to a new location within the SAP system. See
Moving and copying documents in EFM Web UI on page 93.
Move
Moves the selected element to a new location within the SAP system. See
Moving and copying documents in EFM Web UI on page 93.
Display Original
Displays the original document or a selection list of documents assigned to the
selected record. See Displaying archived documents in EFM Web UI
on page 91.
Follow-Up
Starts a follow-up workflow for the selected documents.
Delete
Starts a delete workflow for the selected documents.
Refresh
Rebuilds the page display.
More hits
Displays the next portion of a hit list exceeding the current page display.
Related Links
Invokes the links customized by your administrator.
Context menu

In addition to the buttons in the tool bar, you can use menu items from the context
menu (indicated by the icon next to the folder/document) to trigger an operation.
Note: Some of the context menu items are also available in the tool bar. They
are described in Tool bar on page 89.
The following additional context menu item is available below the Add folder:
Create
Adds a new document to the personnel file, see Archiving documents in EFM
Web UI on page 91. The Create menu item is only available for folders below
Add, containing documents, for example All Documents or Documents folders.

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Note: In the flexible folder structure, the Create menu item does not work
for the All Documents folder.

8.8 Using guest user access


The EFM Web UI also provides guest user access. The guest user access grants
access to EFM by prompting for a guest user account and a corresponding PIN.
To use the guest user access:
1.

Launch EFM Web UI (see Launching EFM Web UI on page 83).

2.

If there is no SAP service alias configured for the EFM Web UI, you have to log
in first with the technical SAP user into the SAP system. The technical SAP user
must have an appropriate guest user role.
The web-based guest user access dialog is displayed.
Note: Usage of guest user roles is described in section 5.2 Customizing
guest user access based on guest user accounts in OpenText Employee File
Management - Administration Guide (EIM-AGD).

3.

Enter guest user account and PIN.


Note: For using the web-based guest user access, it is recommended to
configure so-called SAP service aliases for EFM Web UI. The service
configuration is described in section 11.4 Customizing guest user access in
OpenText Employee File Management - Administration Guide (EIM-AGD).

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EFM Web UI provides the following functions:

Displaying archived documents in EFM Web UI on page 91

Archiving documents in EFM Web UI on page 91

Moving and copying documents in EFM Web UI on page 93

Changing a document's date of origin in EFM Web UI on page 97

Creating and processing workflows in EFM Web UI on page 98

Uploading multiple documents using Drag&Drop on page 101

Using reporting on page 104

Using full-text search on page 105

Document Upload and Inbox application on page 108


Important
Since the functions of EFM can be customized for different roles, you may
not be able to access all functions described in the following.

9.1 Displaying archived documents in EFM Web UI


EFM Web UI provides the following ways to display documents:

Click on the document in the list view.

Click on the thumbnail of a document.

Select a document and click the Display Original button in the tool bar.

9.2 Archiving documents in EFM Web UI


EFM Web UI supports the File upload archiving scenario only. For an introduction to
the archiving scenarios, see Archiving documents on page 24.
To archive a document:
1.

Open the personnel file in EFM Web UI and navigate to the Add node.

2.

Select the folder to archive the document to.

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3.

Either click the store icon


on the very right of the line or select the context
menu and choose Create Document.
The File Upload - Create documents dialog is displayed.

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4.

Click the Browse button to navigate to the document that you want to archive.

5.

Click the Attach button to transfer the document to the Current file
attachment(s) field.

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9.3. Moving and copying documents in EFM Web UI

Note: Attaching multiple documents is not possible; documents need to be


attached one after another.
6.

Select the document type from the drop-down-list.


If you have chosen a wrong document, use the Remove button to remove it.

7.

Click the Upload button.


The Create View dialog is displayed.

Note: For other document types, you may have to select an infotype, a
subtype or an object ID. The procedure is identical: Click the respective
icon, and click the correct infotype/subtype/object ID in the list. The
infotype/subtype/object ID is transferred to the Create View dialog.
8.

Enter the date of origin and click the Create button to archive the document.

9.3 Moving and copying documents in EFM Web UI


For a general explanation of moving and copying documents, see Moving and
copying documents on page 31.
Important
The target destination must be a folder below the Add folder.
Note: You can move and copy documents between infotypes/folders and
personnel files.

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In the following example, an appraisal has been assigned incorrectly to the


employee Thompson instead of the employee Gonzales and must be moved to the
correct personnel file.
Note: The following procedure describes how to move a document. The
procedure of copying a document is almost identical. The only difference is
that copying leaves the document also in the source destination.
To move a document:
1.

Open the personnel file in EFM Web UI.

2.

Browse to the document in the personnel file and mark it.

3.

Click the Move button.


The Move View dialog opens.

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4.

In the Move to field, use the breadcrumb line to navigate to the folder you want
to move the document to. The destination folder must be below Add.

5.

Click the Move button.

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If prompted, select a document type from the drop-down list and click the
Move button.

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9.4. Changing a document's date of origin in EFM Web UI

7.

In the Create View dialog, select a subtype and an object ID, if required, and
enter the date of origin.

8.

Click the Create button.


The document is moved to the selected folder.

9.4 Changing a document's date of origin in EFM


Web UI
During the input of the date of origin, errors might occur. Therefore, it is possible to
change the date of origin at a later time. If the documents infotype allows changing
the date, the calendar icon

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To change the date of origin:


1.

Open the personnel file and browse to the document you want to change the
date of origin for.

2.

Click the

3.

In the Change View dialog, change the date of origin.

icon at the very right of the document's line.

Tip: You can invoke a calendar to select the date by clicking the
4.

icon.

Click the Change button to save your changes.


The changed date of origin is displayed.

9.5 Creating and processing workflows in EFM Web


UI
You can handle the EFM workflows Follow-up and Delete with approval in the
EFM Web UI and the SAP NetWeaver Portal application. The general handling in
EFM Web UI and SAP GUI is very similar and the same workflows are used. It is
therefore possible to start a workflow in the EFM Web UI and process it in the SAP
GUI and vice versa.
To create a workflow:
1.

Open the personnel file and select the document(s) you want to create a
workflow for.
Note: Due to technical restrictions of the EFM Web UI, it is not possible to
select simultaneously documents of several employees at once. For
Follow-up workflows, you can also select the folder of an employee.

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2.

Click the Follow-Up or Delete button; alternatively, you can also start the
workflow using the context menu.

The popup for the workflow creation gives an overview of the selected
documents and the type of workflow you are starting; the Creator field is filled
with your user ID and the start date is set to the current date.
Tip: A click on the documents in the Selected Documents area opens the
document. The HR master data of the selected employee may be displayed
by a click on the line with the employee data.
3.

Define a recipient in the Recipient field; depending on the configuration, you


have the following options:

No entry, as the recipient is automatically determined by the configuration


of your system.

The user ID of the employee to process the follow-up.

button to open the Select Recipient window and


Selection by clicking the
select a single user or a group from the pre-defined list.

4.

Enter a subject; optionally you can also change the start date, specify the due
date and enter a comment.

5.

Click Ok to start the workflow.

After a refresh of the application, a symbol behind the documents indicates that a
workflow has been started. Click on these symbols to view the started workflow; if,
for example, several Follow-up workflows exist for a document, then a selection
screen with the available workflows is displayed and you can choose one. The
recipient can open the workflow in edit mode and can directly process it.
In addition, the recipient gets a corresponding work item in the SAP NetWeaver
Portals Universal Worklist inbox. The recipient can enter comments, display the
document, and finish the workflow.

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To process a follow-up:
1.

Navigate the SAP NetWeaver Portals Universal Worklist inbox and click the
Process Follow Up button in the preview of the workflow.

The popup for the workflow processing gives an overview of the selected
documents and the type of workflow; the functionality to view the documents
and employee data is the same as for the workflow creation.
However, there is an additional Personnel file button that allows to view the
personnel file of the employee in the EFM application.
2.

Complete the workflow.


a.

b.

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For Follow-up workflow:


The Finish button completes the workflow; the Cancel button closes the
view, but the workflow remains in the inbox.
You can add new comments by typing in the Enter Comment field and
clicking the Save Comment button.
For Delete with approval workflow:
The Delete button deletes all selected documents and completes the
workflow. The Do not delete button also completes the workflow, but does
not delete the documents.
In a Delete with approval workflow you should always comment your
decision in the Enter Comment field.

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9.6. Uploading multiple documents using Drag&Drop

9.6 Uploading multiple documents using Drag&Drop


In addition to the upload of single documents as described under Archiving
documents in EFM Web UI on page 91, the EFM Web UI offers a Drag&Drop-style
file upload component called the Upload and Assign Documents application.
By simply dragging documents from the file system it is possible to upload
documents automatically; the documents are transferred to a user-specific upload
buffer and can then be assigned to one or multiple employee files. This allows quick
and efficient adding of a larger number of HR documents to personnel files.
The uploading process has the following stages:

Documents are uploaded and added using Drag&Drop.

Assignment may be performed with one of the following:

Single assignment one document is assigned to one employee file.

Multiple assignment one document is assigned to multiple employee files.

The Multiple File Upload Application page comprises the Single Assignment,
Multiple Assignment and Drag & Drop tabs and features a thumbnail preview
panel.
To start the Upload and Assign Documents application:

Use the following URL pattern to launch the file upload application:
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
fu_wd_multi_fileupload?
content_repository=<content_repository>&webviewer_url=<webviewer_
url>&project=<project>&viewid=<viewid>>&sap-wd-lightspeed=

Note: For more details on the URL parameters, see section 11.7.1 Maintaining
hyperlinks in OpenText Employee File Management - Administration Guide (EIMAGD).
Usually the appropriate URL will be available in the Favorites menu of your
browser or on an Intranet page. The application can also be started directly
from EFM.
In case of problems, contact your administrator.
To upload documents using Drag&Drop:
1.

Select the required HR documents in the MS Windows Explorer and drag&drop


them to the Drag & Drop pane.
A progress bar is displayed during the upload action; you can preview the
content of the respective documents in the preview pane.

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Note: For the default configuration, the limit is a maximum of 30


documents and a maximum size of a single file of 10 MB.
Upload errors are logged into the SLG1 logging with the sub-object /

OTEI/FU_WD.

2.

Click the Continue button.


The display switches to the Single Assignment tab. If you want to assign a
document to multiple employee files, see To assign a document to multiple
employee files: on page 104.

The Single Assignment and the Multiple Assignment tab are split into a form and a
page view section. Initially the first document in the upload buffer is selected for an
assignment. The document to be assigned is indicated by a stamp icon; the first page
of the currently selected document is displayed with the filename as title.

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Clicking the document page starts the Web Viewer application. The current
processed document can be changed by selecting a document page of a different
document.
To assign a document to a single employee file:
1.

Click the required document in the left-hand page view section preview pane of
the Single Assignment tab.

2.

Specify the following document data; only Personnel No. and Document type
are mandatory:
Personnel No.
Specifies the employees personnel no.
Employee Name (optional)
Optional; specifies the employees name.
Infotype
Optional; entering an infotype limits the possible entries for the Document
type field.
Infotype Text
Optional; description of the infotype.
Document type
The MIME type of the selected document determines the possible document
types.

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Subtype / Subtype text / Object ID / Date of origin (optional)


Optional; will be enabled depending on the selected document type.
3.

Click the Assign button; with an assignment, all EFM HR authorization checks
are fulfilled.
Note: Assignment errors are logged into the SLG1 logging with the subobject /OTEI/FU_WD.

Documents uploaded by mistake can be deleted from the upload buffer by clicking
the Remove button.
To assign a document to multiple employee files:
1.

Click the Multiple Assignment tab.

2.

The procedure is basically the same as for the single assignment (see To assign
a document to a single employee file: on page 103).
However, you can enter multiple personnel numbers in a list control. After
entering a personnel number, press the ENTER key to fill automatically the last
and first name of an employee. The last and first name are hyperlinks which
start the PA20 transaction (if ITS is maintained).

3.

Click the Assign to All button to archive the document and assign it to the
selected employee files.

9.7 Using reporting


With the EFM reporting application, HR administrators and managers can check if
documents with specific document types are stored and valid in personnel files.
Note: Make sure you have the necessary permission to perform the reporting.
To trigger a report:
1.

Use the following URL pattern to launch the reporting application:


<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
rp_wd_reporting?sap-wd-configId=/OTEI/RP_WD_DEFAULT

2.

As a manager, use the Employee Search option to restrict the personnel files to
be checked.

3.

Specify one or more of the parameters in the Employees, Report options and
Document types fields.

4.

Use the Variants drop-down to choose an existing variant.


Tip: To create or maintain variants click the
icon or the
the Add New Variant or Manage Variant commands.

5.

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icon and select

Click the Search button.

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The report list is displayed.


6.

7.

You can perform the following operations on the report list:

Click the Graphics tab to display the report list as a business graphic.

Click the Download to MS Excel button to export the report list to Microsoft
Excel.

You can perform the following operations on the report list entries:
Display HR Master Data
Starts the PA20 transaction.
In SAP NetWeaver Portal, the OpenText Employee Information page is
displayed with the personnel no. of the respective search result item.
Open Employee Data
Starts the EFM application with the personnel file of the search result item.
In SAP NetWeaver Portal, the Process Personnel File page within the
OpenText Employee Information section is displayed.
Display Document
Opens the respective document in the OpenText Imaging Web Viewer.

9.8 Using full-text search


Employee File Management offers a separate full-text search application that can be
started directly in a browser window.
With this search application, HR managers can perform a full-text search in
personnel files containing HR documents. The search application also offers an HR
metadata search, with which you can search for HR documents with a specific HR
metadata, for example the personnel number.
To perform a full-text search:
1.

Use the following URL pattern to launch the full-text search application:
<protocol>://<server>:<port>/sap/bc/webdynpro/otx/
rm_seawd_search?sap-wd-configId=/OTEI/RM_SEARCH_DEFAULT

Note: Usually the appropriate URL will be available in the Favorites


menu of your browser or on an Intranet page.
In case of problems, contact your administrator.
2.

Enter the search text string that helps to identify the required document in the
Fulltext search field.
In addition, you can specify additional metadata search criteria for restricting
the search to specific personnel files.
Click the

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The following metadata can be used within a search:


Personnel Number
Filters documents for a specific employee.
Infotype/Subtype/Object ID
Specifies document-related metadata that identify the required document in
the personnel file.
Date of origin
Specifies original date of the required document.
Storage date
Specifies date when the required HR document has been archived.
Personnel area/Personnel subarea/Organizational unit/Company Code
Specifies organization-related metadata that identify the required document
in the personnel file; they relate to the employee.
Payroll area/Cost Center/Position/Job key/Employee group/Employee sub
Group/Employee status/Personal ID
Specifies HR-related metadata that identify the required document in the
personnel file; they relate to the employee.
3.

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To start the search, click the

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The search results are shown in a hit list. Each list entry shows:

Thumbnail preview for the document; with a click on a thumbnail the


document is opened with the OpenText Imaging Web Viewer.

Document title.

Short abstract of the documents content; the search term is displayed in


bold type.

Footer with information on relevance, storage date and size.

Area with HR metadata such as personnel no., infotype and date of origin.

Each list entry also contains a hyperlink that you can use to open the document
with the OpenText Imaging Web Viewer.
4.

Click the icon on the document title to invoke the function menu. The
following functions are available:
Display Employee Data
Starts the PA20 transaction.
In SAP NetWeaver Portal, the OpenText Employee Information page is
displayed with the personnel no. of the respective search result item.
Open Employee Data
Starts the EFM application with the personnel file of the search result item.
In SAP NetWeaver Portal, the Process Personnel File page within the
OpenText Employee Information section is displayed.

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9.9 Document Upload and Inbox application


With the Document Upload and Inbox application, employees and managers can
upload documents that should be added to personal files. This in turn creates a
ticket which goes to the HR administrators Document Inbox (see Using the
Document Inbox on page 77). The HR administrator then checks the uploaded
documents and assigns them to personnel files in EFM.

Example: Bonita Reyes wants to add a new tax card and an insurance certificate to her
personnel file. She uploads a scan of the tax card and the PDF version of her insurance
certificate using the Employee Self-Service Document Upload. The upload triggers a
Document Inbox workflow for her HR administrator, who then checks the uploaded
documents and assigns them to Bonita Reyes personnel file.

The Document Upload and Inbox comprises the following single applications:

Employee Self-Service Document Upload

Manager Self-Service Document Upload

Document Inbox
Note: The Document Inbox in the EFM Web UI has a reduced functionality
compared to the Document Inbox in the SAP GUI. You cannot start a
document conversion and ticket handling is limited. OpenText therefore
recommends using the Document Inbox in the SAP GUI. For details see Using
the Document Inbox on page 77.

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9.9. Document Upload and Inbox application

9.9.1

Employee Self-Service Document Upload


With this application, HR documents are uploaded using Drag&Drop or a file
upload component.
To use the Employee Self-Service Document Upload application:
1.

Use the following URL pattern to launch the application:


<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
du_wd_upload_ess?sap-wd-configId=/OTEI/
DU_WD_UPLOAD_ESS_DEFAULT&project=<project>&viewid=<viewid>&conten
t_repository=<content_repository>&sap-wd-lightspeed=

Note: The Employee Self-Service Document Upload application is started


with the default configuration /OTEI/DU_WD_UPLOAD_ESS_DEFAULT; this
configuration offers a Drag&Drop file upload component.
To disable this component, use the configuration /
OTEI/DU_WD_UPLOAD_ESS_BASIC instead.
2.

Select a document using the Browse button or select the required documents in
the MS Windows Explorer and drag&drop them to the Drag & Drop pane.

3.

Select a document type and enter a subject; optionally, you can enter a
comment.

4.

Click the Review button and check the uploaded document and the parameters
such as employee and document type.

5.

Click the Send button.


The document is sent to the Document Inbox where it is processed.
Within the Document Inbox uploaded documents can be executed, rejected or
closed.
Note: Rejected document uploads can be opened and processed again using a
special hyperlink which starts the previously used upload application. This
hyperlink is part of a notification email which users receive after document
uploads have been rejected.

9.9.2

Manager Self-Service Document Upload


In addition to the Employee Self-Service Document Upload application, managers
can specify employees for which they want to upload HR documents.
To use the Manager Self-Service Document Upload application:
1.

Use the following URL pattern to launch the application:


<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
du_wd_upload_mss?sap-wd-configId=/OTEI/
DU_WD_UPLOAD_MSS_DEFAULT&project=<project>&viewid=<viewid>&conten
t_repository=<content_repository>&sap-wd-lightspeed=

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Note: The Manager Self-Service Document Upload application is started


with the default configuration /OTEI/DU_WD_UPLOAD_MSS_DEFAULT; this
configuration offers a Drag&Drop file upload component.
To disable this component, use the configuration /
OTEI/DU_WD_UPLOAD_MSS_BASIC instead.

2.

Specify an employee for whom you want to add a new document to the
respective personnel file.

3.

Select a document using the Browse button or select the required documents in
the MS Windows Explorer and drag&drop them to the Drag & Drop pane.

4.

Select a document type and enter a subject; optionally, you can enter a
comment.

5.

Click the Review button and check the uploaded document and the parameters
such as employee and document type.

6.

Click the Send button.


The document is sent to the Document Inbox where it is processed.
Within the Document Inbox uploaded documents can be executed, rejected or
closed.
Note: Rejected document uploads can be opened and processed again using a
special hyperlink which starts the previously used upload application. This

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9.9. Document Upload and Inbox application

hyperlink is part of a notification email which users receive after document


uploads have been rejected.

9.9.3

Document Inbox
Note: The Document Inbox in the EFM Web UI has a reduced functionality
compared to the Document Inbox in the SAP GUI. You cannot start a
document conversion and ticket handling is limited. OpenText therefore
recommends using the Document Inbox in the SAP GUI. For details see Using
the Document Inbox on page 77.
To work in the Document Inbox:
1.

Use the following URL pattern to launch the Document Inbox application:
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/du_wd_inbox?
project=<project>&viewid=<viewid>&sap-wd-lightspeed=

2.

To process uploaded documents, select a ticket to process.


Click the

3.

icon to display the uploaded document.

Click Edit and check the uploaded document in form and content.
Tip: You can increase or reduce the size of the page using the Zoom In/
Zoom Out buttons.

4.

Choose Assign Document, Reject or Close.


a.

To assign a document, specify the following document data; only


Personnel No. and Document type are mandatory:
Personnel No.
Specifies the employees personnel no.
Infotype
Optional; entering an infotype limits the possible entries for the
Document type field.
Infotype Text
Optional; description of the infotype.
Document type
The MIME type of the uploaded document determines the possible
document types. The document type chosen via the Document Upload
Self-Service applications is already preset.
Subtype, Subtype text, Object ID, Date of origin (optional)
Optional; parameters will be available depending on the selected
document type.

b.

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To reject or close a document, enter a comment and click the Review


button.

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5.

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Check all entries and click the Finish button to complete the action.

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Part 3
Using EFM in other integrations

Part 3 Using EFM in other integrations

EFM integrates its functionality in the following SAP applications:

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Employee-Self-Service (ESS)

Manager-Self-Service (MSS)

HR Administrator (HRA)

Employee Interaction Center (EIC)

SuccessFactors

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Chapter 10

ESS/MSS/HRA integrations
EFM can be integrated in Employee-Self-Service (ESS), Manager-Self-Service (MSS),
and HR Administrator (HRA). This can be done either by using a corresponding
business package on the SAP NetWeaver Portal or directly using the SAP
NetWeaver Business Client.
On the SAP NetWeaver Portal, you require corresponding business packages that
implement ESS/MSS/HRA. These business packages come in the following variants:

Business package using Web Dynpro Java (WDJ) connected to SAP ECC system.

Business package using Web Dynpro ABAP (WDA) running on SAP ECC
system.

In addition, there are the Web Dynpro ABAP (WDA) applications for ESS/MSS/HRA
that run directly on the SAP ECC system and can be accessed using the SAP
NetWeaver Business Client (NWBC). This integration requires SAP ECC EhP5 for
the ESS/MSS integration or SAP ECC EhP6 + HR Renewal for the HRA integration.
Note: Depending on your system and the business packages that are used, the
user interface will look different. In the following, the Web Dynpro Java
version is shown as default.
Depending on the variant used to access ESS/MSS/HRA, the user interface
might look different on your system.

10.1 SAP ESS integration


The SAP NetWeaver Portal HR application Employee-Self-Service (ESS) offers an
employee access to personal data such as address and bank account information.
With the EFM integration, the employee now also has access to the personnel file.
Note: The employee's access to the infotypes of his personnel file has to be
authorized by using appropriate roles. For details see section 19 Security in
OpenText Employee File Management - Administration Guide (EIM-AGD).
Depending on the customizing, the ESS integration might look different on
your system. In particular, the link names may be different; the following
procedure uses the default names.
To access the personnel file:
1.

Log on to the ESS and access the personnel file by using one of the following
options:
a.

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Click the Personnel File quick link on the Overview page.

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b.

Click Personal Information. On the Personal Information page, click the


Personnel File entry in the OpenText Employee File Management section.

The Personnel File screen is displayed.

2.

Navigate through the files; for details see Browsing thumbnails for fast
document retrieval on page 86.

10.2 SAP MSS integration


The SAP NetWeaver Portal HR application Manager-Self-Service (MSS) gives
managers access to general personnel information such as position, working time
and travel-related data. With the EFM integration, managers can now also search
and access the personnel files of their respective employees.
Note: Managers' access to personnel files of respective employees has to be
authorized by using appropriate roles. For details see section 19 Security in
OpenText Employee File Management - Administration Guide (EIM-AGD).
The MSS integration comes in the following variants:

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Business package using Web Dynpro Java (WDJ) connected to SAP ECC system.

Business package using Web Dynpro ABAP (WDA) running on SAP ECC
system.

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10.2. SAP MSS integration

10.2.1

SAP MSS integration with Web Dynpro Java (WDJ)


To access a personnel file:
1.

Log in to the MSS and navigate to the Team section.

2.

Select the General Information link in the Employee Information group.

3.

Select the respective employee from the list and click the Personnel File entry in
the OpenText Employee File Management section.
The Personnel File screen is displayed.

4.

Navigate through the files; for details see Browsing thumbnails for fast
document retrieval on page 86.

To search for a personnel file:


1.

Log in to the MSS and navigate to the Team section.

2.

Select the General Information link in the Employee Information group.

3.

Click the Personnel File Search entry in the OpenText Employee File
Management section.

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10.2.2

4.

Enter the respective search criteria and select the required employee from the
list.

5.

Navigate through the files; for details see Browsing thumbnails for fast
document retrieval on page 86.

SAP MSS integration with Web Dynpro ABAP (WDA)


To access a personnel file:

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1.

Log in to the MSS and navigate to the Home section.

2.

Select the respective employee from the team overview and click the entry.

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10.3. HR Administrator integration

3.

Select the OpenText Personnel File entry.


The Personnel File screen is displayed in a separate dialog.

4.

Navigate through the files; for details see Browsing thumbnails for fast
document retrieval on page 86.

10.3 HR Administrator integration


With the HR Administrator integration, an HR administrator can launch EFM within
the SAP HR Administrator portal. In addition, an HR administrator can jump to the
SAP HR Administrator portal component from the EFM application by using the
Related Link Process Employee Data.
To process employee data from EFM:

Within EFM, click the menu entry Process Employee Data from the Related
Link menu.
The OpenText Employee Information section is opened with the employee
currently selected in the EFM application; the section displays information like
personal, contract or salary data.
Note: For details on the configuration see OpenText Employee File
Management - Administration Guide (EIM-AGD).
The OpenText Employee Information section has the same functionality
as the default Employee Information section of the default SAP HR
administrator component.

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Inside the SAP NetWeaver Portal, the HR Administrator integration can be used by
the OpenText Employee Information portal section and its sub-links Process
Personnel File, Search Personnel Files, and Full Text Search.

To handle a personnel file in the OpenText Employee Information portal


section:
1.

To process a personnel file, click the Process Personnel File link in the
OpenText Employee Information section.
The EFM application is started with the employee currently selected in the SAP
HR administrator component.

2.

To search a personnel file, click the Search Personnel File link in the OpenText
Employee Information section.
The EFM application is started with its search mask.

To perform a full-text search in the OpenText Employee Information portal


section:
1.

Click the Full Text Search in Personnel Files link in the OpenText Employee
Information section.

2.

Enter the text that helps to identify the required document.


In addition, you can specify additional search criteria for restricting the search
to specific personnel files (for example the organizational unit, the employee
number, the job key and/or the position).

3.

Click the Start button or click enter in one of the input fields.
The search results are shown in a hit list. For more details see Using full-text
search on page 105.

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Chapter 11

Employee Interaction Center (EIC) integration


With the Employee Interaction Center (EIC) integration it is possible for an EIC
agent to access the files of an employee directly from EIC. The data displayed are
directly read from the connected HR system; therefore, the most current data are
always displayed.

The standard configuration offers the buttons OpenText EFM (Inplace) and
OpenText EFM (Popup) in the navigation bar; clicking one of these buttons opens
the EFM application for the selected employee either in-place or as popup.

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Chapter 12

SAP SuccessFactors integration


The SAP SuccessFactors integration allows the batch import of PDF files generated
with SAP SuccessFactors and the subsequent assignment to personnel files.
Typically, the import and assignment of SuccessFactors files is performed by an HR
administrator.

Note: For the export of documents from SuccessFactors, refer to your SAP
SuccessFactors documentation. The following procedure only gives a general
overview.
To export PDF files from SuccessFactors:
1.

From the menu in SuccessFactors, select the Archive & Print command.

2.

From the Create New menu, select the Document Archive entry

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3.

Select what you want to archive and specify the required parameters. In the
Archive Formats group, select the Multiple PDF Archive option and check
Prepend each file name with username. Enter a name for the zip file name and
click OK.
This creates a request. When the batch is done, you can access the created zip
file, either using the link in the generated email or from the SuccessFactors user
interface.

To import PDF files into EFM:


1.

Execute the /OTEI/INB transaction. If required, enter selection parameters and


click the

button.

The File Import Administration dialog is displayed. The Import overview pane
lists the import jobs and their status.

2.

You can now start a new import from the toolbar or process an already existing
import from the import overview :
a.

Start a new import by clicking either the


mode via selected profile ID or the
specific time via profile ID and job.

b.

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button to import files in online

button to schedule an import for a

Click the
button to run a test which calculates which files would be
imported and which attributes would be set for the files without actually
importing them.
Process an already existing import by selecting it in the Import overview
pane.

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The Erroneous and unfinished files of selected import pane displays all
files that caused problems during the import process.
The toolbar features the following buttons:
Cancels selected import; faulty and unfinished imports can be set to
canceled. A canceled import cannot be restarted.
Restarts import directly.
Restarts import as batch job.
Executes a test run for the selected import job.
To assign PDF files from SuccessFactors:
1.

Execute the /OTEI/INBOX_100 transaction (for document type selection via


infotype) or /OTEI/INBOX_110 transaction (for document type selection via
flexible folder).
For every document, a ticket has been created in the Document Inbox.
Depending on the customizing, some of these tickets may be processed
automatically.

2.

If applicable, assign the files imported from SuccessFactors as described in


Using the Document Inbox on page 77.

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Part 4
Using EFM on a mobile

Part 4 Using EFM on a mobile

Part of the Employee File Management functionality is also available on mobile


devices. For mobile access to HR documents, EFM provides a document viewer app
with filtering capabilities.
The EFM mobile application provides the following options:

You can search for personnel files to obtain a hit list for all employees matching
your search criteria.

In a detailed view, you can view metadata of the selected employee.

You can view all documents belonging to the selected employee.


Note: The search criteria to be available and the metadata displayed for the
employee hit list and detailed employee information can be customized. For
more information, see OpenText Employee File Management - Administration
Guide (EIM-AGD).

Supported Environments

Currently, Employee File Management supports the following environments:

Safari browser on Apple iPad2 or higher with iOS 6.0

Chrome browser on tablets (minimum display size 10") with Android 4.x
Note: While the tasks to perform are identical, there can be some minor
differences in the user interface between iOS and Android. Further, the
screenshots only show the iPad user interface.

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Chapter 13

Getting started with EFM mobile app


13.1 Launching EFM mobile app
On your mobile device, you have to use a suitable browser (Safari browser or
Android browser) to access the EFM mobile app.
Note: You require the appropriate URL for the EFM mobile app. Contact your
administrator for details.
To launch the EFM app:
1.

Open the respective browser on your mobile device.

2.

Enter the appropriate URL for the EFM app in the address line of the browser.
The Sign In dialog is displayed.

3.

Enter your credentials and click OK.

If you have an iPad, you can add the EFM mobile app manually to your home screen
to ease access to the personnel files.

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To add the EFM app to your iPads homescreen:


1.

Open the Safari browser on your iPad.

2.

Enter the appropriate URL for the EFM app in the address line of the browser.
The Sign In dialog is displayed.

3.

Tap the export icon (left to the address bar of Safari) and tap Add to
Homescreen entry in the popup.
The EFM mobile app icon is placed on your iPads homescreen.

Caution
EFM mobile app started from the iPads homescreen does not support the
switching between apps. If you switch to a different app on the iPad and
come back to the EFM mobile app, the complete session is restarted.

13.2 Searching a personnel file


You can search for personnel files specifying either the personnel number, the name
or other search criteria if customized.
To find an employees personnel file:
1.

Navigate to the EFM app (see Launching EFM mobile app on page 129) and
sign in.
The Search Employee dialog is displayed.

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13.2. Searching a personnel file

2.

Enter either personnel number, name or any other search criterion if customized
in the respective search fields and tap OK.
Note: Any search criteria entered are handled as if they have a leading
and trailing wildcard. For example, entering an m for last name results in a
search for any name containing m. As the search is case-sensitive, entering
a capital M will result in all names beginning with an M.
Technically speaking, the search uses *M*, where * represents any
combination of characters (also empty ones).
The personnel files found are listed in the navigation bar to the left, with the
first one displayed in detail in the content pane to the right.

3.

Select the required personnel file. In the detail pane, tap All Documents to open
an overview of all documents belonging the selected employee.

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13.3 Browsing a personnel file


Once you have executed the search, a hit list with all employees matching the search
criteria is displayed. For each employee in the hit list a personnel file is available.
Note: The employee's access to the infotypes of his personnel file has to be
authorized by using appropriate roles. For details see section 19 Security in
OpenText Employee File Management - Administration Guide (EIM-AGD).
To browse a personnel file:
1.

Search for a personnel file as described in Searching a personnel file


on page 130 and tap All Documents.
The All Documents screen is displayed.

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13.3. Browsing a personnel file

2.

Navigate through the document types in the navigation bar to the left, with the
respective previews displayed in the content pane to the right.
Tip: The number boxes in the navigation bar indicate the number of
documents of the respective document type; the number boxes in the
content pane indicate the number of pages available for the respective
document.

3.

icon and change the sort


To change the sort order of the results, tap the
order. You can sort for date of origin and archive date.

4.

To view documents, tap the respective preview.

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5.

To zoom in the document view, double-tap the document.


Tip: The display zoom cycles in steps (2x > 4x > 1x).

6.

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To navigate with the thumbnails, select a page thumbnail in the navigation bar
to the left, the main area then scrolls to the according page in full size.

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