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easy Employee File for SAP Solutions

The digital SAP personnel file

100% SAP technology and SAP-certified

Personnel files available anytime, anywhere

Role-based access and encrypted data storage

Workflows and self-services relieve HR

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easy contract
for SAP Solutions

Vertragsmanagement in SAP clever gestalten.

Vertragsmanagement direkt in SAP S/4HANA

Alle Verträge und Dokumente zentral im SAP-System

Desktop, Web und mobil – jederzeit verfügbar über SAP Fiori

Digital employee file for SAP

Employment contracts, references, personnel master data – the SAP-based digital personnel file easy Employee File for SAP® Solutions provides information about every employee. It bundles all relevant data and documents and is closely integrated with SAP. A sophisticated security concept based on SAP authorisation management ensures that sensitive personnel data is optimally protected.

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How easy helps businesses move forward

Features

With digital personnel files, you always have an overview of all relevant personnel information. All data and documents are stored centrally and securely, and you use the SAP role concept for efficient rights assignment.

SAP Zertifizierung für S/4HANA

Design your own file model

The digital personnel file can be flexibly adapted to the requirements of your company. Categories, document types, and filing rules can be defined individually. Integrated versioning ensures that all changes are traceable at all times. This creates a structured HR data model directly in the SAP system.

Custom structure

Define document types

SAP-compliant filing rules

Easily add documents

Documents can be added via drag-and-drop, scan, or upload. Input management supports various types of documents, such as certificates or job applications. Early/late scanning (including barcodes) is available for paper documents. Emails can be stored directly in the HR master record, and electronic documents are automatically transferred from SAP HCM for SAP S/4HANA. Bulk import also enables the rapid digitisation of large volumes for complete documentation in the SAP system. Long-term archiving in secure formats is guaranteed.

Drag-and-drop

Bulk document upload

SAP HCM integration

“With mobile availability, important personnel information in SAP can be accessed at any time, whether on the go or working from home.”

Simply ensure completeness

Thanks to the integrated completeness check, you can keep track of missing or incomplete documents. Automatic checking mechanisms immediately indicate which documents need to be supplemented. This makes it much easier to comply with compliance requirements.

Completeness check

Compliance security

Automatic control

Automated SAP workflows

Digital workflows organise approvals, document creation, deadline management, and automatic document deletion in accordance with retention periods. Special dual control workflows provide additional security for the deletion and relocation of sensitive documents. They define responsibilities and ensure rapid processing. Keep track of important tasks and deadlines with intelligent follow-ups. Add notes to documents or files for quick internal communication.

Tasks and Escalations

Transparent status tracking

Follow-ups and note functions

“The automated workflows take a huge load off the HR team. Routine tasks now run in the background, allowing them to focus on strategic HR issues.”

Find documents and personnel files quickly

The intuitive full-text search allows you to quickly find personnel files and documents using terms, names, or dates. This saves time and makes it easier to find information in the SAP system. The search function is integrated directly into the user interface, supporting efficient workflows. In addition, frequently used search queries can be saved as quick filters and be accessed directly via a dedicated tile, further increasing efficiency in everyday work.

Intuitive search

Quick access

SAP UI integration

“Thanks to the digital employee file, all employee documents can be found in SAP within seconds. This saves valuable time every day.”

SAP Self-Services (ESS/MSS)

Employees manage their personal data independently and can request documents. Managers directly control team-related HR processes, including file lending with temporary and logged access. This reduces queries and relieves the burden on the HR department.

Employee Self-Services (ESS)

Manager Self-Services (MSS)

Delegation and substitution

“easy provides us with the basis for transparent, flexible, and efficient HR processes—from hiring to retirement.”

Werner Teufner,
Human Resources (HR) Austrian Railways

Advantages of employee files in SAP

Efficient HR processes through SAP integration

Full integration with SAP S/4HANA enables a direct link to existing HR data and processes from SAP HCM. Data and documents from SAP SuccessFactors can also be integrated via an API. The solution is based entirely on SAP technology and is SAP-certified. This eliminates the need for additional systems and interfaces. The intuitive SAP Fiori user interface, which complies with the latest SAP standards, reduces training requirements and speeds up implementation. This saves resources and increases process reliability.

Data security and compliance

Role-based access rights, encrypted communication and audit functions ensure maximum security. A process journal and detailed log entries ensure complete traceability of all processes. The solution meets all requirements of data protection regulations. Confidential employee data is protected at all times and the special security requirements that apply to the processing of files and documents in human resources management can be easily met with the digital personnel file. For example, access rights can be controlled beyond SAP role and rights management down to the level of individual documents according to the “need-to-know” principle.

Time savings through automated workflows

Approvals, document creation, and deadline management are automated. This reduces manual tasks and minimises sources of error. As a result, your HR team gains time for strategic tasks.

Flexibility through mobile access

Whether in the office, on the road, or working from home, digital personnel files are available anywhere, anytime. The solution supports desktop, web, and mobile devices. Access is possible via SAP GUI, the SAP Fiori Launchpad, and ESS/MSS scenarios. Parallel access by multiple authorised users increases transparency and speed. This allows HR processes to be managed efficiently even outside the workplace.

Whitepaper

the digital personnel file in SAP

  • Tackle future HR challenges with the digital personnel file.
  • Simplify work with guaranteed security.
  • Stay digital after SAP ERP HCM support ends.
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FAQ – Frequently asked questions

How is integration into SAP S/4HANA carried out?

The digital personnel file is fully integrated into SAP HCM for SAP S/4HANA. It uses the existing data structures and user interfaces.

What documents can be stored in the digital personnel file?

All relevant HR documents, including employment contracts, references, and master data, can be stored and managed in a structured manner. Input management allows you to easily insert medical certificates or application documents using drag-and-drop.

Can I also access personnel files on my mobile device?

Yes, the solution supports desktop, web, and mobile devices and enables flexible working regardless of location. Multiple authorised users can work in parallel; versioning ensures transparency.

Does the solution support ESS/MSS?

Yes. Employee Self Services (ESS) and Manager Self Services (MSS) reduce the workload for HR by allowing standard processes to be handled directly by employees and managers. You can grant employees and managers access to files and also control temporary file loans with restricted and logged access via the file loan system. This allows employees to edit their data directly or managers to grant approvals.

How is data security ensured?

Maximum security and data protection are guaranteed by role-based access rights, encrypted communication, and comprehensive audit functions. Dual control workflows provide additional security for the deletion and transfer of documents and personnel files. Access rights can be controlled beyond SAP role and rights management down to the level of individual documents. In addition, all processes in the digital personnel file for SAP are seamlessly logged. A complete history of the most recently opened files (and their contents) can be viewed. A comprehensive overview of all file processes ensures maximum transparency.

Is the solution suitable for international companies?

Yes, the user interface and documentation are internationalised and localised for global customers. English and German are supported as standard, and other languages can be implemented on a customer-specific basis.

Are there any external evaluations or certifications?

Yes, the solution is SAP-certified and has been tested for functional correctness using real business scenarios – an important proof of quality and compliance.

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