{"id":76321,"date":"2023-07-28T16:27:06","date_gmt":"2023-07-28T14:27:06","guid":{"rendered":"https:\/\/easy-software.com\/digital-personnelfile-sap\/"},"modified":"2025-09-19T18:24:51","modified_gmt":"2025-09-19T16:24:51","slug":"digital-personnelfile-sap","status":"publish","type":"page","link":"https:\/\/easy-software.com\/uk\/easy-hr\/digital-personnelfile-sap\/","title":{"rendered":"Digital Personnel File SAP"},"content":{"rendered":"
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Add-On<\/mark><\/div>\n\n\n\n

easy Employee File<\/em><\/mark> for SAP Solutions<\/em><\/h1>\n\n\n
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The digital SAP personnel file<\/p>\n\n<\/div>\n<\/div>\n<\/div><\/div>\n\n

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<\/path><\/svg><\/span>100% SAP technology and SAP-certified<\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Personnel files available anytime, anywhere<\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Role-based access and encrypted data storage<\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Workflows and self-services relieve HR<\/span><\/p>\n\n<\/div>\n<\/div><\/div>\n<\/div>\n<\/div><\/div>\n\n

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easy contract<\/mark>
for SAP Solutions<\/em><\/h1>\n\n\n
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Vertragsmanagement in SAP clever gestalten.<\/p>\n\n<\/div>\n<\/div>\n\n

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<\/path><\/svg><\/span>Vertragsmanagement direkt in SAP S\/4HANA<\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Alle Vertr\u00e4ge und Dokumente zentral im SAP-System<\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Desktop, Web und mobil \u2013 jederzeit verf\u00fcgbar \u00fcber SAP Fiori<\/span><\/p>\n\n<\/div>\n<\/div><\/div>\n\n

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easy<\/a><\/span>contract<\/span><\/a><\/mark><\/div>\n\n<\/div><\/div><\/div>\n\n
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Digital employee file<\/mark> for SAP<\/em><\/h2>\n\n<\/div><\/div>\n\n
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Employment contracts, references, personnel master data \u2013 the SAP-based digital personnel file easy Employee File for SAP\u00ae<\/sup> 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.<\/p>\n\n\n\nlearn more<\/span><\/path><\/svg><\/span><\/a>\n\n<\/div><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n

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How easy<\/span><\/mark> helps businesses move forward<\/h2>\n\n<\/div><\/div>\n\n
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Features<\/h2>\n\n\n\n

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.<\/p>\n\n<\/div>\n\n

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Design your own file model<\/h3>\n\n<\/div><\/div>\n\n
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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<\/mark> system.<\/p>\n\n\n\n

<\/path><\/svg><\/span>Custom structure<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Define document types<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>SAP-compliant filing rules<\/strong><\/span><\/p>\n\n<\/div><\/div>\n\n

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Easily add documents<\/h3>\n\n<\/div><\/div>\n\n
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Documents can be added via drag-and-drop, scan, or upload. Input management supports various types of documents<\/mark>, 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.<\/p>\n\n\n\n

<\/path><\/svg><\/span>Drag-and-drop<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Bulk document upload<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>SAP HCM integration<\/strong><\/span><\/p>\n\n<\/div><\/div>\n\n

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\u201cWith mobile availability, important personnel information in SAP can be accessed at any time, whether on the go or working from home.\u201d<\/p>\n\n<\/div><\/div>\n<\/div>\n\n\n

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Simply ensure completeness<\/h3>\n\n<\/div><\/div>\n\n
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Thanks to the integrated completeness check, you can keep track of missing or incomplete documents. Automatic checking mechanisms<\/mark> immediately indicate which documents need to be supplemented. This makes it much easier to comply with compliance requirements.<\/p>\n\n\n\n

<\/path><\/svg><\/span>Completeness check<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Compliance security<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Automatic control<\/strong><\/span><\/p>\n\n<\/div><\/div>\n\n

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Automated SAP<\/em> workflows<\/h3>\n\n<\/div><\/div>\n\n
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Digital workflows organise approvals, document creation, deadline management, and automatic document deletion in accordance with retention periods. Special dual control workflows<\/mark> 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.<\/p>\n\n\n\n

<\/path><\/svg><\/span>Tasks and Escalations<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Transparent status tracking<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Follow-ups and note functions<\/strong><\/span><\/p>\n\n<\/div><\/div>\n\n

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\u201cThe automated workflows take a huge load off the HR<\/em> team. Routine tasks now run in the background, allowing them to focus on strategic HR<\/em> issues.\u201d<\/p>\n\n<\/div><\/div>\n\n

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Find documents and personnel files quickly<\/h3>\n\n<\/div><\/div>\n\n
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The intuitive full-text search<\/mark> 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.<\/p>\n\n\n\n

<\/path><\/svg><\/span>Intuitive search<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Quick access<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>SAP UI integration<\/strong><\/span><\/p>\n\n<\/div><\/div>\n\n

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\u201cThanks to the digital employee file, all employee documents can be found in SAP<\/em> within seconds. This saves valuable time every day.\u201d<\/p>\n\n<\/div><\/div>\n\n

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SAP<\/em> Self-Services (ESS\/MSS<\/em>)<\/h3>\n\n<\/div><\/div>\n\n
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Employees manage their personal data independently<\/mark> 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.<\/p>\n\n\n\n

<\/path><\/svg><\/span>Employee Self-Services (ESS)<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Manager Self-Services (MSS)<\/strong><\/span><\/p>\n\n\n\n

<\/path><\/svg><\/span>Delegation and substitution<\/strong><\/span><\/p>\n\n<\/div><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n

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\u201ceasy provides us with the basis for transparent, flexible, and efficient HR processes\u2014from hiring to retirement.\u201d<\/h5>\n\n\n\n

Werner Teufner,<\/strong>
Human Resources (HR) Austrian Railways<\/p>\n\n<\/div><\/div>\n<\/div>\n<\/div>\n\n

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Advantages of employee files in SAP<\/em><\/h2>\n\n<\/div><\/div>\n<\/div>\n\n
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Efficient HR<\/em> processes through SAP<\/em> integration<\/h3>\n\n\n\n

Full integration with SAP S\/4HANA enables a direct link to existing HR data and processes from SAP HCM.<\/strong> 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.<\/p>\n\n<\/div><\/div>\n\n

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Data security and compliance<\/h3>\n\n\n\n

Role-based access rights, encrypted communication and audit functions ensure maximum security.<\/strong> 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 \u201cneed-to-know\u201d principle.<\/p>\n\n<\/div><\/div>\n<\/div>\n\n

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Time savings through automated workflows<\/h3>\n\n\n\n

Approvals, document creation, and deadline management are automated.<\/strong> This reduces manual tasks and minimises sources of error. As a result, your HR team gains time for strategic tasks.<\/p>\n\n<\/div><\/div>\n\n

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Flexibility through mobile access<\/h3>\n\n\n\n

Whether in the office, on the road, or working from home, digital personnel files are available anywhere, anytime. <\/strong>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.<\/p>\n\n<\/div><\/div>\n<\/div>\n<\/div>\n<\/div>\n\n

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Whitepaper<\/p>\n\n\n\n

the digital personnel file in SAP<\/em><\/h2>\n\n\n\n