Administration Tasks

In the following chapters you find administration tasks for the personnel file.

Prerequisites

To be able to use the personnel file, it is necessary that the “Personnel File” service package is activated. In addition, the service packages “Personnel File (Access)” and “Skills Management” are available as optional extensions. This can be checked in the properties of the organization (“Solutions” tab > Solutions).

After purchasing the service package the organization owner, organization administrators and payment user get a notification in the welcome screen that a personnel file configuration must be created.

You can forward the notification to a responsible person or create a configuration immediately. After creating a configuration, the corresponding personnel file dashboard is put on “Home” of the specified personnel file administrators and the notification will be removed from all receivers.

Note: If a personnel file administrator is removed from the configuration, the personnel file dashboard is removed from “Home” of the corresponding user.

Personnel File Configuration

In the personnel file configuration common settings, the structure of personnel files and the personnel file users are defined. The defined personnel file administrators can edit the corresponding personnel file configurations.

Dashboard

In the dashboard of the personnel file configuration you can define following settings. If a field is hidden, you can display it using the “View” menu.

• Personnel File Shelves
  The personnel file shelf is used to manage the personnel files and to specify the access rights. More information can be found in chapter “Personnel File Shelf”.
• Applicant File Shelves
  shows the applicant file shelves that are used to manage the applicant files.
• Business Case Shelves
  Shows the business case shelves that are used to manage the business cases.
• Folder Structure for New Personnel Files
  The defined folder structure is assigned to each newly created personnel file.
  • You can define a personnel file folder hierarchy. To do so, navigate in the tree view to a superordinate personnel file folder, open the context menu in the tree view and click the “Create Personnel File Folder” command.
  • In the personnel file folders, you can store standard documents. When creating new personnel files the personnel file folders and documents are duplicated. The document’s category will be retained.
  • The predefined personnel file folders cannot be removed from a personnel file. If you need several folders only in special personnel files, define the folders manually in the corresponding personnel files.
  • A modified folder structure only applies to newly created personnel files. But you can update the folder structure of existing personnel files (see chapter “Update Settings”).
  • In the Default Category field a category can be defined that is assigned to the corresponding personnel file folder in the personnel file. Only categories are selectable that are defined in the Categories field (personnel file configuration).
    Note: The category is also propagated to documents in the personnel file folder. If the categories are restricted in the Available Categories field, the category is only propagated if it listed as available category.
    Categories are used to define access rights, retention rules and follow-ups.
  • With the Available Categories field the categories that can be assigned to documents in a personnel file folder can be restricted. Only categories can be selected that are allowed in the superordinate hierarchy.
• Forms and Categories
  The here defined categories can be assigned to personnel file folders and documents. Personnel file folders can restrict the defined categories.
  Forms can be used to allow employees to create objects based on the forms using the personnel file access dashboard. For example, employees can create leave requests.
• Processes
  Shows the available user-defined processes.
• Templates
  In the create dialog (e.g. “New” context menu command in a Teamroom) the templates are displayed according to the grouping by the template categories.
• Text Modules
  The defined text modules can be inserted into Word documents.
• Thesauri
  Shows the thesauri in which terms for tagging of documents can be managed. At least one thesaurus has to be created so that the tagging can be used. The default thesaurus for new terms is defined in the settings of the personnel file configuration. Thus, new terms can be created directly in the tagging process. If no standard thesaurus is specified, only the predefined terms in the thesauri can be used.
  Note: Thesauri can also be defined for personnel file shelves.
• Presettings
  Shows the defined display settings, search forms, and time intervals.
• Companies
  If a corporation consists of several companies, the defined companies can be assigned in positions.
• Locations
  The defined locations can be assigned in positions.
• Reports and OData Services
  Allows the definition of report templates (see section ) as well as of OData Services.
• Failed Background Tasks
  Shows failed background tasks (only visible, if at least one failed background task is available). You can perform following manual actions: “Define Next Execution”, “Send Link” and “Delete”.

You can define more settings with the “Settings” action (see chapter “Settings”).

Create Report Templates/Reports

To create a report in Personnel File, you need to define a report template first. Report templates can be defined in the Personnel File configuration as well as in Templates and Presettings within a Personnel File shelf. For the definition of a report template, you need to specify the scope within which the template will be used. The available scopes are:

• Applicant File Shelf (App: Applicant Management)
• Applicant Management Dashboard (App: Applicant Management)
• Personnel File Shelf (App: Digital Personnel File)
• Personnel File Dashboard (App: Digital Personnel File)
• Skills Management Dashboard (App: Skills Management)

Once a report template is created, an action for generating the corresponding report is added to the menu of the specified scope. When the action is executed, it is applied to the objects of the specified scope and a report is accordingly generated. All generated reports are listed in the “Report Results” widget, which becomes available in the corresponding scope once the first report is created.

So long as a report creation action is available in the menu, you can execute it multiple times if you want to generate multiple report instances (which will appear in “Report Results”) to compare for example current with past data. If you no longer need the action, navigate to the configuration and then into the “Reports and OData Services” widget. Right-click the report template you no longer need and select “Delete”.

The following report types are supported in Personnel File:

• Microsoft Excel reports
• BIRT reports

Creating an Excel Report

To create an Excel report, perform the following steps:

1. Navigate to the Personnel File configuration.
2. Click the “Reports and OData Services” widget.
3. Click “Create Report Template” in the left menu.
4. From the dialog that pops up, select “Microsoft Excel Report”.
5. Fill in the provided fields to specify the attributes of the generated report and then click “Next”. The provided fields are as follows:
   • Multilingual Name
     Defines the name of the report. You can define a report name in multiple languages.
   • Report Language
     Defines the language of the report content (e.g. the column headers). Note that if you select a report language, e.g. English, the action that generates the report will only be available to users with the same UI language setting, i.e. the English UI in this example. If you want this action to be visible in every UI just leave the field empty.
   • Report Locale
     Defines the locale of the report which determines for example the date format, etc.
   • Format of the Report
     Defines whether the report will be a Microsoft Excel Worksheet or a CSV file.
   • Scope of Analysis
     Defines for which objects the action for generating the report will be available. If for example, the scope of analysis is the Personnel File shelf, the action will be offered only within each shelf and the generated report within a shelf will include objects of this shelf only. In contrast, if you wish to create a report that will contain all objects in Personnel File, the Personnel File dashboard should be selected instead. In this case, the action for generating the report will appear in the Personnel File dashboard.
     Note: If you select the personnel file shelf as the scope of analysis, the action will be available within every shelf. If you want the action to appear only within a specific shelf, navigate into this shelf, go to “Templates and Presettings” and Click the “Reports and OData Services” widget. Then the procedure proceeds in the same way.
   • Content of the Report
     Defines what will be displayed in the report. The offered report content types vary based on the selected scope of analysis.
   • Include Release Versions Only
     Excludes draft versions of objects.
   • Exceptions for Release Versions
     Appears once the “Include Release Versions Only” option is activated. You can enter object types in this field (or an asterisk (*) to search) which are to be included in the report even if they are in a draft state.
   • Include Valid Objects Only
     Includes objects in the search that are currently valid. Note that object validity can be restricted through the properties “Valid From” and “Valid Until”.
   • Filter Values
     Indicates that the result values of the report will be filtered.
   • Expression for Filtering Values
     Appears once the “Filter Values” option is activated. It defines an app.ducx expression that filters the result values, which will be included in the report.
   • Restrict Report Creation to
     Restricts the ability to generate the report to specific members.
     Note: If you want to define a restriction, it is recommended that you add yourself to the list temporarily in order to test and adjust the report after creating it. Remove yourself from the field afterwards.
   • Report Columns
     It appears once the report content has been specified (see the “Content of the Report” field above). It specifies the columns that will appear in the report. You can customize the report as per your choice. Just click “Add Entry” to add more columns.
     Note: Depending on the size of the browser window, not all columns may be visible. In this case, click on “Show Details” in order to see all columns.
     For each column, you can define the following:
     • Property
       Indicates the field to be added as a report column.
     • Expression for Label
       Defines an expression for the column header.
       Note: If there is a value selected in the “Property” field, the name of the property is used as a header for the column by default and there is no need to define a custom value for the field “Expression for Label”. If you define an expression manually, this expression will be used as the column header instead.
     • Type of Column
       Defines the desired column type.
     • Expression for Value
       Defines an expression for computing the value of the cell.
       Note: If there is a value selected in the “Property” field, the name of the property is used as a header for the column by default and there is no need to define a custom value for the field “Expression for Value”. If you define an expression manually, this expression will be used instead.
     • Width
       Defines the desired column width if necessary.
   • Filter for “Object Classes and Categories for Additional Report Columns”
     Appears once the report content has been specified. It defines the filter for the field “Object Classes and Categories for Additional Report Columns “.
   • Object Classes and Categories for Additional Report Columns
     Appears once the report content has been specified. It is typically used for adding multiple columns at once to the report. If for example the filter “Categories” has been selected in the above field all columns of the Category will be added to the generated report.  
   • Optimize Memory Usage
     Optimizes memory usage. It is recommended to activate this option in case of extensive reports. If activated, dynamic content of the report template is not handled.
   • Store Report Result in Personal Dashboard
     Stores the generated report in the “Report Results” widget of the Personnel File dashboard independently of the selected scope (as a result the action that generates the report can appear for example in the menu of each shelf and once executed, the generated report will be listed in the “Report Results” widget of the Personnel File dashboard and not of the Personnel File shelf).
6. Right-click the newly created report template and in the context menu that appears, select “Release for Usage” to make the template available for use.
7. Navigate to the scope you selected (see field “Scope of Analysis” above). You will notice in the left menu a new action for the report generation. Click this action to generate an Excel report. All generated reports are listed in the “Report Results” widget of the corresponding scope, which becomes available once the first report is created.

Notes:

• You can import column definitions or formats into a report if a correspondingly designed Excel worksheet already exists. To do this, navigate to the desired report template in the configuration, select either the "Import Column Definitions" or "Import Column Formats" action in the context menu, and import the desired worksheet.
• Alternatively, you can also change the column format using a report result. To do this, navigate to the desired report, download it using the context menu command, create the desired column formats and then upload the worksheets again. Then select the action "Take Column Format " in the context menu to apply the changes to the report template.

Creating a BIRT Report

In order to define a BIRT report read the White Paper “Fabasoft Integration for Eclipse BIRT: new window“. This document provides instructions for the configuration and subsequent handling of Eclipse BIRT as well as an example for the structure of the report.

Once you have created and exported a BIRT report file, proceed as follows:

1. Navigate to the Personnel File configuration.
2. Click the “Reports and OData Services” widget.
3. Click “Create Report Template” in the left menu.
4. From the dialog that pops up, select “BIRT Report”.
5. Fill in the provided fields to specify the attributes of the generated report and then click “Next”. The provided fields are as follows.
   • Multilingual Name
     Defines the name of the report. You can define a report name in multiple languages.
   • Report Language
     Defines the language of the report content (e.g. the column headers). Note that if you select a report language, e.g. English, the action that generates the report will only be available to users with the same UI language setting, i.e. the English UI in this example. If you want this action to be visible in every UI just leave the field empty.
   • Report Locale
     Defines the locale of the report which determines for example the date format, etc.
   • Format of the Report
     Defines the desired output format of the report.  
   • Scope of Analysis
     Defines for which objects the action for generating the report will be available. If for example, the scope of analysis is the Personnel File shelf, the action will be offered only within each shelf and the generated report within a shelf will include objects of this shelf only. In contrast, if you wish to create a report that will contain all objects in Personnel File, the Personnel File dashboard should be selected instead. In this case, the action for generating the report will appear in the Personnel File dashboard.
     Note: If you select the personnel file shelf as the scope of analysis, the action will be available within every shelf. If you want the action to appear only within a specific shelf, navigate into this shelf, go to “Templates and Presettings” and Click the “Reports and OData Services” widget. Then the procedure proceeds in the same way.
   • Content of the Report
     Defines what will be displayed in the report. The offered report content types vary based on the selected scope of analysis.
   • Include Release Versions Only
     Excludes draft versions of objects.
   • Exceptions for Release Versions
     Appears once the “Include Release Versions Only” option is activated. You can enter object types in this field (or enter an asterisk (*) to search), which are to be included in the report even if they are in a draft state.
   • Include Valid Objects Only
     Includes objects in the search that are currently valid. Note that object validity can be restricted through the properties “Valid From” and “Valid Until”.
   • Filter Values
     Indicates that the result values of the report will be filtered.
   • Expression for Filtering Values
     Appears once the “Filter Values” option is activated. It defines an app.ducx expression that filters the result values, which will be included in the report.
   • Restrict Report Creation to
     Restricts the ability to generate the report to specific members.
     Note: If you want to define a restriction, it is recommended that you add yourself to the list temporarily in order to test and adjust the report after creating it. Remove yourself from the field afterwards.
   • Store Report Result in Personal Dashboard
     Stores the generated report in the “Report Results” widget of the Personnel File dashboard independently of the selected scope (as a result the action that generates the report can appear for example in the menu of each shelf and once executed the generated report will be listed in the “Report Results” widget of the Personnel File dashboard and not of the Personnel File shelf).
   • Report Info
     Defines values for the properties “Key”, “Label” and “Value”.
     Note: If these properties have values, they are fetched during report creation and are integrated into the XML that is committed to the BIRT report. They are contained in the node info (under the main node data) with any further nodes stemming from the property “Key”.
   • Content
     Attaches the file containing the BIRT report template.
6. Right-click the newly created report template and select “Release for Usage” in the context menu that appears to make the template available for use.
7. Navigate to the scope you selected (see field “Scope of Analysis” above). You will notice in the left menu a new action for the report generation. Click this action to generate a BIRT report. All generated reports are listed in the “Report Results” widget of the corresponding scope, which becomes available once the first report is created.  

Create Personnel File Shelf

With the “Create Personnel File Shelf” action you can create a personnel file shelf. More information can be found in chapter “Personnel File Shelf”.

Create Applicant File Shelf

With the “Create Applicant File Shelf” action you can create an applicant file shelf.

Create Business Case Shelf

With the “Create Business Case Shelf” action you can create a business case shelf.

Import Predefined Values

Predefined values for drop-down fields (like employment type) can be imported and updated using a CSV file..

To import predefined values, perform the following steps:

1. Click the “Import Predefined Values” action.
2. Optionally, click the “Download CSV Template” to retrieve a template that describes the necessary data structure.
3. Enter the path to the CSV file in the Content field.
4. Click “Start Import”.
5. After the import has finished click “Next”.

The CSV columns are in general free-text fields of type string, number or date. Following CSV columns are available:

Import Categories

Categories can be imported and updated using a CSV file..

To import categories, perform the following steps:

1. In the personnel file configuration navigate in the “Categories” area.
2. Click the “Import Categories” action.
3. Optionally, click the “Download CSV Template” to retrieve a template that describes the necessary data structure.
4. Enter the path to the CSV file in the Content field.
5. Click “Start Import”.
6. After the import has finished click “Next”.

The CSV columns are in general free-text fields of type string. Following CSV columns are available:

Import Folder Structure

Personnel file folder templates can be imported and updated using a CSV file.

To import personnel file folders, perform the following steps:

1. In the personnel file configuration navigate in the “Folder Structure for Personnel Files” area.
2. Click the “Import Personnel File Folders” action.
3. Optionally, click the “Download CSV Template” to retrieve a template that describes the necessary data structure.
4. Enter the path to the CSV file in the Content field.
5. Click “Start Import”.
6. After the import has finished click “Next”.

The CSV columns are in general free-text fields of type string. Following CSV columns are available:

Settings

Besides the settings in the dashboard the “Settings” action provides following possibilities:

“General Settings” tab

• Name
  The name of the configuration.
• Subject
  Defines an additional description of the configuration.
• Mindbreeze InSpire Service
  If Mindbreeze InSpire services for the classification of documents are available in your organization, here you can select a service, which is used when storing documents in a personal file. If you do not select one, no classification is performed.
  Note: The service only applies when documents are directly placed in a personal file. For example, if you register a document that is assigned to a Teamroom using the context menu command, the service defined in the Teamroom or the default service (when not defined) is used.
• Holiday Table
  Defines the holiday table to be used in the configuration context (otherwise the default holiday table is used).
• Restrict Shortcuts Within Teamroom
  Defines which type of shortcuts may be stored in the configuration.
• Restrict the Downloading or Opening of Content on the Device
  Allows to restrict team members who can open or download content on the device.
• Restrict Team Members
  Defines the organizations, organizational units, teams and external organizations whose members may be added to the configuration.
• Main Administrator
  Defines the user who will receive the automatically generated e-mail messages concerning the configuration. Otherwise, all app administrators receive the e-mail messages. The user is also listed as contact in case of missing permissions.
• Support Team
  The support team handles the organization-internal management of support requests in the respective context.
• Enable Advanced Mode
  Advanced mode includes, for example, working with multiple shelves, as well as managing templates and presettings.
• Activate Trace Output
  For example, as a form designer, when you use expressions for calculation or validation, it can sometimes be difficult to identify errors in the expressions. To simplify analysis, you can write trace output to the web browser console (cooobj.Trace("string"); or cooobj.Trace("string", value);).

“Personnel File Configuration” tab

• Show “Pre-Capture” Action
  Defines whether the barcode scan functionality is available.
• Scan Documents as
  Defines the document type (PDF or TIFF) of the pre-captured document.
• Root Structure is Extensible
  Defines whether personnel file folders can be manually added to personnel files at top level (additionally to the predefined structure).
• Make the Use of Personnel File Documents Mandatory
  Determines whether documents in the personnel file can only be registered as personnel file documents.
• Keep a Copy of the Personnel File When Changing the Assignment
  Defines whether a copy of a personnel file is kept in the current personnel file shelf when the assignment is changed.
• Externally Managed Master File Data
  To prevent that fields (that should be updated by an import or via the SAP integration) are changed directly in the personnel file using the web environment, it is possible to set the corresponding fields read-only. This applies only to personnel files for which the “Managed Externally” option is enabled.
• Transfer Changes in the Master Data to Other Personnel Files of the Same Person
  Defines whether master data in personnel files that affect the same person should be transferred when changes are made.
  You can define a key for identifying the personnel files and the master data to be transferred. The selected master data is only synchronized for active personnel files.
• Enable E-Mail Notification for Birthdays
  Defines whether e-mail notifications for birthdays are sent to the defined supervisors and additionally defined e-mail addresses.
• Send E-Mail Notification to Supervisors (Birthdays)
  Defines whether e-mail notifications are sent to none, direct or all supervisors.
• Further E-Mail Recipients (Birthdays)
  Defines the e-mail addresses (one per line) to which the notifications should be sent.
• Enable E-Mail Notification for Anniversaries
  Defines whether e-mail notifications for anniversaries are sent to the defined supervisors and additionally defined e-mail addresses.
• Send E-Mail Notification to Supervisors (Anniversaries)
  Defines whether e-mail notifications are sent to none, direct or all supervisors.
• Further E-Mail Recipients (Anniversaries)
  Defines the e-mail addresses (one per line) to which the notifications should be sent.
• Language for Birthdays and Anniversaries
  Defines the language in which the in which the reports are generated and notifications are sent.
• Locale for Birthdays and Anniversaries
  Defines the locale in which the in which the reports are generated and notifications are sent.

“Personnel File Access” tab

• Permanent Access for Employees
  Defines whether the user for employee access is taken from the organizational structure.
• Permanent Access for Supervisors
  Defines whether the users for supervisor access are taken from the organizational structure.
• Changes in the Organizational Structure Regarding the Personnel File Access Are Confirmed by
  The specified user can confirm changes in the organizational structure regarding the personnel file access via the workflow.
• Self-Managed Master Data
  The selected master data can be edited by the user who is assigned to the personnel file.
• Members/Employees Can Upload Documents
  Defines whether employees are allowed to upload documents in their own list, which can subsequently be registered by a personnel file user.
• Default Process for Uploaded Documents
  The defined process is automatically started on documents uploaded by employees.
• Actions in Dashboard
  Defines actions to create form objects which are displayed in the personnel file access dashboard.
  Procedure: To do this, define the required form in the Forms and Categories area of the configuration and release it for use. The form can be used in the Actions in Dashboard field. In addition, define a title and a symbol for the action. Select a personnel file folder in which the created objects are to be stored. The personnel file folder must have a default category that allows users with access to store objects (Change Access for Objects with this Category). The Expression for Determining the Visibility field can be used to define for whom the action is displayed. The Navigate Into the Document After Creation property can be used to specify that the form is navigated to directly after it has been created.
• Permissions for Temporary Access
  The defined permissions are offered for selection when granting temporary access. The access right (“No Access”, “Read Access” and “Change Access”) can be defined per category.

“Numbering” tab

• Check Uniqueness of Personnel Numbers Across All Personnel File Shelves
  Defines whether the uniqueness of personnel numbers is checked across all personnel file shelves or only within one personnel file shelf.
• Generate Personnel Number Automatically
  Determines whether the personnel number is automatically generated. If not, the personnel number must be entered manually when creating a personnel file.
  Note: If personnel numbers are automatically generated, no new personnel files can be created by the import mechanism.
• Last Used Number
  The defined number plus one is assigned to the next created personnel file.
• Format String
  The number of zeros entered specifies the number of digits in the personnel number.
• Format Prefix
  A string that precedes the personnel number.
• Used Format Prefixes
  Shows an overview of format prefixes the have been used by now.

“Consistency Check” tab

• Enable Consistency Check
  Defines whether a consistency check is performed regularly in the background for all personnel files. The check is also performed when a document is added to or removed from a personnel file.
• Rules for the Consistency Check
  Defines the rules for the consistency check. You can use a rule to check whether a document with the defined category exists in every personnel file. In addition to the category, other conditions can also be defined for the document.
  • Category of the document
    Defines that a document with this category must exist.
  • Restrict Scope
    Only personnel files assigned to a position that has one of the defined companies and one of the defined locations are taken into account for the consistency check.
  • Check Personnel File Folder of the Document
    Defines that the document must be in one of the defined personnel file folders.
  • Check Validity of the Document
    Defines that the document must be valid (Valid From and Valid to).
  • Check Age of the Document (Created on/at)
    Defines that the creation date of the document must not be older than the defined time span.
  • Rule May Be Ignored for Certain Personnel Files
    Defines whether the rule can be disabled for individual personnel files.
  • Name
    The name of the rule.

“SAP Settings” tab

The HR master data of the current employee can be displayed via the PA30 transaction in SAP. On this tab you can define the necessary connection parameters. Consult your SAP administrator to inquire the settings.

Note: These settings allow opening the HR master data in SAP starting from the Fabasoft Personnel File (“Open SAP HR Master Data” context menu command). The SAP integration however allows opening the personnel file starting from SAP (see chapter “SAP Integration”).

“Skills Management” tab

On this tab, you can define a user who confirms further trainings. You can also manage the rating scales for qualifications.

Note: Only visible if skills management is used.

“Applicant Management” tab

On this tab, you can define the default category for applicant files in the talent pool. In addition, you can define application sources as terms. The Enable Website Integration option enables the automatic creation of applications via an HTML form. This gives the user for website integration access to the personnel file configuration and the applicant file shelves.

“Logos” tab

The defined logos and the background image are used for the personnel file configuration and for all personal dashboards.

“Default Values” tab

• Default Thesaurus for New Terms
  If a default thesaurus is specified, new terms can be created directly during tagging.
• Default Categories
  When an object is created, the specified category is assigned according to the defined object class. In the Apply to field, you can specify whether the setting applies to instances, templates, or both.
• Default Processes
  When an object is created, the specified process is assigned according to the defined object class or category. In the Apply to field, you can specify whether the setting applies to instances, templates, or both.
• Default Background Tasks
  When an object is created, the specified background tasks are assigned.
• Release Process for Templates and Presettings
  In order to use templates, text modules, forms and categories, processes and presettings, they must be released. If a process is to be used for the release, a BPMN process diagram can be defined here. Release processes must contain the "Release for Usage" activity.

“Content Settings” tab

On this tab you can define whether a generated cover sheet should be added to PDF overviews of documents.

In addition you can define watermark settings. With the Watermark for All Users option you can test the settings by yourself. The settings also apply to the assigned personnel file shelves, if they do not define their own settings.

If you use watermarks, the PDF overview of a personnel file will be watermarked. In addition users with read access do not see the original documents of a personnel file but the corresponding converted and watermarked PDF documents.

Define Permissions

To enable users to use the personnel file, they must be authorized in the personnel file configuration. On the basis of the specified users the consumed licenses of the respective service packages are calculated.

• Full Control (read-only)
  The owner and co-owners of the organization have full access.
• Personnel File Administrator
  Personnel file administrators can edit the personnel file configuration. Users get the service package “Fabasoft Personnel File”.
• Personnel File User
  Personnel file users are entitled to use the Fabasoft Personnel File. The respective rights are defined in the personnel file shelves. Users get the service package “Fabasoft Personnel File”.
• Personnel File Access
  The access right allows read access to personnel files. Users get the service package “Fabasoft Personnel File (Access)”.
• Skills Management
  The skills management allows managing qualifications, job and role descriptions and the generation of overviews of missing qualifications of employees. Users get the service package “Skills Management”.
• Applicant Management
  The applicant management allows managing applicant files, job advertisements and job applications.

Personnel File Shelf

The personnel file shelf is based on a personnel file configuration, but the defined settings can be overwritten or extended. The personnel file shelf is used to manage the personnel files and to specify the access rights.

Settings made in the personnel file shelf override settings of the personnel file configuration (exception: “Extensions” tab).

“General Settings” tab

• Name
  Defines the name of the personnel file shelf.
• Subject
  Defines a further description.
• App Configuration
  The personnel file shelf inherits the settings of the assigned app configuration.
• Mindbreeze InSpire Service
  If Mindbreeze InSpire services for the classification of documents are available in your organization, here you can select a service, which is used when storing documents in a personal file. If you do not select one, either the service defined in the personnel file configuration is used (if defined) or no classification is performed.
  Note: The service only applies when documents are directly placed in a personal file. For example, if you register a document that is assigned to a Teamroom using the context menu command, the service defined in the Teamroom or the default service (when not defined) is used.
• Holiday Table
  Defines the holiday table to be used in the shelf context.
• Restrict Shortcuts Within Teamroom
  Defines which shortcuts can be stored in the personnel file shelf. Allows, for example, storing categories of user-defined forms.
  Note: If you want to allow categories of user-defined forms, select “Default: Allow shortcuts to all objects” because these categories are not assigned to any organization.
• Roles That Are Allowed to Open or Download Content on the Device
  Defines which permissions a team member must have in order to open or download content at the device.
• Restrict Team Members
  Defines the organizations the team members have to belong to.
• Main Administrator
  Defines the user who will receive the automatically generated e-mail messages concerning the shelf. Otherwise, all shelf administrators receive the e-mail messages. The user is also listed as contact in case of missing permissions.
• Support Team
  The support team handles the organization-internal management of support requests in the respective context.
• Activate Trace Output
  For example, as a form designer, when you use expressions for calculation or validation, it can sometimes be difficult to identify errors in the expressions. To simplify analysis, you can write trace output to the web browser console (cooobj.Trace("string"); or cooobj.Trace("string", value);).

“Personnel File Shelf” tab

• Calculate Statistics
  Defines whether graphically processed statistics for the personnel files are shown in the dashboard.
• Show “Pre-Capture” Action
  Defines whether the barcode scan functionality is available.
• Scan Documents as
  Defines the document type (PDF or TIFF) of the pre-captured document.
• Root Structure is Extensible
  Defines whether personnel file folders can be manually added to personnel files at top level (additionally to the predefined structure).
• Make the Use of Personnel File Documents Mandatory
  Determines whether documents in the personnel file can only be registered as personnel file documents.
• Display of personnel files
  Shows which type of personnel file display is currently being used for the personnel file shelf. Either "Use Saved Lists for Personnel Files" or "Use Queried Lists for Personnel Files".
• Keep a Copy of the Personnel File When Changing the Assignment
  Defines whether a copy of a personnel file is kept in the current personnel file shelf when the assignment is changed.
• Externally Managed Master File Data
  To prevent that fields (that should be updated by an import or via the SAP integration) are changed directly in the personnel file using the web environment, it is possible to set the corresponding fields read-only. This applies only to personnel files for which the “Managed Externally” option is enabled.
• Enable E-Mail Notification for Birthdays
  Defines whether e-mail notifications for birthdays are sent to the defined supervisors and additionally defined e-mail addresses.
• Send E-Mail Notification to Supervisors (Birthdays)
  Defines whether e-mail notifications are sent to none, direct or all supervisors.
• Further E-Mail Recipients (Birthdays)
  Defines the e-mail addresses (one per line) to which the notifications should be sent.
• Enable E-Mail Notification for Anniversaries
  Defines whether e-mail notifications for anniversaries are sent to the defined supervisors and additionally defined e-mail addresses.
• Send E-Mail Notification to Supervisors (Anniversaries)
  Defines whether e-mail notifications are sent to none, direct or all supervisors.
• Further E-Mail Recipients (Anniversaries)
  Defines the e-mail addresses (one per line) to which the notifications should be sent.
• Language for Birthdays and Anniversaries
  Defines the language in which in which the reports are generated and the notifications are sent.
• Locale for Birthdays and Anniversaries
  Defines the locale in which in which the reports are generated and the notifications are sent.

“Personnel File Access” tab

• Permanent Access for Employees
  Defines whether the user for employee access is taken from the organizational structure.
• Permanent Access for Supervisors
  Defines whether the user for supervisor access is taken from the organizational structure.
• Changes in the Organizational Structure Regarding the Personnel File Access Are Confirmed by
  The specified users can confirm changes in the organizational structure regarding the personnel file access via the workflow.
• Self-Managed Master Data
  The selected master data can be edited by the user who is assigned to the personnel file.
• Members/Employees Can Upload Documents
  Defines whether employees are allowed to upload documents in their own list, which can subsequently be registered by a personnel file user.
• Default Process for Uploaded Documents
  The defined process is automatically started on documents uploaded by employees.

“Numbering” tab

• Generate Personnel Number Automatically
  Determines whether the personnel number is automatically generated. If not, the personnel number must be entered manually when creating a personnel file.
• Last Used Number
  The defined number plus one is assigned to the next created personnel file.
• Format String
  The number of zeros entered specifies the number of digits in the personnel number.
• Format Prefix
  A string that precedes the personnel number.

Note: If it is defined in the personnel file configuration that unique personnel numbers should be used across all personnel file shelves, no specific settings can be made for the personnel file shelves.

“SAP Settings” tab

The master data of the current employee can be displayed via the PA30 transaction in SAP. On this tab you can define the connection parameters. Consult your SAP administrator to inquire the necessary settings.

“Extensions” tab

• Additional Personnel File Folders
  Defines personnel file folders in addition to the personnel file folders defined in the personnel file configuration.
• Additional Rules for the Consistency Check
  Defines rules for the consistency check in addition to the rules defined in the personnel file configuration.

Note: If the personnel file shelf is unstructured, the additional rules for the consistency check are currently not displayed.

“Logos” tab

The defined logos are used for the personnel file shelf.

“Default Values” tab

• Default Thesaurus for New Terms
  If a default thesaurus is specified, new terms can be created directly during tagging.
• Default Categories
  When an object is created, the specified category is assigned according to the defined object class.
• Additional Categories
  Defines categories in addition to the categories defined in the configuration.
• Default Processes
  When an object is created, the specified process is assigned according to the defined object class.
• Additional Default Background Tasks
  When an object is created, the specified background tasks are assigned.

“Content Settings” tab

• Allow Comments
  Defines whether PDF comments can be applied to documents.
• Allowed Types for Comments
  Defines the allowed types of comments (public or private).
• Preferred Type for Comments
  Defines the type of comment initially selected when commenting (overrides the setting in the configuration or user's basic settings).
• Users With Read Access Are Allowed to Comment Publicly
  Defines whether users with read access are allowed to add public comments (overrides the setting in the configuration).
• Allow Public Links
  Defines whether public links may be published.
• Generate Cover Sheet for PDF Overviews of Documents
  Defines whether a cover sheet is generated for PDF overviews of documents.
• Use Watermarks
  If you use watermarks, the PDF overview of a personnel file will be watermarked. In addition, users with read access do not see the original documents of a personnel file but the corresponding converted and watermarked PDF documents.

Providing the Scan Functionality (Pre-Capture)

To provide the scan functionality, the scanner software must upload the document via a web service to the Fabasoft Personnel FIle (see chapter “Pre-Capturing a Document for a Scan”).

Use Case:

The user defines a document that should be scanned (identified by a barcode). The scanner software reads the barcode on the paper document and sends the scanned file including the barcode via a web service to the Fabasoft Personnel File. The document that has been defined by the user gets populated with the scanned content.

Creating Personalized Word Templates

To create personalized Word templates, metadata (e.g. salutation or address) of personnel files can be inserted as updateable DocProperties or fields in Word documents. The “Insert DocProperties” and “Insert Field” buttons are available in Microsoft Word on the “Fabasoft Cloud” tab (the Fabasoft Folio COM Add-in has to be enabled).

Inbox

In an inbox, rules for the processing of incoming objects can be defined. A rule consists of conditions and actions.

You can create the inbox directly on “Home” (background context menu > “New” > “Inbox”). As for Teamrooms, you can also set permissions for inboxes to define the access rights.

For example, the documents can be stored in the inbox via WebDAV.

Assigning

Documents can be automatically replaced by incoming documents.

Create an inbox and define a rule. In the rule, define two actions. The first action “Assign Category” is used to assign a category to incoming documents that has set the value "Personnel File Document Incoming Category" as Incoming Category for Registration. The second action “Assign (Asynchronous)” is used to replace the documents. The replacement can be based on QR codes (bulk documents) or PDF keywords. The Fabasoft Cloud ID (e.g. COO. 1.506.4.4063) of the document whose content is to be replaced by the incoming document must be stored in the QR code or PDF keywords. For non-assignable documents, a further inbox can be defined as target. In this inbox, a rule for starting a process for the manual assignment can be defined (“Register” activity).

Classifying and Assigning Personal File Document

Incoming documents can be classified with Mindbreeze InSpire and then registered to a personnel file based on the extracted metadata.

Create an inbox and define a rule. In the rule, define two actions. The first action “Classify With Mindbreeze InSpire” is used to perform the classification with the specified Mindbreeze InSpire service. The second action “Assign Personnel File Document (Asynchronous)” is used to register the document to a personnel file. For non-assignable documents, a further inbox can be defined as target. In this inbox, a rule for starting a process for the manual assignment can be defined (“Register” activity).

For more information on defining the Mindbreeze InSpire Service, see chapter “Classifying With Mindbreeze InSpire”.

Import Data

The content of incoming CSV files can be imported automatically.

You can download templates for the CSV files via the respective manual actions (e.g. “Import Categories” action of a personnel file configuration).

Create an inbox and define a rule. In the rule, define an “Import Data” action. Define the target for the import and the type of import (e.g. import personnel files).

Update Settings

Changes to the predefined folder structure and categories are not automatically applied to existing personnel files and documents. The “Update Settings” context menu command of a personnel file shelf or a personnel file can be used to apply the changes.

• Background Tasks
  Changes to the Default Background Tasks of the personnel file configuration, personnel file shelf and categories are applied.
• Follow-Ups
  Changes to the Default Follow-Ups of the categories are applied.
• ACL Object (Access Rights)
  The  Default ACL for Objects with this Category of the category is applied, if an ACL is defined.
• Folder Structure
  Changes in the predefined folder structure are applied. This includes adding, removing and modifying folders.
  Removed predefined folders will be deleted, if they are empty. If not, the folder is marked as not predefined and can therefore be handled manually (this behavior can be changed by the next option such that contents are moved to the parent folder if possible).
  When changing predefined folders the name, the subject, the default category and the available categories are taken into account.
• Move Documents From Deleted Folders to the Superordinate Folder
  If predefined folders were removed, the corresponding folders will be deleted and the content is moved to the superordinate folder. If the removed predefined folder is a top-level folder, the folder will remain (if there is a content) and will be marked as not predefined.

Note: The “Update Settings” context menu command is also provided for applicant file shelves and applicant files. It can be used to update background tasks, follow-ups and ACL objects.

Perform a Consistency Check

If rules for the consistency check have been defined in the personnel file configuration or in the personnel file shelf, a consistency check is performed regularly in the background for all personnel files. The check is also performed when a document is added to or removed from a personnel file.

The consistency check can also be performed manually on a personnel file shelf or personnel file using the “Perform Consistency Check” context menu command. Inconsistencies are visualized in the affected personnel files or documents with a corresponding status symbol. A list of all inconsistent personnel files can be found in the “Inconsistent Personnel Files” widget.

If you have defined that a rule may be ignored for individual personnel files, you can disable the rule in the properties of the affected personnel file on the “Consistency Check” tab using the “Ignore Rule for This File” context menu command. To enable the rule again, you can use the “Check Rule for This File” context menu command.

These functionalities are currently only available for structured personnel file shelves. The consistency check is currently not available in unstructured personnel file shelves.

Classifying With Mindbreeze InSpire

To enable automatic classification with Mindbreeze InSpire, a Mindbreeze InSpire service must be configured. Mindbreeze InSpire services can be created in the organization (“Advanced Settings”) and can be selected in the personal file configuration or personal file shelf. Contact Mindbreeze InSpire Support to determine the specific settings for the service.

The following steps explain the basic operation:

1. In a learning phase, Mindbreeze InSpire is trained to classify the documents. For the extraction of the metadata from documents, regular expressions can be defined.
2. In the productive mode, when executing the “Classify and Register” context menu command or when directly storing documents in a personal file, the classification and the metadata are requested from the Mindbreeze Inspire service.
3. For the classification value, a category with a corresponding import ID is searched and assigned to the document.
4. Classify and register using the context menu
   If a category is found that is defined in a personnel file configuration, registration is started as a personnel file document.
   Classify and register by direct storage
   Regardless of the category found, registration is started as a personnel file document.
   Classify with an inbox
   Classifying can also be carried out automatically via an inbox.
5. If metadata can be obtained from the document, it will be prefilled. The reference of the respective property is used as key.
   Note: If the Mindbreeze InSpire keys do not correspond to the personnel file keys, a corresponding mapping must be defined in the Mindbreeze InSpire service.

The Fabasoft Personnel File provides the following keys for the automatic identification of a personnel file:

The evaluation is carried out in following order (if a match is made the remaining steps are not executed):

1. FSCPERSONNELFILE_1_1001_pfpersnum
2. FSCPERSONNELFILE_1_1001_pfsocialsecid
3. COOSYSTEM_1_1_userfirstname, COOSYSTEM_1_1_usersurname and FSCFOLIO_1_1001_persbirthday
4. fullname and FSCFOLIO_1_1001_persbirthday
5. COOMAPI_1_1_emailaddress

The Fabasoft Personnel File provides following key for classification:

The personnel file folder is determined via the category, but can also be defined via the FSCPERSONNELFILE_1_1001_persfilefolderid key (Fabasoft Cloud ID or import ID).

SAP Integration

The SAP integration enables the following scenarios:

• Linking HR master data in SAP with the respective personnel files
• Storing payslips generated with SAP in the respective personnel files
• Export of the organizational structure from SAP and import to the Fabasoft Personnel File

Linking HR Master Data

The integration for linking HR master data is carried out with an own information type 9600 “Fabasoft Personnel File” (/FABASOFT/ name space). Therefore, no direct modifications in SAP are required and update-safety is ensured.

Setting up the SAP integration is divided into the following three steps:

• Importing certificates
• Importing transport requests
• Configuration

Importing Certificates

For communication with the Fabasoft Personnel File, the corresponding CA certificates must be stored with the SAP SSL Server.

To import the CA certificates, perform the following steps:

1. Navigate in your web browser to the Fabasoft Personnel File.
2. You can view the certificate hierarchy via the address bar of the web browser.
   
3. Save all CA certificates of the hierarchy to a file. In the following, these certificates are imported into SAP.
   Note: In the case of the Fabasoft Cloud save both SwissSign CA certificates.
4. Switch to the SAP GUI.
5. Run the STRUST transaction.
6. If no “SSL Server Standard” is configured, create one with the “Create” context menu command.
7. Switch to edit mode.
8. In the Certificate field, you can import a CA certificate with the “Import Certificate” button and add it to the trusted certificates with the “Add to Certificate List” button. Repeat this step for all CA certificates of the Fabasoft Personnel File certificate hierarchy.
9. Save the changes.

Importing Transport Requests

The linking of HR master data requires two transfer requests, which can be downloaded here:

 Transport Requests (Fabasoft Personnel File - SAP Integration): Linking HR Master Data : new window

Pass the files to your SAP administrator, who can use the STMS transaction (Transport Management System) to import the transport requests and forward them, according to your compliance rules, to your production system.

Note: Before importing, make sure that the information type 9600 is not already used in your system. If this is the case, please contact the Fabasoft Support.

Configuration

After a successful execution of the transport requests, you need to configure the URLs of the Fabasoft Personnel File in SAP.

To carry out the configuration in SAP, perform the following steps:

1. Switch to the SAP GUI.
2. Run the SM30 transaction.
3. In the Table/View field enter “/FABASOFT/PERSF” and click “Display”.
4. Switch to edit mode.
5. Define the following values:
   
   • PERSFILE
     By default (valid for the Fabasoft Cloud):
     folio/personnelfile/
     If you use the personnel file in the Fabasoft Private Cloud, replace folio with cloud.
   • WEBSRVC
     By default (valid for the Fabasoft Cloud):
     folio/fscdav/wsdl?WEBSVC=FSCPERSONNELFILE_1_1001_WebServicesPersonnelFile
     If you use the personnel file in the Fabasoft Private Cloud, replace folio with cloud.
   • WEBSRVC_DOMAIN
     By default (valid for the Fabasoft Cloud, location Austria):
     at.cloud.fabasoft.com/
     If you use the personnel file in a different location or in the Fabasoft Private Cloud, enter the appropriate URL.
6. Save the changes.

Note: If you have also imported the transport request for storing payslips, additional configuration settings are available that are not used in this scenario.

Storing Payslips

SAP-generated payslips can be automatically stored in the respective personnel file.

Setting up the SAP integration is divided into the following four steps:

• Importing Certificates
• Activating HR Forms
• Importing Transport Requests
• Configuration

Importing Certificates

For communication with the Fabasoft Personnel File the corresponding CA certificates must be stored with the SAP SSL Server. If you have not yet done so, perform the steps described in chapter “Importing Certificates”.

Activating HR Forms

Make sure that the HR form you are using for payslips is activated. For technical reasons, the HR form SAP_PAYSLIP_AT must also be activated.

To activate an HR form, perform the following steps:

1. Switch to the SAP GUI.
2. Run the HRFORMS transaction.
3. Open the “Utilities” menu and execute the "Activate Forms" command.
4. Select the desired HR form.
5. Select the “Generate structure and program” option.
6. Click “Execute”.

Note:

• The HR forms must be activated before the transfer request for storing payslips is imported.
• The activation must be carried out on all systems on the transport path on which the HR forms are tested or used.

Importing Transport Requests

It is required that the two transport requests for linking HR master data have been imported (see chapter “Importing Transport Requests”).

In addition, the transport request for storing payslips must be imported. This transport request can be downloaded here:

 Transport Requests (Fabasoft Personnel File - SAP Integration): Storing Payslips: new window

Configuration

Once the transfer requests have been successfully executed, the report /FABASOFT/VDN2RECM_INIT must be executed once on the respective systems. In the Form field, enter the HR form you are using for the payslips and execute the report.

Note: If you want to use a different HR form, the initialization report must be executed again.

Finally, you must perform the following configuration steps:

1. Switch to the SAP GUI.
2. Run the SM30 transaction.
3. In the Table/View field enter “/FABASOFT/PERSF” and click “Display”.
4. Switch to edit mode.
5. Define the following values:
   • PERSFILE
     By default (valid for the Fabasoft Cloud):
     folio/personnelfile/
     If you use the personnel file in the Fabasoft Private Cloud, replace folio with cloud.
   • VDNDOCTYPE
     Defines the external key of the category that should be assigned to the payslip.
   • VDNFILE
     By default (valid for the Fabasoft Cloud):
     folio/uploadpfdocument/
     If you use the personnel file in the Fabasoft Private Cloud, replace folio with cloud.
   • VDNPFREGISTER
     Defines the external key of the personnel file folder in which the payslip should be stored.
   • VDNSTATUS
     Defines the document state: PersonnelFileDocumentInProgress or PersonnelFileDocumentClosed
   • WEBSRVC
     By default (valid for the Fabasoft Cloud):
     folio/fscdav/wsdl?WEBSVC=FSCPERSONNELFILE_1_1001_WebServicesPersonnelFile
     If you use the personnel file in the Fabasoft Private Cloud, replace folio with cloud.
   • WEBSRVC_DOMAIN
     By default (valid for the Fabasoft Cloud, location Austria):
     at.cloud.fabasoft.com/
     If you use the personnel file in a different location or in the Fabasoft Private Cloud, enter the appropriate URL.
6. Save the changes.

Export and Import of the Organizational Structure

A CSV file describing the organizational structure can be generated from the organizational chart and employee master data available in SAP. The organizational structure can be transferred using the import mechanism of the Fabasoft Personnel File.

Importing the Transport Request

The transport request needed for exporting the organizational structure can be downloaded here:

 Transport Requests (Fabasoft Personnel File - SAP Integration): Exporting Organizational Structure: new window

Pass the files to your SAP administrator, who can use the STMS transaction (Transport Management System) to import the transport requests and forward them, according to your compliance rules, to your production system.