2018 June Release

Administration TasksPermanent link for this heading

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

PrerequisitesPermanent link for this heading

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 (Service Packages > Editions and Apps).

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 ConfigurationPermanent link for this heading

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.

DashboardPermanent link for this heading

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”.
  • 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.
  • Categories
    The here defined categories can be assigned to personnel file folders and documents. Personnel file folders can restrict the defined categories.
  • Report Templates
    Defines which report templates are available for generating reports. Predefined templates can be found here:
    Fabasoft Personalakte - Berichtsvorlagen (Deutsch)
    Fabasoft Personnel File - Report Templates (English)
    The report templates may be modified with the third-party product Eclipse BIRT (http://download.eclipse.org/birt/downloads/).
  • 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.
  • 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.

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

Create Personnel File ShelfPermanent link for this heading

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 Business Case ShelfPermanent link for this heading

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

Import Predefined ValuesPermanent link for this heading

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:

CSV Column

Field

Possible Value

Id

Import ID

String

Class

Reference

Reference of an object class (EmployeeCompany, EmployeeLocation)

Name

Name

String

Description

(currently not used)

Street

Address (Street)

String

ZipCode

Address (Zip Code)

Number

City

Address (City)

String

State

Address (State)

String

Country

Address (Country)

String

Email1

E-Mail Address (Topic: E-Mail 1)

String

Email2

E-Mail Address (Topic: E-Mail 2)

String

Email3

E-Mail Address (Topic: E-Mail 3)

String

Phone

Telephone Numbers (Topic: Business)

String

Fax

Telephone Numbers (Topic: Fax)

String

CommLanguage

Language for Communication

Reference of a system language (e.g. LANG_GERMAN, LANG_ENGLISH)

Import CategoriesPermanent link for this heading

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:

CSV Column

Field

Possible Value

Id

Import ID

String

Name

Name

String

PersonnelFileShelfId

Import ID (Personnel File Shelf)

String (category is stored in the personnel file shelf)

RetentionWorthy

Retention Worthy

Boolean value (true or false)

RetentionPeriod

Retention Period

Reference of a time interval (e.g. FSCSCHEDULE@1.1001:TimeInterval30Y00M00W00D00H00M00S)

RetentionBaseDate

Base Date for Retention Period

Reference of a property (e.g. FSCSCHEDULE@1.1001:CreatedAtDateTimeDef)

UsableFor

Applicable for

Reference of an object class (e.g. FSCPERSONNELFILE@1.1001:PersonnelFileDocument)

CategoryACL

Default ACL for Objects With This Category

Reference of an ACL (e.g. FSCPERSONNELFILE@1.1001:RoomPersonnelFileEmployeeACL)

CatSecChange

Change Access for Objects With This Category

E-Mail address of a user

CatSecRead

Read Access for Objects With This Category

E-Mail address of a user

OverrideKeys

-

CSV columns of object lists to be overwritten separated by commas (otherwise the values are added)

Import Folder StructurePermanent link for this heading

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:

CSV Column

Field

Possible Value

Id

Import ID

String

Name

Name

String

PersonnelFileShelfId

Import ID (Personnel File Shelf)

String (personnel file folder is stored in the personnel file shelf)

ParentId

Import ID (superordinate personnel file folder)

String

DefaultCategory

Default Category

Import ID of a category

Categories

Available Categories

Import ID of a category

OverrideKeys

-

CSV columns of object lists to be overwritten separated by commas (otherwise the values are added)

SettingsPermanent link for this heading

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

“General Settings” tab

  • Name
    Defines the title of the personnel file shelf.
  • 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).
  • Restrict Shortcuts Within Teamroom
    Defines which shortcuts can be stored in the personnel file configuration. 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.
  • Default Category for Personnel Files
    The defined category is automatically assigned to newly created personnel files.
  • Default Thesaurus for New Terms
    If a default thesaurus is defined, new terms can be created directly in the tagging process.
  • 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.
  • 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.
  • 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.
  • 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.
  • Self-Managed Master Data
    The selected master data can be edited by the user who is assigned to the personnel file.
  • Default Background Tasks
    Background tasks are automatically executed. For example, background tasks are used to calculate retention periods.

“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.
    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.

“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 manage the rating scales for qualifications (visible only if the skills management is used).

“Logos” tab

The defined logos are used for the personnel file configuration and as default logos for personal dashboards.

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.

Authorize TeamPermanent link for this heading

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”.

Personnel File ShelfPermanent link for this heading

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).

“Personnel File Shelf” 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.
  • Notify Me About New Events
    Defines whether you want to get notifications in the welcome screen or per e-mail.
  • 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.
  • Allow Public Links
    Defines whether it is possible to make objects available for users who are not logged in.
  • Restrict Team Members to These Organizations
    Defines the organizations the team members have to belong to.
  • Default Thesaurus for New Terms
    If a default thesaurus is defined, new terms can be created directly in the tagging process.
  • Organization
    Shows the assigned organization.
  • Owner
    Shows the assigned owner.

“General Settings” 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).
  • Default Category for Personnel Files
    The defined category is automatically assigned to newly created 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.
  • User for Background Tasks
    The background tasks are executed with the defined user.
  • Data Import Control (Files)
    Shows settings for the import of personnel files.
  • Data Import Control (Documents)
    Shows settings for the import of documents.
  • 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.
  • 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.
  • Self-Managed Master Data
    The selected master data can be edited by the user who is assigned to the personnel file.

“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.

“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.

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 will be taken from the personnel file configuration, but can also be defined independently for each personnel file shelf.

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.

“Extensions” tab

  • Additional Personnel File Folders
    Defines personnel file folders in addition to the personnel file folders defined in the personnel file configuration.
  • Additional Categories
    Defines categories in addition to the categories defined in the personnel file configuration.
  • Additional Background Tasks
    Defines background tasks in addition to the background tasks defined in the personnel file configuration.
  • Additional Report Templates
    Defines report templates in addition to the report templates defined in the personnel file configuration.

Logos” tab

The defined logos are used for the personnel file shelf.

“Templates” tab

The defined documents are provided as templates in the create dialog.

Providing the Scan Functionality (Pre-Capture)Permanent link for this heading

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 TemplatesPermanent link for this heading

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).

InboxPermanent link for this heading

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 a team for inboxes to define the access rights.

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

Assignment

An inbox can be used for the automatic assignment of documents to personnel files.

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 assign the documents to the personnel files. The assignment 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).

Import Data

The content of the incoming CSV file is imported. 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 SettingsPermanent link for this heading

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.

Classifying With Mindbreeze InSpirePermanent link for this heading

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 (see “User Help Fabasoft Cloud”).
  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:

Personnel File Key

Description

FSCPERSONNELFILE_1_1001_pfpersnum

personnel number

FSCPERSONNELFILE_1_1001_pfsocialsecid

social security number

COOSYSTEM_1_1_userfirstname

first name

COOSYSTEM_1_1_usersurname

surname

fullname

first name and surname

FSCFOLIO_1_1001_persbirthday

birth date

COOMAPI_1_1_emailaddress

e-mail address

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:

Personnel File Key

Description

COOTC_1_1001_objcategory

category

SAP IntegrationPermanent link for this heading

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 DataPermanent link for this heading

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 CertificatesPermanent link for this heading

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 RequestsPermanent link for this heading

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

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.

ConfigurationPermanent link for this heading

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 PayslipsPermanent link for this heading

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 CertificatesPermanent link for this heading

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 FormsPermanent link for this heading

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 RequestsPermanent link for this heading

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

ConfigurationPermanent link for this heading

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 StructurePermanent link for this heading

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 RequestPermanent link for this heading

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

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

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.