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HRASR_DPF_ORG_FILE - Digital Personnel Files (DPF)

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The digital personnel file (DPF) is a central storage for all documents relevant to the employees of a company. It is based on SAP Records Management. The DPF is based on the record model that structures the various folders of the DPF and decides which documents the system stores in a particular folder.

The DPF is based on exactly one record model that is binding for all employees. It is not possible to used different record models for different employee groups.

The standard system contains a record model with standard settings. To set up the digital personnel file, you can use or enhance this sample record model or create your own model. Depending on which course of action you take, you must make different settings in each case. In the Activities area of the documentation of the individual IMG activities, the information is separated into two sections, When using the sample record model and When using your own record model. If you enhance the sample record model, you must take the notes in both sections into account.

The DPF can be filled with documents either manually by an HR Administrator or automatically using the processes within HCM Processes and Forms. In the latter case, the system creates the DPF automatically for the relevant employee when a process is completed. An administrator with the relevant authorization can search for, display, add, and delete documents in the DPF, for example, and also display process forms and steps.

There are two types of documents in the digital personnel file that have to be taken into account separately in the individual IMG activities:

• Process documents:These documents are the result of a process that an administrator performs for an employee, and consist of various attachments or forms. The system adds the process documents to the DPF.

Example:If an administrator performs the process for maternity leave for an employee, the system generates a maternity leave form and the Doctor's Certificate attachment. The system saves this document in the DPF.

• Archived documents:The system does not add archived documents to the DPF. It can only display them using the DPF.

You use Customizing for this section to set up SAP Records Management to use digital personnel files.

For more information, see SAP Library under SAP NetWeaver Library -> SAP NetWeaver by Key Capability -> Application Platform by Key Capability -> Business Services -> SAP Records Management.

To ensure that the system creates the digital personnel file when a process is completed in HCM Processes and Forms, check the following settings:

In the event type coupling (transaction SWETYPV), in the object type CL_HRASR00_WF_PROCESS_OBJECT (object category: ABAP Class, event: COMPLETED, receiver type: HR Administrative Services), the Linkage Activated indicator is set for the receiver function module HR_ASR_START_PERSFILE_CREATION.

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This documentation is copyright by SAP AG.

Length: 3878 Date: 20240523 Time: 200054     sap01-206 ( 86 ms )