Storage Within Personnel Administration (PA-PA)

Use

Within Personnel Administration (PA-PA), the storage functions provided by SAP ArchiveLink facilitate the use of content servers to store copies of incoming documents, such as employment contracts, appraisals, and employee photos. This enables the Human Resources department to save time and money by managing the personnel file centrally as it increases in size and detail.

If an employee at your enterprise receives a personnel appraisal, for example, the written incoming document can be scanned and then stored. If this employee receives more than one personnel appraisal over time, your ability to access them makes it much easier for you to track his or her development. There is no need to waste time searching through different files stored at various locations.

This improves access to employee data while saving time, money, and storage space.

Prerequisites

Technical Implementation (PA-PA)

An external scanner is used to import written incoming documents into the system. The scanner communicates with SAP ArchiveLink . Individual documents are linked directly to an infotype and employee using the personnel number, or they are assigned generally to an employee using the personnel number. The link is created using the document type.

The standard system includes the following document types for Personnel Administration:

Name of document type	Document type	Object type	Document class	Infotype	Subtype **
Retirement pension plan	HRIBENEFIT	PREL	FAX	0053	-
Certificate for child	HRIBESCHKI	PREL	FAX	0021	2
Qualifications	HRICERTIFI	PREL	FAX	0024	-
Color photos	HRICOLFOTO	PREL	FAX	0002	-
Employment contract	HRICONTRAC	PREL	FAX	0016	-
Supplements to employment contract	HRICONTRAD	PREL	FAX	0016	-
Obligation to observe data secrecy	HRIDATASEC	PREL	FAX	0002	-
Appraisal	HRIDATES	PREL	FAX	0019	10
Final certificate for education	HRIDIPLOMA	PREL	FAX	0022	+
Photo of employee	HRIEMPFOTO	PREL	FAX	0002	-
Appraisal	HRIEVALUAT	PREL	FAX	0025	-
Health insurance certificate	HRIHEALTHI	PREL	FAX	0013	-
Personnel master data sheet	HRIMASTERD	PREL	FAX	0002	-
Appraisal	HRIPERAPPR	PREL	FAX	0019	10
Reference	HRIREFEREN	PREL	FAX	0023	-
Resume	HRIRESUME	PREL	FAX	*	-
Social security card	HRISOCIALS	PREL	FAX	0013	-
Registration certificate	HRISTUDID	PREL	FAX	0013	-
Wage tax card	HRITAXCARD	PREL	FAX	0012	-
Certificate of contributions to savings scheme	HRIVL	PREL	FAX	0010	+
Work permit	HRIWORKPER	PREL	FAX	0016	-

In the standard system, these document types are assigned to technical document class FAX (format for scanned incoming documents).

If you do not want to use the SAP standard setting, you can determine the infotypes to which individual document types are assigned. The exact assignment depends on the specific infotypes for which specific document types are stored. In principle, a connection to SAP ArchiveLink is available for all Personnel Administration infotypes.

Key to Table:

*The “resume” document type is not set up for specific infotypes because it can be linked to a variety of infotypes.

** When an incoming document is assigned, you can enter the following when specifying the subtype:

+The subtype must be entered when the incoming document is assigned.

- The subtype must not be specified.

Specific value: a default subtype appears when the incoming document is assigned. It cannot be overwritten.

Preparation and Customizing (PA-PA)

Customizing for SAP ArchiveLink is divided into general, cross-application Customizing, and application-specific Customizing for individual SAP ArchiveLink scenarios.

General Customizing for SAP ArchiveLink

ArchiveLink Customizing is documented in the Implementation Guide (IMG). In the IMG, choose Start of the navigation path SAP Web Application Server Next navigation step Basis Services ArchiveLink End of the navigation path .

Application-Specific Customizing

To make application-specific settings for SAP ArchiveLink , call up the Implementation Guide (IMG) for Personnel Administration:

Start of the navigation path Personnel Administration Next navigation step Tools Optical Archiving Set up Document Types for HR End of the navigation path

To set up document types for HR, you assign an infotype, subtype, and object ID to the various document types, as necessary. If you want the Date field to be a required entry field, flag it with the + sign. The Authorization field controls the authorization check that is performed when the document is entered at the scan work center, and when the document is assigned to a document type. To check that the employee has authorization for the infotype linked to the document type in question, select the Authorization checkbox.

Note Note

Personnel Administration recommends that you start the ten-character, alphanumeric, document type ID with HRIxxxxxxx (x = characters that you can define as required).

End of the note.

Features

The following application scenarios are supported by SAP ArchiveLink within Personnel Administration:

Store for Subsequent Entry (PA-PA)

Assign Then Store with Bar Code (PA-PA)

Store and Enter (PA-PA)

Note Note

We recommend that you store employee documents with a bar code. For this reason, the following example illustrates how to assign then store with bar code . However, it is also technically possible to store without a bar code (that is, you can use the “assign then store” scenario).

End of the note.

Activities

Folders

Refer to “Features”.

Display

You can display documents stored for an employee as follows: