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 Digital Personnel File (DPF)


This component provides central storage for all documents that affect the employees of your company. You can store documents relating to the work relationship, remuneration, life events, for example, or certificates and other legal documents. You can design the structure of the Digital Personnel File (DPF) to suit your own requirements.

The DPF can be filled with documents manually by an HR administrator or by the system using processes within the framework of HCM Processes and Forms . In the latter case, the system automatically creates the DPF for the employee concerned once a process has been completed. In the DPF, an administrator with the relevant authorization can search for, display, add, and delete documents and also display process forms and steps.

The DPF provides you with central access to all employee documents. In this way, you can simplify and optimize the tasks of your HR administrators and structure your document storage more effectively.

For more information about the DPF, see the Implementation Guide (IMG) for HR Administrative Services under Digital Personnel File (DPF) .


The DPF is part of the HR Administrative Services (PA-AS) component and is optimized for use within this component. To be able to use all functions of the DPF, you should also use the subcomponent HCM Processes and Forms from HR Administrative Services . Nevertheless, it is possible to use the DPF independently.

The DPF is based on SAP Records Management . The DPF is based on the record modelthat structures the various folders of the DPF and decides which documents are stored in which folders by the system.


There are two types of documents in the DPF:

  • Process documents: These result from a process within HCM Processes and Forms that an HR administrator executes for an employee. The documents consist of various attachments or forms. The system adds the process documents in the DPF.

    Example Example

    If an administrator executes the process for maternity leave for an employee, the system generates a maternity leave form and the Doctor’s Certificate attachment. The system stores these documents in the DPF.

    End of the example.
  • Archived documents: Archived documents are documents that are already stored. The system does not add these documents to the DPF; instead, it displays the documents using the personnel file.

In Customizing, you set up SAP Records Management to use the DPF.

For more information, see SAP Library under Start of the navigation path SAP NetWeaver Library Next navigation step SAP NetWeaver by Key Capability Next navigation step Application Platform by Key Capability Next navigation step Business Services Next navigation step SAP Records Management. End of the navigation path


The DPF is based on one single record model that is obligatory for all employees. It is not possible to use different record models for different employee groups.