Professional Documents
Culture Documents
User Guide
The OpenText Employee File Management user guide describes
the handling of HR-related SAP records and documents within
OpenText Employee File Management 4.0 SP1.
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Table of Contents
1
1.1
1.2
1.2.1
Part 1
2.1
2.2
2.3
2.4
2.5
2.6
2.7
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.10.1
3.10.2
3.11
3.11.1
3.11.2
3.12
3.13
4.1
4.1.1
4.1.2
4.1.3
4.2
Creating guest user ticket with Guest User Ticketing System (GTS) ...
Creating guest user ticket ................................................................
Using guest user ticket ....................................................................
Changing an open guest user ticket ..................................................
Creating guest user ticket with guest user account ............................
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51
54
56
58
iii
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11
14
16
18
19
22
22
23
24
24
26
31
31
34
35
36
37
37
40
41
42
44
46
47
Table of Contents
iv
4.2.1
4.2.2
5.1
5.2
Part 2
8.1
8.2
8.3
8.4
8.5
8.6
8.7
8.8
9.1
9.2
9.3
9.4
9.5
9.6
9.7
9.8
9.9
9.9.1
9.9.2
9.9.3
Part 3
10
10.1
10.2
10.2.1
10.2.2
10.3
81
83
83
84
85
85
86
89
90
113
115
116
117
118
119
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12
Part 4
13
13.1
13.2
13.3
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User Guide
Chapter 1
Target audience
This user guide addresses the following target groups:
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Part 1
Using EFM in SAP GUI
EFM is fully integrated in the SAP HR solution and provides a clear folder structure
of original documents, master data, employee-related emails and Microsoft Office
documents. The search function eases information retrieval on employees.
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Chapter 2
As a DocuLink transaction.
From an HR master record either in the Display HR Master Data (PA20) or the
Maintain HR Master Data (PA30) transaction.
Note: You can access only the views that you are authorized to see.
2.
/OTEI/VIEW_110
/OTEI/VIEW_120
/OTEI/VIEW_130
3.
In the Selection HR Master Data dialog, enter the selection criteria to be used
for selecting the personnel file that you want to access.
Click the
button.
2.
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11
3.
Select Employee File Management 4.0 from the Projects for DocuLink
applications list.
The EFM start screen is displayed, showing one or more EFM projects. For
example, there might be separate projects for regular employees, apprentices
and retired employees.
12
1.
2.
Enter the personnel number of the record in the Personnel No. field or use
b.
the
icon to search for the record.
Press ENTER to display the record.
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3.
4.
Select DocuLink.
5.
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13
Launch the EFM start screen; see Launching EFM on page 11.
2.
14
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Note: The search mask may look different, for example it may have fewer
search fields, depending on the user group you are assigned to.
3.
Enter the search criteria. You can search for single values and for ranges. To
search for ranges, enter threshold values in both fields in a row.
Note: The External person ID field allows you to search for the SAP global
employee ID; for more details on its usage, see the respective SAP
documentation.
4.
To display a list of possible entries, select the field and click the
icon, if
available. In the list of possible entries, double-click an entry to fill it in the
search field.
5.
To search for multiple values, click the Multiple selection icon . This action
uses the SAP standard dialog for multiple selection. See the online help for
details.
Tip: You can clear criteria lines from values entered by marking the line
and clicking the
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15
icon.
The search result, one or more master records, is displayed as a hit list in the
Personnel file node selected.
Click the Search folder in a personnel file you want to search in.
The Search dialog is displayed.
Note: The search mask may look different, for example it may have fewer
search fields, depending on the user group you are assigned to.
2.
16
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You can search for single values and for ranges. To search for ranges, enter
threshold values in both fields in a row.
icon, if
To display a list of possible entries, select the field and click the
available. In the list of possible entries, double-click an entry to fill it in the
search field.
When you complete inputs for the search mask by pressing the ENTER key, the
values entered are stored during the user session. When the search mask is
opened again, it is then already filled with the previously entered search
criteria.
4.
To search for multiple values, click the Multiple selection icon . This action
uses the SAP standard dialog for multiple selection. See the online help for
details.
5.
icon.
Click the Search folder in a personnel file you want to search in.
The Search dialog is displayed.
2.
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Tip: You can combine the full-text search with specific metadata. For
details, see To search specific documents with metadata: on page 16.
3.
icon.
2.
In the Search result folder, click the title of the columns Description, Date of
origin, or Storage date to sort according to the respective criteria.
and
If more than one column is selected, a popup is asking for sort order and sort
type for each column.
3.
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Note: Sorting is only available for the Search and All Documents folder. For
all other folders, the sorting order can be customized by your administrator.
The layout of the hit list differs, depending on the DocuLink user group you
are assigned to.
Tip: You can configure your personal hit list, using the Administration Hit list
dialog. For example, you can remove columns from the hit list. To open the
dialog, double-click the icon next to the heading of the hit list.
Structures
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20
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icon
The first level within the personnel file comprises the subtrees Search, Browse and
Add (regardless of whether infotype structure or flexible folder structure is used). In
the next level, all folders include an All Documents subfolder.
Search
Using the document search, you can search for specific documents within an
employee file using both HR and document metadata such as document type,
document class or infotype.
Browse
Used for searching and displaying documents. Only folders that contain
documents are displayed.
The customizing of the document types (and additional customizing in case of
the flexible folder structure) determines what folders appear.
Add
Used for storing documents. All folders that you can assign documents to are
displayed.
The customizing of the document types (and additional customizing in case of
the flexible folder structure) is relevant for what folders appear.
All Documents
Contains all documents that are available for the selected employee.
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22
F4 icon next to
To fill in date fields, use the calendar that is provided as input help. You can
browse through the months and select a date.
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Chapter 3
2.
3.
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23
Notes
In the Infotype structure view, you will find a Documents folder below
every subfolder containing all documents assigned to this subfolder.
2.
Select the context menu item Show Thumbnails to display a folder in the
thumbnail view.
3.
Select the folder icons in the thumbnail view to browse in the personnel file.
For more details, see Browsing thumbnails for fast document retrieval
on page 86.
Note: Using thumbnail view requires configuration settings and prerequisites
that are described in section 3.1.2 Enabling thumbnail view in OpenText
Employee File Management - Administration Guide (EIM-AGD).
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File Upload
This scenario is the standard scenario that SAP uses to archive documents. The
documents from the local computer are sent to the SAP system, and are then
archived from there. The SAP system is used for communication.
Scanning
For this scenario, the scan client (OpenText Imaging Enterprise Scan) needs to be
installed on the local computer. Documents are scanned and delivered directly
from the scan queue to the archive. If you archive the entire scan queue, all
documents are assigned to the same employee, infotype, subtype or object.
In the following example, a work contract is archived using the File Upload
scenario.
To archive a document:
1.
2.
3.
or as an alternative
Either double-click the Archive new document icon
mark the entire folder and select the context menu item Create | Document.
When using the folder structure, the context menu item is either Create | Folder
documents (for top level folders) or Create | Subfolder documents (for
subfolders).
4.
button.
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5.
Select the document you want to upload either using the Browse field or drag it
to the drop area of the dialog.
6.
7.
Maintain the HR data as required (for example date of origin, infotype and
subtype) and any additional document attributes.
Note: Additional document attributes are only available if they have been
customized by your administrator.
8.
Click the
When the archiving process is complete, the new document(s) will be visualized
within the personnel file. Visualization differs depending on how you started the
archiving process:
If you started archiving from the context menu, no automatic refresh of the
subtree is performed. In this case, the document is visualized in red as a direct
child of the folder where you have chosen the context menu entry. However, this
might not be the location expected for the document (based on your entry in the
Attach <document type> dialog). After expanding the subtree and triggering an
explicit refresh (F9 key) in the EFM view, the entry in red disappears and the
document is displayed in the proper location.
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The following example shows the archiving of a work contract attachment, using
ExchangeLink and DesktopLink:
To archive an email attachment:
1.
Open Microsoft Outlook and select the email containing the attachment.
2.
To start ExchangeLink, select the Save to SAP Solutions button in the tool bar.
The ExchangeLink dialog opens.
3.
Select if you want to archive the whole message or only selected attachments.
In our example, select Selected attachments.
4.
Click OK.
The OpenText Desktop Monitor dialog opens.
Note: Depending on the customizing, the OpenText Desktop Monitor
dialog might be skipped, and the SAP logon is displayed immediately.
Continue with Step 6 on page 27.
5.
In the OpenText Desktop Monitor dialog, select SAP as the target system.
Click Save.
The SAP logon is displayed.
6.
If you have access to more than one SAP system, select the appropriate SAP
system from the list and click OK.
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Note: The SAP logon is displayed only once per DesktopLink session. If
you archive further documents, DesktopLink remembers the login.
7.
button.
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b. Enter the selection criteria to be used for selecting the personnel file that
you want to archive documents to. Click the
Tip: Click the
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button.
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29
c.
8.
button.
10. Browse to the appropriate sub folder below Add and double-click the
icon.
button.
icon to
30
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Drag documents from the file system to the Save to SAP Solutions shortcut.
Follow the procedure from Step 6 on page 27.
Use the Save to SAP Solutions menu item in a MS Office application. Follow the
procedure from Step 5 on page 27.
Moving a document
moves it from its source destination (employee/infotype/subtype/object ID) to a
target destination (employee/infotype/subtype/object ID). The document
disappears from the source destination.
Copying a document
leaves the document also in the source destination. To copy a document, keep the
CTRL key pressed during Drag & Drop.
Notes
Any additional document attributes that have been maintained for the
document will be moved or copied too.
You can move and copy documents between infotypes/folders and between
personnel files.
Important
The target destination must be a folder below the Add folder.
In the following example, a Primary School Certificate has been assigned to the
wrong employee (John Kent) and must be moved into the correct personnel file
(Stefan Kraft).
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To move a document:
1.
Open the personnel file and navigate to the document in the personnel file.
2.
Drag the document from Education in the personnel file of John Kent and drop
it to the Primary school folder below Add in the Education subtree of the
personnel file of Stefan Kraft.
The Copy/move document dialog opens.
Note: The document types to select from depend on the customizing for
the folder you drag the document to.
3.
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Depending on the customizing of the document type, you may have to enter an
infotype, a subtype and an object ID.
There may also be additional attributes you have to maintain in the Document
Attributes field.
4.
After maintaining all the required HR data and attributes, click the
button.
The document is now moved to the Primary school folder in the personnel file
of Stefan Kraft.
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2.
Change the available attributes as required. You can only modify the date of
origin and if available the ArchiveLink PLUS attributes.
Tip: You can invoke input helps by clicking the
4.
34
Click the
icon.
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In case you changed the document's date of origin, the new date is displayed.
2.
3.
Click the
(Document Processing) button and select the Print document entry
in the Document Processing dialog.
The Print document dialog opens.
4.
5.
Click the
(Copy) button to confirm your selection and press the ENTER key.
The task profile together with its defined printer path is displayed in the Print
document dialog.
6.
7.
Click the Print button to trigger the printing of the selected document(s).
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2.
3.
2.
Double-click the
4.
2.
36
To jump into the PA20 transaction for viewing, click the underlined
personnel number or last name in the root node of the personnel file.
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3.10.1
Creating a follow-up
To create a follow-up:
1.
Open the personnel file and navigate to the document(s) you want to create a
follow-up for.
2.
Click the icon on the very left of the document line to select the document.
Notes
3.
To select multiple documents, keep the CTRL key pressed and select the
documents.
For a follow-up on a complete personnel file, click the icon on the very
left of the personnel file to select the personnel file.
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4.
Req. start
Enter the start date of the follow-up.
Note: If you enter a start date that lies in the future, the follow-up will
not be ready for processing before the selected date. However, the
icon in the personnel file is displayed immediately.
Req. end
Enter the requested end date of the Follow-up workflow. The workflow
must be processed by this date. Otherwise, the following events are
triggered:
38
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Subject
Enter a short description of the follow-up. The subject is used as the work
item text for the Follow-up workflow.
The Selected documents & comments panel comprises the following fields:
Documents & folders
Lists a snapshot of the corresponding personnel files: the documents and all
higher-level folders.
Double-click the icon on the very left of the line to display the document in
the viewer that is installed on your system.
Double-click the icon on the very left of the employee record to jump to
the Display HR Master Data view.
Old Comments
You can insert a comment on the follow-up, describing the work to be done.
5.
Click OK.
The follow-up process is initiated. The processing employee receives a work
item in his workflow inbox at the selected start date. In the personnel file, the
icon is visible for the process participants.
To display a follow-up:
1.
Double-click the
icon in the personnel file. If more than one follow-up
process with your participation apply to the document, a selection screen is
displayed.
The Display follow-up screen allows you to view the details of the follow-up.
2.
You can perform certain actions like displaying the original document or
accessing the corresponding personnel file.
Note: You cannot enter comments or finish the follow-up in the Display
follow-up screen.
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3.10.2
Processing a follow-up
You start processing follow-ups from your inbox in the SAP Business Workplace.
To process a follow-up:
1.
2.
icon in the application tool bar and open Inbox > Workflow.
The Basic data panel comprises general information about the Follow-up
workflow. See Step 4 on page 38.
The Selected documents & Comments panel comprises the following fields:
Documents & folders
Lists a snapshot of the corresponding personnel files: the documents and all
higher-level folders.
Double-click the icon on the very left of the line to display the document in
the viewer that is installed on your system.
Double-click the icon on the very left of the employee record to jump to
the Display HR Master Data view.
40
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Old Comments
Displays all comments that have been made to the follow-up. You can
toggle the history of comments on and off by clicking the
History) button.
(Collapse
Comments
You can insert a comment on the follow-up, for example the actions you
have performed on it.
Note: If you cancel processing the follow-up, a dialog opens asking if
you want to save your comments. If you click Yes, a short notice
containing your user ID, date and time is added to the comments,
even if you do not have added text to the Comments field.
At the bottom of the Process Follow-up screen, the following action buttons are
available:
Personnel file button
Click this button to access the EFM view of the personnel file the follow-up
belongs to.
Note: The label of this button uses the name of the personnel file
structure of EFM. This name can be customized, so the label probably
differs from Personnel file.
Personnel Actions button
Click this button to access the PA40 transaction in a separate window.
Finish button
Click this button to finish the follow-up process.
icon disappears from the document or folder in the personnel file.
The
The work item in the SAP Business Workplace inbox disappears.
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41
comments, display the document, jump to the EFM view of the personnel file, and
finish the Delete with approval workflow.
All participants of the process (creator and recipient) can display the deletion
request by double-clicking the icon in the personnel file. All other users will get
an error message when clicking the icon (in standard customizing).
Note: It is not possible to create a Delete with approval workflow for a
folder or a complete personnel file.
3.11.1
Open the personnel file and navigate to the document(s) you want to delete.
2.
Click the icon on the very left of the document line to mark the document.
Note: To select multiple documents, keep the CTRL key pressed and mark
the documents.
3.
4.
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Recipient
Depending on the configuration, you have the following options:
Req. start
Enter the start date of the Delete with approval workflow.
Note: If you enter a start date that lies in the future, the Delete with
approval workflow will not be ready for processing before the
selected date. However, the
immediately.
Req. end
Enter the requested end date of the Delete with approval workflow. The
workflow must be processed by this date. Otherwise, the following events
are triggered:
Subject
Enter a short description of the deletion request. The subject is used as the
work item text for the Delete with approval workflow.
The Documents & Comments panel comprises the following fields:
Documents & folders
Lists a snapshot of the corresponding personnel files: the documents and all
higher-level folders.
Double-click the icon on the very left of the line to display the document in
the viewer that is installed on your system.
Double-click the icon on the very left of the employee record to jump to
the Display HR Master Data view.
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Old Comments
You can insert a comment on the deletion request, describing the reason for
deleting documents.
5.
Click OK.
The Delete with approval workflow is initiated. The recipient receives a work
item in their workflow inbox at the selected start date. In the personnel file, the
icon is visible for the documents to be deleted.
3.11.2
2.
icon in the application tool bar and open Inbox > Workflow.
The Basic data panel comprises general information about the Delete with
The Selected Documents & Comments panel comprises the following fields:
44
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).
Comments
You can insert a comment on the deletion request, for example what actions
you have performed about it.
Note: If you cancel processing the deletion request, a dialog opens
asking if you want to save your comments. If you click Yes, a short
notice containing your user ID, date and time is added to the
comments, even if you don't have added text to the Comments field.
At the bottom of the Process Delete with approval screen, the following action
buttons are available:
Personnel file button
Click this button to access the EFM view of the personnel file the deletion
request belongs to.
Note: The label of this button uses the name of the personnel file
structure of EFM. This name can be customized, so it is very likely that
the label differs from Personnel file.
Do not delete button
Click this button to reject the deletion request.
The requested documents are not deleted.
The icon disappears from the documents in the personnel file. The work
item in the SAP Business Workplace inbox disappears.
Delete button
Click this button to accept the deletion request.
The requested documents are deleted.
The icon disappears from the documents in the personnel file. The work
item in the SAP Business Workplace inbox disappears.
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Note: Make sure you have the necessary permission to perform the
transaction. For more details, see section 3.3 Workflow monitoring in
OpenText Employee File Management - Administration Guide (EIM-AGD).
2.
If you are a manager who has employees reporting, you can specify employee
groups by selecting one of the following options in the Employee Selection
Mode panel:
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Direct Report
Filters all employees whose organizational unit level is directly under your
organizational unit.
All Reports
Filters all employees which are under your organizational unit.
Employee Search
Checks all employees; use the parameters in the Employees group such as
the personnel number or person ID to refine your search.
Note: For HR administrators, the Employee Selection Mode is not
available. For them, reporting is always done in the Employee Search
mode.
3.
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Tip: You can use the standard SAP procedure for variants to save the
entries for a search that is used on a regular basis in a user-specific
(personal) variant.
Stored variants can also be used in the reporting in the EFM Web UI.
4.
Click the
button.
The report table is displayed, the single rows indicating the respective
documents. Their status is color-coded; see the tables header for details.
5.
Click the
Click the
Click the PersNo hotspot to invoke the Display HR master data function
dialog.
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Chapter 4
Using Guest User Ticketing System - The HR manager creates the ticket and
defines which documents and employees are accessible for the guest user. The
guest user can access all documents and employees that the ticket creator has
listed in the ticket. The guest user receives an E-mail notification from the ticket
creator containing ticket and PIN numbers to access the guest user ticket.
Using guest user account - Access to EFM for the guest user is made possible by
a guest user account and a password (PIN), granting a restricted access to a
personnel file. The guest user ticket denotes the combination of the guest user
account and the corresponding PIN. For more information, see Creating guest
user ticket with guest user account on page 58.
2.
3.
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Single Access the guest user can access the ticket only once.
Multiple Access the guest user can access the ticket more than one
time.
51
4.
From/To enter the time period during which the ticket can be accessed.
After the expiry of this period, the ticket becomes invalid.
Content enter the content type that you want to provide for the guest user.
The available content types have been determined in the guest user ticket
customizing.
to
In the Ticket Overview table, enter the personnel number of the employee/s
you want to give access to in the Employee box.
The Name and Date of Birth fields for these employees are populated.
The corresponding employee files appear in the area next to the Ticket
Overview panel. Navigate to and expand the folders that you want to give
access to.
5.
Content: Folders works like Content: Documents but all documents are
selected automatically. You can deselect check boxes for documents that you
do not want to include in the ticket.
52
6.
7.
Click
Save.
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4.1. Creating guest user ticket with Guest User Ticketing System (GTS)
8.
The Ticket Information window opens. Verify your ticket information. If it was
enabled in the customizing, you can edit the E-mail addresses.
Important
You must have selected at least one document for each employee. When
the ticket contains employees with no document selected, you will get
an error message.
9.
click
click
ticket.
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click
10. Click
4.1.2
Copy ticket and PIN numbers from your notification E-mail to the clipboard.
2.
Click the access link in your notification E-mail. In the guest user ticket logon
screen, enter ticket and PIN number.
54
3.
The employee/s included in the ticket are listed. Double-click the employee
entry to open the Employee Details, Comment and Content Information
panels.
4.
You can use the structure shown in the Content Information panel as
navigation help for selecting specific documents assigned to this employee.
5.
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4.1. Creating guest user ticket with Guest User Ticketing System (GTS)
6.
To display the document content, click the Description link in the document
entry.
The document opens in the application customized for the document type.
7.
You can write a comment for the ticket creator. In the Comments panel, click
Add. Expand the new comment line to enter a comment in the Comments box.
Click Save.
8.
Click Leave. You can still re-enter the ticket until the validity period has
expired. This option is only available if you have a ticket created with the
multiple access setting.
Click Close and confirm with Yes. The ticket is closed and you can no longer
re-enter it. If you have added a comment, the ticket creator receives a
notification E-mail including your comment.
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4.1.3
Notes
You can only change a ticket created with Multiple Access setting.
You cannot change a ticket with the Status Closed and Expired.
56
1.
2.
From the ticket list, select the ticket you want to change and click
3.
Edit Ticket.
changingAccess Type
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4.1. Creating guest user ticket with Guest User Ticketing System (GTS)
Click
Save. In the Ticket Information dialog, the updated information about
included files and documents is displayed. Ticket and PIN numbers do not
change and are not displayed.
5.
Click
In the Guest User Ticketing Systemoverview, the ticket is now listed with the
Status = Changed.
Notes
After the ticket update, the requester does not get an E-mail notification.
You can check log changes on guest user ticket in EFM activity log.
Use the still valid access URL, ticket and PIN numbers of your previous access
to re-enter your guest user ticket.
2.
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OpenText recommends creating an SAP user with appropriate roles for each
guest user account.
The following different access types of guest user accounts are possible:
Employee on site
This type of access allows an employee to look at his own personnel file on a
computer in the HR department.
Manager on site
This type of access allows a manager to look at a personnel file on a computer in
the HR department.
Manager remote
This type of access allows a manager to look at a personnel file using a remote
connection.
Note: An Employee guest user may log on to the system only once. The
Manager and Manager remote guest users can log on several times.
4.2.1
Log on to SAP.
2.
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The Create guest user ticket screen comprises the following panels:
Header data
In this panel you enter parameters for the guest user ticket and trigger the
creation.
Guest user accounts
This panel displays all guest user tickets with related information.
3.
In the Header data panel, enter the parameters relevant for creating the ticket:
Valid from/Valid to
Enter date and time to define the period in which the guest user ticket will
be active.
Tip: You can open a calendar or clock to select date or time, by
selecting the line and clicking
Depending on the customizing, the system enters default values for Valid
from and Valid to. You can overwrite these default values.
Creator
Displays the ticket creator.
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Available scenario
Select the personnel file structure to be initially displayed to the guest user.
For details, see Browsing a personnel file on page 19.
Personnel number
Enter the personnel number of the employee whose file will be accessible
for the guest user. You can search for the personnel number, by selecting
the line and clicking
Note: You cannot create a guest user account for your own personnel
number.
Access type
Select the guest user access type:
Employee
Manager
Manager remote
For details, see The following different access types of guest user accounts
are possible:.
Requester (only for access types Manager and Manager remote)
Identifies who has requested the guest user ticket; usually, this will be the
manager themselves. The following ways to identify the requester are
possible:
Personnel number (first line)
Enter the personnel number of the person who requested the guest user
account. You can search for the personnel number by selecting the line
and clicking
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The guest user account and the PIN enable access to the personnel file of the
stated personnel number.
a.
Note down the account and the PIN to transmit them to the guest user.
b.
button.
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The guest user account and the PIN enable access to the personnel file of the
stated personnel number.
At the bottom of the message, the email address of the receiver is displayed.
This email address is taken from the Requester entry if you have inserted the
personnel number and if the email address is maintained.
a.
If the system is configured accordingly, you can edit the part of the email
address left of the @.
Note: Sending the email containing the account and the PIN might be
disabled on your system. Contact your administrator for details. In
case the email is not sent, note down the account and the PIN to
transmit them to the guest user.
b.
button.
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Refresh
Updates the screen and the list of accounts. The default date and time are set to
the present.
Re-Activate guest user account
If an active guest user account is not used any longer you can reactivate it. That
means the guest user cannot use the corresponding account/PIN combination
any longer. Accounts are reactivated automatically after an employee used their
account/PIN to access their personnel folder once or if the validity period is
exceeded.
To re-activate a guest user account
4.2.2
1.
2.
Click the Re-Activate guest user account button to make the guest user account
available again.
With the Employee access type, you can log into EFM only once. The access
types Manager and Manager remote allow several logins.
With a manager access, some infotypes are excluded from access due to legal
restrictions. You cannot access corresponding documents. Which infotypes
are excluded can be configured in the HR specific roles for guest user
managers.
Log on to SAP with the special SAP user and password you received from the
HR department.
2.
3.
Enter the guest user account and the PIN you received from the HR department
and click the Execute button.
The restricted view of the personnel file is displayed.
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For browsing within the personnel file, see Browsing a personnel file
on page 19.
Note: The Add sub tree is not available for guest users.
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Shows guest user actions like ticket creation and guest user log-in.
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2.
66
Enter the required selection criteria. You can use the following parameters:
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Access to
Personnel No.
The number of the personnel file on which the action was performed.
Infotype
The infotype of the accessed personnel file.
Subtype
The subtype of the accessed personnel file.
Object ID
ID for subtype.
Activity
The action performed; the following activities are considered:
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Document created
Logged after adding a new HR document to a personnel file.
Ticket created
Logged after a ticket creation for a guest user access.
Workflow initiated
Indicates a started workflow.
Workflow processed
Recorded for a processed workflow.
Document copied
Logged after copying an HR document.
Document displayed
Recorded for a displayed document.
Document deleted
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Click the
A report is created and displayed in the Display of Log Entries Found screen
using the current settings.
Tip: Click the Number of Entries button to get the number of found log entries
considering the current selection criteria.
Click the Clear All Selection Fields to reset all selection fields.
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Header section
The header section of the report screen shows the log dates of the first and the
last entry of the report period; it also displays the number of log entries found.
The maximum number of displayed entries can be changed and the report result
will be updated automatically.
To view details for a specific log entry, double-click a cell in the respective row in
the SAP list viewer. A detailed list is displayed showing all information on the
respective activity.
Note: With EFM, deletion for log entries can be configured. Depending on the
customizing, a document deletion may also delete all document-related log
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Chapter 6
2.
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Chapter 7
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When clicking on hyperlinks in the document type columns, you can display the
document content for each processing step from the ticket history. For tickets
with the ASSIGNED status, only the current document content of the last
processing step can be displayed.
Ticket process area
Depending on the ticket selected and its status, the subscreen displays the
possible process steps Assign Document to Personnel File, Close Ticket or
Reject Ticket:
Assign Document to Personnel File
Assigns the selected ticket to an employee. In addition, you can access the
HR Master Data and the personnel file for the selected employee.
Close Ticket
Sets the ticket status to Closed.
Reject Ticket
Sets the ticket status to Rejected.
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2.
3.
Select the ticket that you want to process. If required, enter filter criteria in the
Search subscreen and click the
The subscreens are updated and display the ticket status. The selected ticket is
now locked and cannot be accessed by other users.
Tip: If you do not use the Search subscreen, click the
it. This will free screen space for the other elements.
4.
button to collapse
b.
5.
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The process area, the ticket list, and the ticket history are updated and display
the new ticket status.
6.
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(Open Personnel
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Part 2
Using EFM Web UI
EFM Web UI allows you to perform Employee File Management tasks in a webbased environment, including a dedicated tree view and browsing of document
thumbnails. The EFM Web UI is based on the SAP Web Dynpro technology.
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Chapter 8
2.
Launch EFM within EFM Web UI, see Launching EFM Web UI on page 83.
2.
Click the hyperlink of the EFM view you want to search in.
The EFM Web UI search mask is displayed.
3.
Enter the search criteria. You can search for single values and for value ranges.
To search for ranges, enter threshold values in both fields in a row.
Tip: To display a list of possible entries, click the
icon to the right of the
search field, if available. In the list of possible entries, double-click an
entry to fill it in the search field.
4.
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Launch EFM within EFM Web UI, see Launching EFM Web UI on page 83.
2.
Click the Search folder in a personnel file you want to search in.
A search mask is displayed.
Note: The search mask may look different, for example it may have fewer
search fields, depending on the user group you are assigned to.
3.
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You can combine the full-text search with specific metadata search criteria. You
can search for text strings and for value ranges.
4.
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Notes
Using the standard BACK button or shortcut of your browser will result in a
display error in EFM Web UI.
2.
3.
Click the
icon to the very right of the heading bar and select Thumbnails.
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Notes
You can navigate through the personnel file like in the list view. Folders
are displayed in the thumbnails with a folder symbol. To open the
folder, click the symbol.
To switch off the thumbnails view and return to the list view, click the
View link on the right of the heading bar.
FAX
Graphic format
PNG
Portable Network Graphics format
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JPG
Graphic format
GIF
Graphic format
5.
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The tool bar in EFM Web UI provides the following function buttons:
Up
Copy
Copies the selected element to a new location within the SAP system. See
Moving and copying documents in EFM Web UI on page 93.
Move
Moves the selected element to a new location within the SAP system. See
Moving and copying documents in EFM Web UI on page 93.
Display Original
Displays the original document or a selection list of documents assigned to the
selected record. See Displaying archived documents in EFM Web UI
on page 91.
Follow-Up
Starts a follow-up workflow for the selected documents.
Delete
Starts a delete workflow for the selected documents.
Refresh
Rebuilds the page display.
More hits
Displays the next portion of a hit list exceeding the current page display.
Related Links
Invokes the links customized by your administrator.
Context menu
In addition to the buttons in the tool bar, you can use menu items from the context
menu (indicated by the icon next to the folder/document) to trigger an operation.
Note: Some of the context menu items are also available in the tool bar. They
are described in Tool bar on page 89.
The following additional context menu item is available below the Add folder:
Create
Adds a new document to the personnel file, see Archiving documents in EFM
Web UI on page 91. The Create menu item is only available for folders below
Add, containing documents, for example All Documents or Documents folders.
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Note: In the flexible folder structure, the Create menu item does not work
for the All Documents folder.
2.
If there is no SAP service alias configured for the EFM Web UI, you have to log
in first with the technical SAP user into the SAP system. The technical SAP user
must have an appropriate guest user role.
The web-based guest user access dialog is displayed.
Note: Usage of guest user roles is described in section 5.2 Customizing
guest user access based on guest user accounts in OpenText Employee File
Management - Administration Guide (EIM-AGD).
3.
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Chapter 9
Select a document and click the Display Original button in the tool bar.
Open the personnel file in EFM Web UI and navigate to the Add node.
2.
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3.
92
4.
Click the Browse button to navigate to the document that you want to archive.
5.
Click the Attach button to transfer the document to the Current file
attachment(s) field.
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7.
Note: For other document types, you may have to select an infotype, a
subtype or an object ID. The procedure is identical: Click the respective
icon, and click the correct infotype/subtype/object ID in the list. The
infotype/subtype/object ID is transferred to the Create View dialog.
8.
Enter the date of origin and click the Create button to archive the document.
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2.
3.
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4.
In the Move to field, use the breadcrumb line to navigate to the folder you want
to move the document to. The destination folder must be below Add.
5.
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6.
96
If prompted, select a document type from the drop-down list and click the
Move button.
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7.
In the Create View dialog, select a subtype and an object ID, if required, and
enter the date of origin.
8.
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Open the personnel file and browse to the document you want to change the
date of origin for.
2.
Click the
3.
Tip: You can invoke a calendar to select the date by clicking the
4.
icon.
Open the personnel file and select the document(s) you want to create a
workflow for.
Note: Due to technical restrictions of the EFM Web UI, it is not possible to
select simultaneously documents of several employees at once. For
Follow-up workflows, you can also select the folder of an employee.
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2.
Click the Follow-Up or Delete button; alternatively, you can also start the
workflow using the context menu.
The popup for the workflow creation gives an overview of the selected
documents and the type of workflow you are starting; the Creator field is filled
with your user ID and the start date is set to the current date.
Tip: A click on the documents in the Selected Documents area opens the
document. The HR master data of the selected employee may be displayed
by a click on the line with the employee data.
3.
4.
Enter a subject; optionally you can also change the start date, specify the due
date and enter a comment.
5.
After a refresh of the application, a symbol behind the documents indicates that a
workflow has been started. Click on these symbols to view the started workflow; if,
for example, several Follow-up workflows exist for a document, then a selection
screen with the available workflows is displayed and you can choose one. The
recipient can open the workflow in edit mode and can directly process it.
In addition, the recipient gets a corresponding work item in the SAP NetWeaver
Portals Universal Worklist inbox. The recipient can enter comments, display the
document, and finish the workflow.
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To process a follow-up:
1.
Navigate the SAP NetWeaver Portals Universal Worklist inbox and click the
Process Follow Up button in the preview of the workflow.
The popup for the workflow processing gives an overview of the selected
documents and the type of workflow; the functionality to view the documents
and employee data is the same as for the workflow creation.
However, there is an additional Personnel file button that allows to view the
personnel file of the employee in the EFM application.
2.
b.
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The Multiple File Upload Application page comprises the Single Assignment,
Multiple Assignment and Drag & Drop tabs and features a thumbnail preview
panel.
To start the Upload and Assign Documents application:
Use the following URL pattern to launch the file upload application:
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/
fu_wd_multi_fileupload?
content_repository=<content_repository>&webviewer_url=<webviewer_
url>&project=<project>&viewid=<viewid>>&sap-wd-lightspeed=
Note: For more details on the URL parameters, see section 11.7.1 Maintaining
hyperlinks in OpenText Employee File Management - Administration Guide (EIMAGD).
Usually the appropriate URL will be available in the Favorites menu of your
browser or on an Intranet page. The application can also be started directly
from EFM.
In case of problems, contact your administrator.
To upload documents using Drag&Drop:
1.
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OTEI/FU_WD.
2.
The Single Assignment and the Multiple Assignment tab are split into a form and a
page view section. Initially the first document in the upload buffer is selected for an
assignment. The document to be assigned is indicated by a stamp icon; the first page
of the currently selected document is displayed with the filename as title.
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Clicking the document page starts the Web Viewer application. The current
processed document can be changed by selecting a document page of a different
document.
To assign a document to a single employee file:
1.
Click the required document in the left-hand page view section preview pane of
the Single Assignment tab.
2.
Specify the following document data; only Personnel No. and Document type
are mandatory:
Personnel No.
Specifies the employees personnel no.
Employee Name (optional)
Optional; specifies the employees name.
Infotype
Optional; entering an infotype limits the possible entries for the Document
type field.
Infotype Text
Optional; description of the infotype.
Document type
The MIME type of the selected document determines the possible document
types.
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Click the Assign button; with an assignment, all EFM HR authorization checks
are fulfilled.
Note: Assignment errors are logged into the SLG1 logging with the subobject /OTEI/FU_WD.
Documents uploaded by mistake can be deleted from the upload buffer by clicking
the Remove button.
To assign a document to multiple employee files:
1.
2.
The procedure is basically the same as for the single assignment (see To assign
a document to a single employee file: on page 103).
However, you can enter multiple personnel numbers in a list control. After
entering a personnel number, press the ENTER key to fill automatically the last
and first name of an employee. The last and first name are hyperlinks which
start the PA20 transaction (if ITS is maintained).
3.
Click the Assign to All button to archive the document and assign it to the
selected employee files.
2.
As a manager, use the Employee Search option to restrict the personnel files to
be checked.
3.
Specify one or more of the parameters in the Employees, Report options and
Document types fields.
4.
5.
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7.
Click the Graphics tab to display the report list as a business graphic.
Click the Download to MS Excel button to export the report list to Microsoft
Excel.
You can perform the following operations on the report list entries:
Display HR Master Data
Starts the PA20 transaction.
In SAP NetWeaver Portal, the OpenText Employee Information page is
displayed with the personnel no. of the respective search result item.
Open Employee Data
Starts the EFM application with the personnel file of the search result item.
In SAP NetWeaver Portal, the Process Personnel File page within the
OpenText Employee Information section is displayed.
Display Document
Opens the respective document in the OpenText Imaging Web Viewer.
Use the following URL pattern to launch the full-text search application:
<protocol>://<server>:<port>/sap/bc/webdynpro/otx/
rm_seawd_search?sap-wd-configId=/OTEI/RM_SEARCH_DEFAULT
Enter the search text string that helps to identify the required document in the
Fulltext search field.
In addition, you can specify additional metadata search criteria for restricting
the search to specific personnel files.
Click the
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106
icon.
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The search results are shown in a hit list. Each list entry shows:
Document title.
Area with HR metadata such as personnel no., infotype and date of origin.
Each list entry also contains a hyperlink that you can use to open the document
with the OpenText Imaging Web Viewer.
4.
Click the icon on the document title to invoke the function menu. The
following functions are available:
Display Employee Data
Starts the PA20 transaction.
In SAP NetWeaver Portal, the OpenText Employee Information page is
displayed with the personnel no. of the respective search result item.
Open Employee Data
Starts the EFM application with the personnel file of the search result item.
In SAP NetWeaver Portal, the Process Personnel File page within the
OpenText Employee Information section is displayed.
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Example: Bonita Reyes wants to add a new tax card and an insurance certificate to her
personnel file. She uploads a scan of the tax card and the PDF version of her insurance
certificate using the Employee Self-Service Document Upload. The upload triggers a
Document Inbox workflow for her HR administrator, who then checks the uploaded
documents and assigns them to Bonita Reyes personnel file.
The Document Upload and Inbox comprises the following single applications:
Document Inbox
Note: The Document Inbox in the EFM Web UI has a reduced functionality
compared to the Document Inbox in the SAP GUI. You cannot start a
document conversion and ticket handling is limited. OpenText therefore
recommends using the Document Inbox in the SAP GUI. For details see Using
the Document Inbox on page 77.
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9.9.1
Select a document using the Browse button or select the required documents in
the MS Windows Explorer and drag&drop them to the Drag & Drop pane.
3.
Select a document type and enter a subject; optionally, you can enter a
comment.
4.
Click the Review button and check the uploaded document and the parameters
such as employee and document type.
5.
9.9.2
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2.
Specify an employee for whom you want to add a new document to the
respective personnel file.
3.
Select a document using the Browse button or select the required documents in
the MS Windows Explorer and drag&drop them to the Drag & Drop pane.
4.
Select a document type and enter a subject; optionally, you can enter a
comment.
5.
Click the Review button and check the uploaded document and the parameters
such as employee and document type.
6.
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9.9.3
Document Inbox
Note: The Document Inbox in the EFM Web UI has a reduced functionality
compared to the Document Inbox in the SAP GUI. You cannot start a
document conversion and ticket handling is limited. OpenText therefore
recommends using the Document Inbox in the SAP GUI. For details see Using
the Document Inbox on page 77.
To work in the Document Inbox:
1.
Use the following URL pattern to launch the Document Inbox application:
<protocol>://<server>:<port>/sap/bc/webdynpro/otei/du_wd_inbox?
project=<project>&viewid=<viewid>&sap-wd-lightspeed=
2.
3.
Click Edit and check the uploaded document in form and content.
Tip: You can increase or reduce the size of the page using the Zoom In/
Zoom Out buttons.
4.
b.
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5.
112
Check all entries and click the Finish button to complete the action.
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Using EFM in other integrations
114
Employee-Self-Service (ESS)
Manager-Self-Service (MSS)
HR Administrator (HRA)
SuccessFactors
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Chapter 10
ESS/MSS/HRA integrations
EFM can be integrated in Employee-Self-Service (ESS), Manager-Self-Service (MSS),
and HR Administrator (HRA). This can be done either by using a corresponding
business package on the SAP NetWeaver Portal or directly using the SAP
NetWeaver Business Client.
On the SAP NetWeaver Portal, you require corresponding business packages that
implement ESS/MSS/HRA. These business packages come in the following variants:
Business package using Web Dynpro Java (WDJ) connected to SAP ECC system.
Business package using Web Dynpro ABAP (WDA) running on SAP ECC
system.
In addition, there are the Web Dynpro ABAP (WDA) applications for ESS/MSS/HRA
that run directly on the SAP ECC system and can be accessed using the SAP
NetWeaver Business Client (NWBC). This integration requires SAP ECC EhP5 for
the ESS/MSS integration or SAP ECC EhP6 + HR Renewal for the HRA integration.
Note: Depending on your system and the business packages that are used, the
user interface will look different. In the following, the Web Dynpro Java
version is shown as default.
Depending on the variant used to access ESS/MSS/HRA, the user interface
might look different on your system.
Log on to the ESS and access the personnel file by using one of the following
options:
a.
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b.
2.
Navigate through the files; for details see Browsing thumbnails for fast
document retrieval on page 86.
116
Business package using Web Dynpro Java (WDJ) connected to SAP ECC system.
Business package using Web Dynpro ABAP (WDA) running on SAP ECC
system.
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10.2.1
2.
3.
Select the respective employee from the list and click the Personnel File entry in
the OpenText Employee File Management section.
The Personnel File screen is displayed.
4.
Navigate through the files; for details see Browsing thumbnails for fast
document retrieval on page 86.
2.
3.
Click the Personnel File Search entry in the OpenText Employee File
Management section.
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10.2.2
4.
Enter the respective search criteria and select the required employee from the
list.
5.
Navigate through the files; for details see Browsing thumbnails for fast
document retrieval on page 86.
118
1.
2.
Select the respective employee from the team overview and click the entry.
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3.
4.
Navigate through the files; for details see Browsing thumbnails for fast
document retrieval on page 86.
Within EFM, click the menu entry Process Employee Data from the Related
Link menu.
The OpenText Employee Information section is opened with the employee
currently selected in the EFM application; the section displays information like
personal, contract or salary data.
Note: For details on the configuration see OpenText Employee File
Management - Administration Guide (EIM-AGD).
The OpenText Employee Information section has the same functionality
as the default Employee Information section of the default SAP HR
administrator component.
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Inside the SAP NetWeaver Portal, the HR Administrator integration can be used by
the OpenText Employee Information portal section and its sub-links Process
Personnel File, Search Personnel Files, and Full Text Search.
To process a personnel file, click the Process Personnel File link in the
OpenText Employee Information section.
The EFM application is started with the employee currently selected in the SAP
HR administrator component.
2.
To search a personnel file, click the Search Personnel File link in the OpenText
Employee Information section.
The EFM application is started with its search mask.
Click the Full Text Search in Personnel Files link in the OpenText Employee
Information section.
2.
3.
Click the Start button or click enter in one of the input fields.
The search results are shown in a hit list. For more details see Using full-text
search on page 105.
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Chapter 11
The standard configuration offers the buttons OpenText EFM (Inplace) and
OpenText EFM (Popup) in the navigation bar; clicking one of these buttons opens
the EFM application for the selected employee either in-place or as popup.
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Chapter 12
Note: For the export of documents from SuccessFactors, refer to your SAP
SuccessFactors documentation. The following procedure only gives a general
overview.
To export PDF files from SuccessFactors:
1.
From the menu in SuccessFactors, select the Archive & Print command.
2.
From the Create New menu, select the Document Archive entry
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3.
Select what you want to archive and specify the required parameters. In the
Archive Formats group, select the Multiple PDF Archive option and check
Prepend each file name with username. Enter a name for the zip file name and
click OK.
This creates a request. When the batch is done, you can access the created zip
file, either using the link in the generated email or from the SuccessFactors user
interface.
button.
The File Import Administration dialog is displayed. The Import overview pane
lists the import jobs and their status.
2.
You can now start a new import from the toolbar or process an already existing
import from the import overview :
a.
b.
124
Click the
button to run a test which calculates which files would be
imported and which attributes would be set for the files without actually
importing them.
Process an already existing import by selecting it in the Import overview
pane.
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The Erroneous and unfinished files of selected import pane displays all
files that caused problems during the import process.
The toolbar features the following buttons:
Cancels selected import; faulty and unfinished imports can be set to
canceled. A canceled import cannot be restarted.
Restarts import directly.
Restarts import as batch job.
Executes a test run for the selected import job.
To assign PDF files from SuccessFactors:
1.
2.
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Part 4
Using EFM on a mobile
You can search for personnel files to obtain a hit list for all employees matching
your search criteria.
Supported Environments
Chrome browser on tablets (minimum display size 10") with Android 4.x
Note: While the tasks to perform are identical, there can be some minor
differences in the user interface between iOS and Android. Further, the
screenshots only show the iPad user interface.
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2.
Enter the appropriate URL for the EFM app in the address line of the browser.
The Sign In dialog is displayed.
3.
If you have an iPad, you can add the EFM mobile app manually to your home screen
to ease access to the personnel files.
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2.
Enter the appropriate URL for the EFM app in the address line of the browser.
The Sign In dialog is displayed.
3.
Tap the export icon (left to the address bar of Safari) and tap Add to
Homescreen entry in the popup.
The EFM mobile app icon is placed on your iPads homescreen.
Caution
EFM mobile app started from the iPads homescreen does not support the
switching between apps. If you switch to a different app on the iPad and
come back to the EFM mobile app, the complete session is restarted.
Navigate to the EFM app (see Launching EFM mobile app on page 129) and
sign in.
The Search Employee dialog is displayed.
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2.
Enter either personnel number, name or any other search criterion if customized
in the respective search fields and tap OK.
Note: Any search criteria entered are handled as if they have a leading
and trailing wildcard. For example, entering an m for last name results in a
search for any name containing m. As the search is case-sensitive, entering
a capital M will result in all names beginning with an M.
Technically speaking, the search uses *M*, where * represents any
combination of characters (also empty ones).
The personnel files found are listed in the navigation bar to the left, with the
first one displayed in detail in the content pane to the right.
3.
Select the required personnel file. In the detail pane, tap All Documents to open
an overview of all documents belonging the selected employee.
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2.
Navigate through the document types in the navigation bar to the left, with the
respective previews displayed in the content pane to the right.
Tip: The number boxes in the navigation bar indicate the number of
documents of the respective document type; the number boxes in the
content pane indicate the number of pages available for the respective
document.
3.
4.
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5.
6.
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To navigate with the thumbnails, select a page thumbnail in the navigation bar
to the left, the main area then scrolls to the according page in full size.
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