Securing employee files in Employee Document Management

Employee Document Management is an out-of-the-box feature for filing, organizing, retaining, and deleting employee documents.

All documents that are related to an employee who accesses services from BMC Helix Business Workflows are maintained in an employee file. The employee file is accessible to users from the Employ Document Management console. The following two roles are assigned to users who want to access and use Employee Document Management:

Employee Document User
Employee Document Config

A user with the Employee Document User or Employee Document Config role can upload or add multiple files at a time to the employee file. There's no limit to the number of files that can be stored in the employee file. The size and type of the file is dependent on the document size and type that is defined in BMC Helix Innovation Studio.

Overview of Employee Document Management

The following video (5:01) will help you understand Employee Document Management:

Play video icon.png https://youtu.be/0kcPU6XgsBs

To get started with Employee Document Management

To start using Employee Document Management, Employee Document Config users must configure document categories, access policy, and retention policy for the documents. The following image shows the process that an Employee Document Config user must complete to start using Employee Document Management:

Employee Document Management Console

Users can access employee files from the Employee Document Management console from BMC Helix Business Workflows by clicking > Employee Document Management. Users with the Employee Document User and Employee Document Config roles can view and upload files in the employee file. Users with the Employee Document Config role can view the audit information of the employee file, add document categories, and define access and retention policies for the documents from the Employee Document Management console.

The following image shows the Employee Document Management console:

22_1_EmployeeDocumentManagementConsole (1).jpg

Roles and permissions

The following table lists the functional roles, permissions, and actions that users can take on employee files:

Functional Role	Permissions	Actions	Assigned by default to
Employee Document User	View	View employee documents in cases, tasks, and employee file. Move the documents that are attached in a case or task to the employee file while resolving a case. Upload files to the employee file directly from the local disk or files that are automatically generated, such as employee verification letter to the employee file.	Case agent, Case manager
Employee Document User	Write	Edit document attributes based on the access of a document category. Access the Employee Document Management console and view employee profiles. If the user also has the Person Activity Read permission, the user can view document related activities.	No
Employee Document Config	View Write	Define and change document category Define retention policy Define document attributes View audit history of documents	No

Example

An administrator can assign the Employee Document User and Employee Document Config roles to users who can then view and work on employee files. Learn how to assign roles to users in Setting-up-roles-and-permissions.

Learn more about the roles and default permissions in Roles-in-BMC-Helix-Business-Workflows.

Learn more about Employee Document Management

The following topics provide more details about the configurations in Employee Document Management:

Action	Reference
Define categories, access policies, and retention policies	Defining-document-categories-document-access-policy-and-retention-policy-for-employee-files
View file audit history	Viewing-the-file-audit-history