A personnel file is assigned to a person who is standing in an upright employment relationship with the company or will be or was in such an employment relationship.
Besides the possibility to enter metadata, documents can be stored in a personnel file. In a personnel file, an overview of all documents of the personnel file is displayed on top-level. The tree view can be used to navigate in the several personnel file folders.
Personnel files, personnel file folders and documents are filtered, if the user has no access rights.
To create a personnel file, perform the following steps:
More information about accessing personnel files as employee or supervisor can be found in chapter “Personnel File”.
Note: Personnel files can only be created if a Folder Structure for Personnel Files is defined in the personnel file configuration.
Personnel files can be imported and updated using a CSV file.
To import personnel files, perform the following steps:
The personnel files are stored in the personnel file shelf.
The CSV columns are in general free-text fields of type string, number or date (yyyy-mm-dd). The Fabasoft Cloud ID can be found on the “General” tab of the corresponding object. The import ID can be used to update objects and assign these objects to other objects. Following CSV columns are available:
Personnel File Shelf
Fabasoft Cloud ID (has to be specified if the import is carried out not in context of a personnel file shelf)
1 or 2 (male or female)
Language for Communication
Reference of a system language (e.g. LANG_GERMAN, LANG_ENGLISH)
Date of Birth
Social Security Number
All Previous Names
Teamroom that contains employee photo
Fabasoft Cloud ID of a Teamroom
Object name of an image
Organizational Unit (Textual)
Address (Zip Code)
Reference of a topic (e.g. TermBusiness, TermPrivate)
E-Mail Address (Topic: E-Mail 1)
E-Mail Address (Topic: E-Mail 2)
E-Mail Address (Topic: E-Mail 3)
Telephone Numbers (Topic: Business)
Telephone Numbers (Topic: Fax)
Telephone Numbers (Topic: Mobile)
Telephone Numbers (Topic: Private)
Import ID of the qualification (skills management)
Import ID of the rating scale value of the qualification (skills management)
Import ID of the role description (skills management)
Full-Time Equivalent (in Percent)
Log-in name of the user (user object)
E-mail address or Fabasoft Cloud ID of the user (user object)
E-mail addresses or Fabasoft Cloud ID of the users (separated by “|”)
Additional Personnel Numbers
Gross Income (currency)
String (e.g. EUR, USD)
Gross Income (value)
CSV columns of properties to be overwritten separated by commas (otherwise empty values are ignored and values are added in list properties)
To populate fields that can consist of several rows (e.g. Address), it is possible to specify several rows in the CSV file with the same personnel number (PersNum). If the FileShelfId is used, it has to be specified for each line.
To generate a PDF report about the personnel files of a personnel file shelf, perform the following steps:
The PDF report is opened and additionally stored in the personnel file shelf in the Generated Reports field.
With the “Upload” action, you can store files in the personnel file shelf. For more information, see chapter “Uploading a Document”.
With the “Scan” action, you can scan documents and directly store them in the personnel file shelf. For more information, see chapter “Scanning a Document”.
With the “Pre-Capture” action, you can pre-capture documents for an automatic scan. For more information, see chapter “Pre-Capturing a Document for a Scan”.
If it is defined in the personnel file configuration or in the personnel file shelf that personnel file folders may be created on top-level, you can add personnel file folders with the “Create Personnel File Folder” context menu command. For more information, see chapter “Creating a Personnel File Folder”.
In order to be able to follow changes over time of personnel files, an own overview of the history is available that can be viewed from different angles.
To view events, perform the following steps:
An overview of the recent events is displayed. The “Timeline” tab visualizes the time course; the “History” provides a textual overview. The other tabs represent different groupings.
Notifications about new events
Notifications can be displayed in the welcome screen or can be subscribed via e-mail.
To define notification settings, perform the following steps:
To edit a personnel file, perform the following steps:
Note: To access the documents of a personnel file, click on the personnel file or execute the “Open” context menu command.
Besides the usual master and contact data of an employee, you can also specify the following:
“Master Data” tab
Note: If it is configured that users are taken over from the organizational structure the fields are displayed read-only.
For metadata of a personnel file and associated documents, a PDF overview can be generated. If a watermark is defined in the personnel file configuration or personnel file shelf, the watermark is added to the document.
To view the personnel file as PDF, perform the following steps:
The generated PDF document will be opened automatically.
Note: With the “View List of Contents” context menu command, you can generate a PDF overview without the document contents.
Personnel files with a defined separation date can be closed. When closing a personnel file also the assigned documents are closed. After closing, no further changes are possible. However, canceled documents can still be deleted.
For retention-worth documents, the retention period is calculated and applied on the basis of the retention rule defined in the category. The retention period cannot be shortened anymore.
To close a personnel file, perform the following steps:
The closed personnel file is stored in the “Closed Personnel File” field. The state “Closed” can be removed again using the “Advanced” > “Remove ‘Closed’ state” context menu command. This allows the personnel data to be changed again. The additional operations carried out during the closing, such as the closing of documents or the calculation of the retention period cannot be reversed.
Activity “Close File”
You also have the option to start a process for closing a personal file. To do this, execute the context menu command “Tools” > “Start New Process” on the personnel file and select the “Close File” entry in the “Prescribed Activity” field. The selected process participant has the possibility to close or not close the personnel file.
Personnel files can only be removed from the personnel file shelf with the “Cancel Personnel File” command.
To cancel a personnel file, perform the following steps:
The canceled personnel file is stored in the “Canceled Personnel File” field. Canceled personnel files can be restored using the “Advanced” > “Restore” context menu command. Users with “Full Control” can also delete personnel files permanently (“Delete” command and removing from the wastebasket), if no retention rules are violated.
Personnel files can be moved from one personnel file shelf to another. Depending on the settings of the current personnel file shelf a copy of the personnel file is kept in the current personnel file shelf.
To change the assignment of a personnel file, perform the following steps:
When using the follow-up functionality an e-mail can be sent to a user at a particular time. The follow-up may be defined for personnel files and individual documents.
Upon reaching the follow-up date and after processing the automatic task the defined action will be executed.
If a document needs to be reviewed or renewed after a certain period of time, follow-ups are offered.
A follow-up can be defined manually via the context menu or the category that is assigned to the document already defines default follow-ups. For this purpose, in the category, in the Default Follow-Ups field a corresponding follow-up has to be assigned.
Sending the follow-up is based on the Time Interval and the Base Date. The base date may refer either to a date field of the document or to a date field of the assigned personnel file.
To display the master data of an employee in SAP, perform the following steps:
The master data is displayed in SAP.
Personnel files can be accessed via the WebDAV protocol using the file system. To do so you have to connect a network drive in your file system browser with following URL: https://<server>/<vdir>/webdav
In the file system operations like adding or removing documents are possible.