Human Resources: Change is the new normal.


How to optimize HR processes with intelligent document management.


Right after your reading don’t hesitate to learn more.


This new normal, all companies or institutions experience it. Most HRDs are seeing a radical shift in the field of human resources, combining transactional excellence with the mastery of digital technologies. The new world of work works differently, and HR work methods are changing.

Human Resources is one of the most document-intensive areas – HR professionals manage an average of 30 to 50 documents per employee!

Many HR departments still keep paper records. Manipulations to scan, store, and classify documents are painful, time-consuming, and often introduce errors. In addition, employee files are stored in different locations, creating even more difficulties and creating productivity gaps and risks of non-compliance.


As HR documents continue to grow in volume and diversity, they are spreading across disparate systems, HR applications, messaging and storage systems. Today, many companies are still struggling with highly manual and compartmentalized processes to manage employee documents, maintain legal compliance and ensure information security. Even the best HR solutions only partially meet the current (and future) requirements of the modern organization.

How to improve productivity with SAP SuccessFactors

Take the case of SAP SuccessFactors, it is one of the most comprehensive, modern and advanced solutions on the market. However, it is still difficult to get a 360-degree view of a collaborator. The various documents will sometimes be accessible through Employee Central, or sometimes through the recruitment (Recruiting) or integration (Onboarding) modules, …. This means juggling the solution and results in a clear loss of productivity.

Fortunately a complementary solution can fly to your rescue, this is Opentext Extended ECM for SAP SuccessFactors. It is a complete solution for a simplified, secure and compliant management of HR documents, from creation to availability.

With Opentext Extended ECM for SAP SuccessFactors, you can more easily create and manage all HR documents, ensure the completeness of employee records, and also set access and control permissions, all from a centralized location. In addition, document management allows you to ensure compliance with legal and regulatory requirements such as RGPD for example. Thus, Extended ECM for SAP SuccessFactors enables a more efficient, fluid HR organization and increases the productivity of HR organizations while seriously reducing risk.


The main strengths of the solution:

Centralization of staff digital files.

  • A pre-defined HR file structure and taxonomy allow for the centralization and simplifying processing, access, management and security of high volumes of documents relating to employees, retirees, subcontractors or candidates.

Document management.

  • Version management, auditing, metadata, document search and employee workspaces make it easier to organize, control and locate documents.

Archive management.

  • At the document level, rules on access, retention, destruction and legal compliance contribute to compliance with regulations and minimize the risks associated with audits and litigation.

Checking the completeness of personnel files.

  • Alerts alert HR managers to missing or out-of-date documents.

HR document production.

  • A robust platform meets the requirements for HR document creation.

Integration with SAP SuccessFactors HCM Suite and SAP ERP HCM.

  • The integration of the solution allows HR document management to be centralized in a hybrid environment.


Create and maintain a complete digital record of all your employees, from recruitment to after retirement.


With Opentext Extended ECM for SAP SuccessFactors, content can be scanned, stored in a secure central repository and associated with an employee’s file.


From a single view, you simplify the processing, management and security of all personnel and candidate documents, while streamlining HR processes.


Another productivity advantage is that with full text search and a hierarchical file structure, you can quickly retrieve all the relevant information and documents you need. You can also find, label and classify documents easily from a single point.

With role-based permissions, you can be assured that only authorized users can view documents through the ‘self-service’ portal. In addition, at the click of a button, you can create reports and collect all employee documents when necessary – report by agency, country, team or any other group defined by SAP SuccessFactors.



Ensure compliance with streamlined, secure and compliant document management.

With Opentext Extended ECM for SAP SuccessFactors, you reduce the risk of non-compliance and improve the productivity of your HR. Depending on your company, country or region, the type of documents stored in employee files may vary. The solution effectively allows you to set rules defining whether a particular type of document should be kept in an employee’s file and to set the validity of the document, all from a central view.

These rules are then applied to all types of documents added to employee files in the future. You can create automated retention rules based on local and regional regulatory standards and you can manage employee documents according to national and regional regulations. Employee documents that have exceeded the defined shelf life can be deleted by an HR workflow with appropriate approvals and audit information.

The solution can also detect if documents are missing or out of date, and the employee and your HR team are notified in such cases, allowing you to remedy the situation.

  • Give your employees an exceptional user experience with effective and dynamic HR communication.
  • Quickly and easily create personalized communication with employees worldwide and automatically keep a copy in the employee’s file.
  • The centralized model library allows models to be managed and updated quickly and easily, and to ensure consistency in document and brand style.
  • The text resource library allows pre-developed text to be reused and shared among authorized users, improving operational efficiency.

Employees can obtain self-service documents, such as employer certificates or pay slips, in self-service mode. For their part, HR can generate in batches documents specific to each employee, such as pay slips, bonus statements, assignment letters and promotion letters.

All the documents generated are added, which ensures that everyone knows the most relevant iteration of each document in an employee’s file. Once you’ve sent the document to your employee, the app automatically stores a copy, allowing you to enter all the verification information into the employee’s file.


An operational solution in all environments.

Whether you’re using SAP ERP Human Capital Management ‘on-premise’, SAP SuccessFactors cloud solutions or a hybrid solution, Extended ECM for SAP SuccessFactors can help you significantly improve the management of your HR documents.

You can store employee documents in a centralized repository and access them from on-site or cloud-based solutions. And if you switch from on-premise to cloud, you don’t need to migrate documents because they’re already centrally stored in the solution, which greatly reduces migration costs. With its ability to build bridges between on-site, cloud and hybrid environments, SAP SuccessFactors Extended ECM provides you with a centralized repository of documents for employees, accessible from all three deployment models.

Opentext Extended ECM for SAP SuccessFactors is a 100% integrated, comprehensive and centralized document management solution to easily manage and access HR documents from your HR system.

The goal of a true digital transformation of human resources is to reduce manual tasks with low added value. The result is a significant increase in the efficiency and productivity of HR teams to devote themselves fully to talent management.

Learn more about Opentext Extended ECM for SAP SuccessFactors

or contact us directly at

You can also find information on the SAP website

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