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hi everyone thanks for joining so today we're going to be thing about our employee document management application as part of our ask the expert series on the HR community we tried to do these every month so make sure you do subscribe to our community site out on the ServiceNow community under the HR service delivery section I said we try to do them every month so we will have a new one posted here shortly today we're going to be talking about the employee document management application and as we're going through this we're gonna give a I'm gonna give a little bit of an intro into the product because it is new to really just kind of talk about what is the product and kind of what is what is it expect it to do and kind of what's the reason we kind of went into this space and then we're going to go into a demo of the product to actually see kind of what does it look like from the agent view as well as from the employee and then we're gonna do a deep dive into the configuration so this is where we're gonna get a little bit more into the weeds with how you can really manage and set up this application and then we'll also end with some QA but as we're going through feel free to enter into the chat any questions as we're going through and we can certainly stop answer those questions as we're going so why ServiceNow for employee document management so employee document management and kind of what we're introducing this is really it came to as a natural fit into the HR service delivery area as well as kind of what we're doing with the product so if you think of as you're creating cases and employees are signing documents and uploading into cases there may be documents that are so that get attached to a case from the agent side of things as kind of supplementary information to the case it just it comes becomes a natural component that all these documents are getting captured in there but there's no way to really kind of put the process around those and how those are handled so naturally this this became a requirement that we were hearing from customers as they were pursuing our application and continuing to evolve their model to really have a need for employed document management and managing these type of documents that get associated to all the employee requests so what we introduced in London is an employee document management application and this is part of the HR service delivery product suite and the main purpose of this and kind of the core value of it is it is the the electronic employee file so think of it as replacing what you what you may currently be hook housing in a physical file cabinet this is really the electronic version of that and being able to kind of put the process automation around all of that in some of the key areas of that would be the document retention the being able to define kind of Adso at a specific area so at a country level specific employee types being able to really define how a document should be retained and following those to make sure that you are legally compliant the other piece is you have a lot of documents it's really important to make sure that only the people who should be accessing those can so being able to put that access control and security around who can access specific documents it was really important to us with the introduction of this and then the last piece is really searching it so a lot of organizations have who are going from a manual process and having these documents house manually it's really important to be able to search for these globally you don't want to call call an office call one of your locations to have them search for an employee file and pull it and fax it over email it over however they're doing it you want everything kind of how essentially so it's easy to search easy to find these and really tightly integrated into the case management so as I mentioned this is part of our London release so this is kind of just the visualization of how it kind of fits in with the application so we have within HR service delivery we have the case of knowledge management employee service center enterprise onboarding transitions the employee document management really works across all of those so I'm kind of depending on what application you're using you have a lot you get a lot of capability with it for for any of the different areas and this is something again to reiterate something a new application that was introduced in the London release that he would need to be on London um also within the scope application for those legacy customers that it is dependent on and UM's be a London scoped application and then also to call out this is a separate licensable application within the HR service delivery suite so it is something that you would need to talk to your account rep around licensing and what what it would take to get that if you were interested in hearing more but really the purpose of today is really to show a demo show what what it is as well as kind of getting it get more deep into the configuration and what the setup would look like so with that we will go and jump into the demo so we're going to start from the case you because again kind of going back to what I was mentioning is you're already if you're a current customer of ours with HR service delivery you likely have cases that have attachments already so this really kind of kicks off from there so in this example we have a couple cases we're going to take a look at and show how the application works so we're gonna click into this first one here this is a leave of absence request for an employee named Abel tutor you see there's a sign leave of leave request that's already attached here this is probably something that your presentation you've gone black I'm black mm-hmm this should be saying let's see are you seeing the PowerPoint again no it's just gone completely mm-hmm let me go ahead and quit sharing you sing again oh yeah looks like we're back alright you see I do okay perfect thank you for catching that so kind of going back to what we were mentioning is that so we're looking at cases we're gonna go into Able's and we're gonna look at it from from the case so this is this should be a view that everyone's used to today so you see there is an attachment on here on the two leaf of that assigned request this is likely something that Abel completed through the employee service center probably electronically signed I'm saying that he wanted that he was requesting for leave where the employee document management kicks in is what do you do with these documents now that they're in here once the case case is kind of closed so you have a couple different options for this one we're I'm gonna show you you can move the documents automatically once the case is closed or you can manage them manually so in this example I'll move the case to close complete then let's save it and then it is waiting acceptance let me just reload and change this to close complete and you see I received a message one attachments removed to the employee file so it's still here it's now been moved to the electronic employee file though so this document is still accessible from the case agent assuming they have access to it but they would be able to go in here see quick reference to it but now the document because it's in the employee file is being managed by all the automation that we're going to talk about later and the big piece of this is that everything's tightly integrated into here you don't have anything where once the files moved you have to go to another system to find to search for it and try to figure out what case it links back to everything's visible into here from the agent perspective any type of audits that would need to end up happening with it it's all tightly integrated in so as you saw we when we closed the case it moved the employee to the document to the employee file and also recognize that it's a leave of absence request and this is actually driven by the HR service and we're going to talk a little bit more about that when we go into the configuration so if I move on to the next case that we had open let me go back on this one for Barton this is a request relocation assistance so in this example the other option that we have instead of automatically moving them if there were certain documents that needed to be moved or maybe there's multiple types of documents you see there's also remove attachments button up here and if you choose this you have the ability to define what type of document each one of these is and the topic detail is defined by the case so it's already able to do some automatic categorization based on what type of request it was but now we can also define a specific document type you see there's cost estimate as well as an offer letter so if we do change don't categorize this as their request document will categorize this as the moving cost and then we'll hit move selected and this allows the documents to get moved over to the employee file while the case is still being worked as well as being able to kind of define multiple tight document types within a case so now that we have them moved over here again these now existed part of Barton's employee file I'm going to go ahead and show you how those can be accessed from the agent view are from the agent perspective or anyone else who would need to see kind of the documents that exist for partners they're accessed directly from the HR profile so we could search for it over here navigating to the profile we also we're in the case already we'll just go ahead and click into Barton's profile and down here is related lists there's three top three documents do you see these are the two that we were just looking at but then there's also this additional employment verification letter this was this was from a previous case of barn so we can kind of see the full view of the employee file and this is also based on Who I am right now so if I'm someone who only has access to see the employment verifications that's all I would see at this point and then also from the profile we can also add a legal hold so if there's an issue with with Barton maybe there's some sort of litigation or there's a he's kind of filed a grievance against us and and legals advised us we need them kind of hold everything on this will kind of exempt Barton from any type of retention policy that we talked about later so if any of his documents do meet their retention it's still going to ignore that and it's going to keep those retain those documents um until you state that the legal hold this help is withheld so they hold for so we'll just go ahead and we'll put a legal hold on this and Barton so any documents associated to Barton will now be exempt from the purging process and then one other thing to mention when we're looking at the employee documents is we also have you'll notice everything's associated to a case here but you also have the ability to upload them manually upload additional case on documents so in Barton's case we'll go ahead and we'll just say there's a disciplinary Disciplinary notice I'd say we've got a document type already so we'll just go ahead and assign a document type and there's no case associated to it maybe um maybe this was something prior to moving to the case management and this was not something that was part of this file so if we go ahead and submit this this also gets uploaded to here onto its employee file and it'll kind of stay with all of the the legal hold so you'll notice that this pointy Barton has four documents associated to it to his through everything his profile some of them to cases some of them not what we're gonna do is go in now as Barton are there any questions so far uh no no questions so far but you might want to zoom in a little bit on your screen okay yeah it was oom in a little bit here and then we'll do the same when we go back in as the agent is that is that better I think so great so if we go in as Barton so now we're in the in the employee service center were logged in as as Barton from kind of the employee view as if he were to kind of go in and look from his self service on side of it what he has to access to so this is working with rolling submit request you'd look up knowledge articles if Barton were to go into his profile IO do you need to scroll down to show the announcements oh no I think well I'll just kind of go into the Barton profile here so what we're looking for is Barton has act we can present options and documents to Barton do you see he has visibility into his documents but he only sees two of them he doesn't see the full four that we had and that's because from the administrator side we can just define what type of documents are one's an employee should see and which ones are ones he shouldn't see so we definitely probably don't want to display that disciplinary notice or a disciplinary item to him we're also not displaying the relocation cost but we do want to show him give him employment verification letter and and the other relocation request item do you have that ability to give that self-service so if there is an employee of time where an employee needs to request a file they should be able to go in self-service access it themself they don't need to go and submit a request wait for someone to dig up the file and then send it over it's something they can do immediately and it kind of reduces the time of somewhat actually having to go and find that find those afternoons and fulfill the request so now we're going to switch back into the profile back into the view sorry about that then we're going to switch back into the view and we're going to look at look at it more from the administrative side so we looked at it from what does it look like for the agent what does it look like for the employee there's also another piece to it if you search if we search for the employee documents there's a section where you can actually start all the documents within the system and this will allow us to actually search for all documents um within the system that are that we have and this kind of goes across all employees this goes across all document types in this you'll see I've only got 12 in here but you can imagine one customer start getting hundreds of thousands of documents for their employees it can it becomes a very big repository of files so being able to search and actually see if you wanted to see ok what all the education agreements we have or what are all the documents associated to a specific person you have the ability to do that you also have a condition builder so any type of that you have a lot you have the cases of jade you have the employees associated you know the document types so any of the information from there you could also pull so for example if we wanted to go to and just see what are we'll go into the user so if we wanted to see what are the documents associated to all employees in Germany because maybe there's there's something that we're that maybe there's legal changes or there's something that that has happened that has changed within kind of how how those are handled we just want to review what are all the documents for our German employees since we have the employee profiles associated we can go in and search for employees occasion is Germany on that condition and you see Maura we all Tamar is the only employee that we have in here have documents for in Germany and you'll see it these are all um all the attachments in all the cases we have for her do you have the ability to really drill into all the document library that you have and be able to see specific to employees specific to the cases are specific to the documents and then you also have the ability to create a new document and this is the gonna be the exact same screen we were seeing when we were looking at it from Barton's view so you can go and attach all of those documents or assign categorization and select an employee if you need to manually upload a one-off document so now we're going to look at it from kind of more of the administrative view of things from kind of the admin or more of the configuration so you'll see under HR administration once you activate this plug-in you'll get an employee documents section as well and this has all the different information kind of different areas of the employment employee document management and how that's configured so properties this is gonna be kind of the basic properties that you can adjust around how how this process works so being some of these are pretty self-explanatory on assigning kind of the maximum file this one right here the frequency and days that purge dates will be recalculated this is called the stride we go over to this the property is this is the stride length and this is actually it's documented in our documentation so if you wanted you have questions it is out there but this really determines how often we should recalculate the purge date so think of this in if you have hundreds of thousands of document employee documents to recalculate that purge date every day just to make sure nothing has change can be pretty sick can be a pretty significant impact on performance for the system so what we do is kind of kind of set it up in batches so default is thirty meaning that we're gonna take the total number of documents divided by 30 and that's gonna be how many files are gonna run in kind of a batch each night are all document formats available to upload example PDF Word and Excel yes yes because this this just leverages kind of the the basic anything that you can that you have enabled within your platform as far as document attachments can also be managed so yeah PDFs Word documents Excel any of those would work even it scanned images so kind of with the stride length one way to think of it is so if you were to set this two to one that means it's going to re index those fought though in those purge dates every night which again isn't really necessarily recommended because once you start growing this file repository that that could increase pretty significantly and that would potentially impact your performance but let's say you were just change it to two that means it's gonna be that a specific employees document is going to be archived basically every other night because it's splitting the entire repository in half into two batches also there's the number of days before the next month purge notification so with the documents we're going to talk about this here shortly around document purging is that there you can set up a notification to go out and that notification can will alert someone when when an employee's document is about to be purged they're about to reach this it's retention date so this is just changing if you wanted to go out seven days prior if you wanted to change it to 14 if you want it to go two days this just allows you to adjust when that internet notification interval is and then you also have the ability to with purging whether you want to actually record a log of what has been purged and if so what are the fields that you want to capture in this example we have the employee in the HR case so it's going to capture on the employee number or the employee and the case so that you can release referenced once something has been purged and have a log of very basic information of what what has been - just to verify that it's been deleted um the question will the documents work with ye signature capabilities of the platform example uploading a document and record an employee signature against it yes yeah so so that is native functionality within the employee service center that we offer um where any type of if an employee you could task an employee to go and sign a document they go out to the portal they'd sign it and once they sign it that automatically gets attached to the case and then once it's on the case then that's how you can start managing it from the side of things great questions so the next piece that now that we've looked at the properties we're gonna go into the document types and document types really encompass all these other areas because the document type is really what defines the process of how these these are gonna be managed so if you look we have a few examples here some of these ones we were we were looking at previously with Abel and Barton and this is really what's going to define how the man how the document those those attachments are going to be managed throughout the end of the lifecycle of the attack of the documents so for this purposes today we're gonna go ahead and create a new one and if we're creating a new document we're gonna do let's say a background check document so maybe you're doing onboarding through our enterprise onboarding transitions product and you're going as part of your process you have employees going through a background check so we're gonna go ahead and call this back we're gonna create a document type of for background check topic detail is just based on the topic details that you currently have within the system on how you're defining your case categorization and you see we have a topic detail already or a topic detail for background check and you'll see how its categorized it goes into the talent management Co e under talent acquisition and then kind of that subcategory topic detail is the background check and in the purpose of this is this also shows that every time this kind of helps you filter down when the case is requested for background check these are the appropriate um the appropriate document types they're available so then the security policy will go ahead and we'll create a new security policy because in this example you see the available options don't necessarily meet our needs so maybe this is because the security policy is going to define who can actually access this who can read it who can view it um really the security around this document type so while we have a talent management this would also allow anyone within talent management us yet so we specifically maybe wanted to our recruiting group so we can create a new security policy and we'll call this the recruiting group rule did call HR recruiting and then you define the read access the write access and then the purging access and this is associated to groups and/or roles so you can choose either of them so in this example we have an existing I think we've got an existing group or HR recruiting so we're basically not saying anyone who has access or whoever is assigned within the HR recruiting group and this is the same group that we're talking when we talk assignment groups that we talk kind of platform user groups this is what we're talking about so we already have users in the recruiting so anyone within that should be able to access these documents in our examples you could also define it by role so if you want if you have existing roles that you wanted to define to use um we could define that here as well and then the match all is going to say because right now if we were to assign a role here it would say you know just assign a role for reference if we were to say anyone with the case reader role and recruiting what this is going to do is when it actually runs and kind of tries to determine someone's access it's going to say anyone with HR recruiting access or anyone with read with the case reader role if we choose match all they actually have to have both in order to read the document for our example we'll just remove that we only care about the group that's really all that matters to us and who can read it and then you have the exact same setup for writing so maybe you can maybe you want people to read it but you don't want them to write to create new documents um so for example maybe legal maybe they should be able you want to set up a separate group for legal to actually be able to see documents but you don't want them to actually be able to review so we'll go ahead and ahead HR recruiting and then authorize courage so when a document when these this type of when this document type that this Security's gonna get associated to do you want them to actually have an authorization so when it reaches the purge date do you want to sent to actually make these people authorize the purge before it happens what could happen is if they don't authorize it those documents will then kind of become non-compliant because they're going to be past their purge date and they're not going to be deleted until they actually do go and authorize it the other option is notify only so this is what we were looking at earlier with the property where it will notify the employee acts a number of days before that purge dates reached it's still going to purge them but it's of a heads up to them saying this documents about to get purged you might want to go in and review it just to make sure everything looks correct in this example we're just gonna say notify and then you get to define what group you should should be notified so we're also going to say this is also going to be this d HR recruiting group so this could potentially be a different group if you do it again if you wanted to have it if you had a legal group you could have legal going in to get receive that notification so they could go in and just make sure to see if there's any concerns maybe they want to run to that list and make sure that there's no legal holds that have been missed and if there's someone who is an employee who is on legal hold they can go in and take action or put a legal hold on that employee before the purge actually happens so we're gonna go ahead and save this security policy so now we have type of background check dissociate to the background check topic detail and it has the security policy meaning HR recruiting is going to be the one who can access this you also have the employee access check box here and this is what determined when we were looking at at Barton what he could actually see so you saw remember he saw two documents and there were two being hidden if we were to select this this means that the employee would be able to receive any document that it's upload it's uploaded as a background check which in most cases we probably don't want to want the employee to see this so we're just gonna save it so we now have a new document type for a background check you notice there's also some retention policies associated here so there were tension policies what's actually going to determine how long should or what's the purging process of this going to be so we've already set the security of who can see the document now we do need to define what's the retention policy of this look like and this is where the it gets really powerful because you can really set your retention policy repeal yeah excuse me retention policies based on a number of criteria you can have multiple retention policies so for example you're gonna have different employees in us are going to have different retention policies and employees in Germany and maybe your full-time employees are going to have different retention policy than part-time and contractors are going to be different so once you start thinking of all the different personas that you could have it really and kind of where you're doing business in it really helps you understand like there's the retention policies um can get pretty extensive so we're going to create a new one and the retention policy is defined based off of HR criteria and then a retention period so the HR criteria is a piece of HR service delivery application and it's very similar to the user criteria that's within the platform so for those who are familiar with the product servicenow as a whole there's a concept of user criteria and basically it looks at any field within the SIS user table so any user record which is kind of where every user who accesses the system has a user record that's how their username and password are credentialed well there's an additional layer on top of that within the HR product called HR criteria and that looks at the HR profile so the HR profile exists as kind of separate from the user user record because this is where you could have any HR sensitive data that you only want HR to have access to and not necessarily IT who's managing the users it also can have any HR specific information that may not even be sensitive but it doesn't make sense the store on the user record so the user criteria is are the HR criteria is going to be looking at the user record or the HR records so we're going to select so I think we were talking HR or sorry US employee so we want for background check for any US employee and this is an existing criteria that exists already we want to hold the document for seven years after the employee leaves the company so if I click here I can see that we have some existing retention policies defined and the employees end date plus seven years already exists we're going to select this so now what we're saying is that any US employee who has a background check file or a background check document it's going to get purged seven days or seven years after their end their employment end date we're gonna submit that and we now have a retention policy for that you also notice we have this one up here on this is kind of the the default on so if someone doesn't fall into those criteria basically what's going to happen is that it's going to be retained indefinitely so if you have an employee in say France and you haven't defined this the UM or attend policy for it it's going to by default go to this retention policy so now we're going to another one American she's gonna do it a little more differently because it's gonna be for someone who we don't have criteria for and we don't have our tension policy so let's say we need to say also for any employee in Germany who has a background check we need to hold it for one year after their employment end date so you were looking at we saw earlier we saw Amara who was on when we searched the files she has some files out there already so if you were to ever have a background check associated then she's in Germany we want to make sure that that gets purged and if I meant a specific time line to stay compliant with the policy if I go in here we don't have any HR criteria for Germany yet so I could go ahead and click click create new here um I actually have a little bit better experience if I create it directly from the administrative view here I'm gonna go ahead and create a new one so a German employees now we're going to save to actually be able to define our criteria so down here we have our now condition so with this HR criteria what actually defines an employee as a German employee it will add a new condition if me you'll see it's looking at the profile table so we're going to say we're going to fly condition of their location is is Germany so within the profile that actually sits on the user record it doesn't sit on the HR profile because location is important for anyone within the platform it's not specific to the HR application but we're actually going to do is that walk so if we go down to the user you see we because the user is associated on the HR profile they're linked so we now have access to anything within the profile anything within the user if we click user yep location Germany think that too I'm the user column to user and then we submit it so now we have a condition that's defining any German employee is defined as if their user record equals their location on the user record equals Germany we probably want to also add some other woman's like whether their employment type is what their employment type is so we'll go ahead and create another new one so if their employee and type is say one of so if they're full-time part-time or temporary we may we don't or will say contingent to maybe we don't consider contractors in there so we'll just say point types now we have multiple conditions that are defining now we have multiple conditions that are defining what an employee is or what we consider a German employee so now we have this criteria this criteria is used across the product so if you wanted to target content within the employee service center to your German employees if you wanted to give made specific catalogue request items and HR services available to only German employees it's all using that same piece of functionality so you may have a lot of easy existing already so now that we have this this all defined I'm just going to save it one more time and we're gonna go back to our retention policy but now that we have that saved I have to refresh now that we added a new one so now we can say any document for a German employee we also need a retention policy so I'm saying we want to retain these for one year after the end date oh that doesn't exist so now we're gonna create a new one and when you're defining a retention policy we're gonna keep the same kind of keep the same format under naming convention so we'll say end date plus one year we can choose from any field that's associates these to the documents so whether it's going to be something I'm related to the document whether it's going to be the case that this came from or if it's the employee or the profile associated so if we wanted to say we want to keep this for a year after the case is closed we could do that we can really have anything kind of within the case as well that would define it in most situations it's probably going to be related to the employee but there are situations where it would apply to the case for example if if it's something where after the case closes it needs that document is valid for a year and then after that you no longer need it you can you can purge it that's where that would come into play so in that example you go into the HR case and you say choose the close date and define it there but in this example since we're looking at it from the employment end date we're gonna go into the HR profile say the employment end date and then we're going to say after the employment end date we want to delete it after one year and you have you can do it by months you could also do it before so if there's if the employment end date is set up already you need to set it up that way and you need to say axe number of months or years before you can certainly do that as well and this could also be leveraged if you have customer or have employees who documents need to be purged on their end date so once they leave the company you need to purge certain documents that could be a requirement in specific countries you have that capability I'm using their retention policy here so we'll say we'll go ahead and submit that retention period and now it looks like we're done we've got our attention policy set up for anyone with a background check who falls into the criteria of a German employee based on the conditions we defined it's going to purge their documents based on their and employment end date plus one year if we hit submit now we were brought back to a different screen just because of I was navigating in multiple tabs so if we go back to documents will go into our document type that we just created the background check you'll see we now have these three retention policies the u.s. one we defined the German employee that we defined as well as the default indefinite and here we have it we just created a new document we created a retention policy that's associated to it the next step is if for some reason if this document was let's say there was a typo in the document and it caused a big legal issue we could go and say for this document add a legal hold so just like we did with the employee we could add a legal hold to this specific document so anyone who has the document would a document would be on hold so I'm actually going to go back into search documents let's see we have just if we have a number of employment verifications so let's say our employee verification letter was incorrect or actually let's say yeah let's say the employment verification correct we wanted to apply a legal hold to this now justify the legal hold to all the employees who have this this document it's not necessarily all the employees it's this document within all the employees so they're a document employees who are going to have five documents but they may have an employment verification we're only going to exempt the employment verification letter from the purge and we can see all of that kind of get an overall view by clicking legal holds and we can see everyone who everywhere all the legal holds that are put in place you see there's one on Miranda there's one on Barton and there's also the one that we just sat on the employment verification document and if we needed to ever remove that you could just remove legal hold and now we remove that legal hold and the documents will then get purged during their next cycle based on the retention policy the other piece the men a purge log so this is what we were looking at earlier where you can actually define on what if when when documents do get purged um what you're gonna record from them here we don't have anything but this is where it would be access if you are creating a log and again you can always change whether you are based on the properties here all of these other items within the HR administration we've already touched when we went into the document type so we went into the retention of retention policies we run into security policies and then we went into will actually go click also you can actually see from here here's the recruiting one that we created the document type we created we created a retention period which was that new one for the end date equals one year and then that becomes reused all of this becomes reusable too so if you have another employee or another employees and friends have a different need to have the same retention period we've got that predefined already so you could just keep reusing that and then here's all the retention policies that we've defined so far and the security policies so everything was really it shows a lot of options but everything is really defined at the document type because that's really what's going to control all of the process that kind of goes within within the document so once that going back to our original view once the document gets moved from a case into the employee file it's getting associated to a document type and then that document type is really driving everything else the security the retention everything that we just set up in the last I wanted to show you is if we go back to our cases we didn't talk about it if you remember back acute Abel when we were working his request he had a leave request when we closed this it automatically categorized it for him it automatically moved this and said we know this is a leave of absence request we didn't really talk about how this happened we talked about how the how you can manually move on but we didn't talk about that auto assignment that's actually done at the level of an HR service so if we click into the HR services associated to this assuming you have administrative rights you could also just access it directly through the HR service configuration but you see there's this checkbox that gets added automatically move attachments so as part of this service request any document can get automatically moved so in this example any item move absence when that cases when the cases get closed they're gonna get automatically categorized as a leave of absence request document types and then all that security and retention can be built around it and there are some times where you're not going to have you may have documents associated to it but you don't necessarily need to retain them so in that situation you can just keep it unchecked and maybe there's a one-off where you do need to move it that's where that button up top comes into play where you can manually move and categorize documents as well so back on it's kind of the the breakdown of the new employee employee documentation or employee document management application that we've released in London and all of the functionality that's this really kind of walks through this is this is the setup so if you are deploying this these are the steps that you would need to take to go through there there's really no scripting there's no technical piece of it it's more of defining and it's more process side of defining what are your requirements what are the retention policies who should see the documents and then you've kind of put that all together into another simple configuration that we just walk through today we have a question is all the functionality shown is available for anyone with the SN underscore HR underscore admin role yeah great great question so this does have so the actual setup piece of it does have um let me go into the roles and show you this does have a number of roles that are associated to it so there is a separate employee document management admin role so if whoever is managing the documents is separate this does have its own separate role that you can assign probably most commonly for the initial set up the admin role is going to be going to the same person who's doing the admin role that you just mentioned oh yeah employee file yep sorry yeah so it's this this SN href admin so this is where they're going to manage the employee files and then these are some of the roles that that define what we were looking at earlier but the admin the admin role is gonna be the primary for what we just walked through today Thanks any other questions so far I don't see any coming in yet these have been some great questions yeah yeah very good you have any other items that you were going to show today I'm just waiting for some questions yeah it's given us some time for questions one thing I will call out also is that out on our documentation site we have all the documentation for what we talked through today is available there as well as this recording will become available through the link on the community site as well yes I have included that in at the beginning at the top of the chat we have more questions I say okay new admin role this functionality can be managed independently from the larger HR admin role that's correct and it's also one thing to call out is it is its own scope as well so if you really do need to have a separate defined person managing the documentation side of it it is its own admin role it is its own scope so you can't really have that separation if needed a piece where it will kind of come into play where the document manager and the HR manager or HR admin would need to work together is assigning the document types to the HR services so that last piece that we saw because the HR service piece is more of a role for the actual on HR admin that's something where they would if you do separate those roles one thing to call out is that you would need to have work together to define when a document automatically gets categorized and I'm referring to this automatically move attachments piece this is really great functionality yeah yeah this is exciting and this is like I said this is something that it came as a as kind of requirements from our customers our customers are kind of asking for this especially if you start thinking of a lot of it with case management but for those employees who are going through our enterprise onboarding experience ich ins and they're rolling out onboarding processes and leave of absence processes relocation there's a lot of documents associated to all of that and when you start talking to a global company there's a lot of policy that goes around those as well and you you don't you don't that's one thing where you don't want to fall out of compliance because there's a lot of lot of legal risks associated to that Tripti says HR admin would would be sufficient for this EBM access or HR admin would require IBM admin also yes I think we I think we may be just the same person asking that question yes I think we probably addressed it with the last question this roll right here is is part of like we were saying it's separate I believe that if we go into core admin role a default it inherits the employee final role so by default the the HR admin would have access to all of this but if you needed to separate it out you would just remove this role from the HR admin and assign this employee file admin out to someone else who is gonna be managing that okay we got another hard question here is it the normal HR subscription model or is this a separate subscription yeah great great question yeah so this this is a separate separate application it's all part of the HR service delivery product suite but it is a separate licensable application so it isn't something that would be bundled with what you may currently own so you would want to talk to your account team to talk about pricing and what would all that would entail all right thank you not sure if we have any more questions coming you know as we know that there is a slight delay from what you're saying to them but I get it thanks from a number of people yeah do you have anything else you want to share or maybe wait for one more question yeah I'm snickering I don't have anything else to share some maybe wait I'm one more minute and keep looking post on the community if anything else comes up after yes and you'll be able to be available on that link and that link I did include at the very top of the live chat I can add it again just in case everyone wants it and again it's free to join the community to post questions let me just register with your email address everyone's saying thank you so I think you've done a great coverage today and we look for tuning in November and in December for some of your next hidden gems that you've got pebble modulus great well yeah I think thanks everyone for attending and feel free to post out on the community if you do have any questions and then like Lisa mentioned keep an eye out shortly for our November topic that we'll be covering thanks so much all right thanks everyone bye