Custom Integration Example
Custom Integration Example

Custom Integration Example

 
A structured approach to storing hiree documents from Jobylon in SAP HCM, leveraging SAP’s Document Management Service (DMS) and integration tools:

1. Configure Document Management in SAP HCM

Key Components:
  • Document Area: Define a dedicated area for HR documents (e.g., HRDOC).
    • IMG Path: SAP NetWeaver > Basis Services > SAP Knowledge Provider > Document Management Service > Define Document Area.
  • Document Type: Create types for hiree documents (e.g., RESUME, OFFER_LETTER).
    • Assign to Document Class: HR (Human Resources).
  • Authorization Groups: Restrict access via groups (e.g., HR_ADMIN).

2. Integration with Jobylon

Options:
  • API Integration: Use Jobylon’s REST/SOAP APIs to push documents to SAP.
  • Middleware: Deploy tools like SAP Cloud Platform Integration (CPI) or Docusign for automated transfers.
  • Manual Upload: Use Transaction OAAD for ad-hoc uploads.
Steps for Manual Upload:
  1. Access OAAD: Go to OAAD (Administration of Stored Documents).
  1. Store & Assign:
      • Target Object: EMPLOYEE (linked to personnel number).
      • Document Type: Select predefined type (e.g., RESUME).
      • Upload File: Attach the document from Jobylon.

3. Link Documents to Employee Master Data

  • Infotype 0105 (Communication):
    • Use subtype DOCU to link documents to employee records.
    • Enter the Document ID from OAAD in the Communication field.
  • Employee Self-Service (ESS):
    • Enable the Manage Documents Fiori app for HR admins/employees.

4. Technical Configurations

  • SAP ArchiveLink:
    • Activate via Transaction OAC0 for document archiving.
    • Configure Content Server (Transaction OAC2).
  • Security:
    • Use authorization object S_HR_DOC to control access.
    • Assign roles via PFCG (e.g., Z_HR_DOC_ADMIN).

5. Automated Workflow (Optional)

  • SAP Business Workflow:
    • Trigger document storage when a new hire is created (PA40).
    • Use Transaction PFTC to design approval workflows for document verification.

Comparison with OpenText ECM

Criteria
SAP DMS (OAAD)
OpenText ECM
Integration
Native with SAP HCM (no APIs).
Requires CMIS/OData connectors.
Cost
Included in SAP HCM licenses.
Additional licensing/subscription fees.
Compliance
Basic GDPR/audit tools.
Advanced retention/legal hold policies.
Best For
SMEs needing quick HR integration.
Enterprises with complex compliance needs.

Cross-Module Leverage

  • Concur: Attach offer letters to expense claims.
  • SuccessFactors: Sync hiree documents via SAP Cloud Platform.
  • FICO: Archive payroll-related documents (e.g., tax forms).

Recommendation

For most SAP HCM implementations, use SAP DMS (OAAD) for simplicity and cost efficiency. If long-term compliance or hybrid storage (cloud/on-prem) is required, integrate OpenText Extended ECM with SAP HCM via CMIS.