How to restrict Document Type based on subject person - Employee Document Management

[Lucas7]

On employee documents, based on security rules, user can create the documents (if member of security groups). But in addition to that, if I want to restrict a document type based on subject person country, to show that type only to a specific country.

Can someone help on how to make it?

[SupriyaWaghmode]

Hello @Lucas7  ,

You can follow below approach to restrict document based on country 

1. Configuration Steps on the Form

• Table:  sn_hr_core_employee_document
• Field to filter:  type 
• Add a field on Document Type: e.g., country(single-select or multi-select list of allowed countries)
• Subject Person Country Source:
  • From Subject Person HR Profile
  • Or from Subject Person (sys_user) → country (if maintained there)

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2. Apply Reference Qualifier (Dictionary or UI Policy)

Add a Reference Qualifier on  Type (sn_hr_core_employee_document.type)

• Navigate to Dictionary → Reference Specification → Reference Qualifier (Advanced)
• Implement logic to filter document types based on the subject person’s country.

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Checklist to Follow

✔ Add or verify  country on sn_hr_core_employee_document.type
✔ Confirm where the subject person’s country is stored (HR Profile vs. sys_user).
✔ Implement the Reference Qualifier on sn_hr_core_employee_document.type
✔ (Optional) Add ACLs to prevent direct navigation to off-country document types for non-HR users.
✔ Test with example users from different countries to validate the configuration.

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Thanks & Regards ,

Supriya Waghmode |ServiceNow Community Rising Star 2025🌟

www.linkedin.com/in/supriya-waghmode