Restricting/Locking/Password Protecting Attachments on HR Case Form

Rob Sestito · ‎02-15-2019

Hello SN Comm,

I want to see if anyone knows a good way to protect attachments that are attached to an HR Case form? Can it be locked to only the Assigned To (and maybe also certain users with a special role, etc.)?

Maybe even having to enter in a password when trying to view the attachment from the Case?? I feel like that idea is pretty far out there, but hey - ya never know what the system can to until you go through it and/ or ask!

Thank you,

-Rob

Kevin Velovski · ‎02-17-2019

Rob,

I see most of the replies have been to provide technical solutions within the HR Scoped app using ACLs.

I'm going to suggest another approach for you to think about. The HR Scoped App has an extra application "Employee Document Management". (https://docs.servicenow.com/bundle/london-hr-service-delivery/page/product/human-resources/concept/hr-employee-doc-management.html)

One of the key points with EDM is that it allows you to put security controls around documents associated with Employee's Profile (from cases, etc) via Document Types:

Use document types to:

Associate a security policy. Security policies determine who can access employee documents and determine purge authorization.
Associate a retention policy. Retention policies determine how long to keep a document and who the document is applicable to.
Place a legal hold. Legal holds temporarily prevent document purging or changes to the document.-
Allow access to employees.
Configure employee documents to be moved automatically when an HR case is closed. Assign a topic detail associated with an HR service that has the Automatically move attachments box checked. See Configure an HR service.

Keep in mind EDM is an extra license cost.

Thanks,

Kevin

View solution in original post

Kevin Velovski · ‎02-18-2019

Rob,

Correct EDM was introduced as part of London. I didn't realise you were on Kingston.

EDM is a good feature, but it is important to alert clients of two things:

1. It requires an extra license subscription

2. The EDM storage space is part of the overall instance storage space (standard storage per instance is 4TB). You don't get extra storage space to support EDM.

Good luck with your solution.

Cheers,

Kevin

Rob Sestito · ‎02-19-2019

Hey Kevin,

Yeah - that is okay! Thank you so much for the information about this feature though. I feel I should start incorporating my instances level within my questions.

And those are very important call outs you gave with EMD - appreciate you letting me know!

-Rob

Rob Sestito · ‎02-21-2019

I am looking to upgrade out instances to the latest London release so that we can utilize Kevin's suggestion.

Thanks everyone how replied!

-Rob