---
sourceDocument: Zurich Employee Service Management
sourceDocumentLink: https://www.servicenow.com/docs/r/zurich/employee-service-management

 Release :

    - zurich

ft:locale :

    - en-US

ft:publication_title :

    - Zurich Employee Service Management

ft:clusterId :

    - emplsm

bundleId :

    - emplsm

workflow :

    - Employee


---

# Components installed with Employee Document Management

# Components installed with Employee Document Management {#ariaid-title1}

* Release version: Zurich
* 
* Updated July 31, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 minutes to read

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## Summary of Components installed with Employee Document Management

The Employee Document Management plugin \[com.snemployeedocumentmanagement\] in ServiceNow installs various essential components including tables, user roles, and scheduled jobs.
These components support managing employee documents securely with defined retention, access, and legal hold policies.
Demo data is available to help you explore the feature.
The plugin also enforces a minimum number of Employee Document Management admin users to prevent accidental removal of all admins.
Show full answer Show less  

## Document Management Roles

The plugin provides granular roles to control access and permissions within Employee Document Management:

* **EF admin \[snhref.admin\]**: Full control over the application, including administration, managing retention, security policies, legal holds, and bulk imports. Includes HR basic and profile writer roles.
* **Employee Document Management Reader \[snhref.documentreader\]**: Can access and read employee documents. Must be added to Read access in document security policies.
* **Employee Document Management Writer \[snhref.documentwriter\]**: Can create and update employee documents and must be added to Write access in security policies.
* **Employee Document Management Legal Hold Writer \[snhref.legalholdwriter\]**: Manages legal holds on HR profiles and documents. Requires the HR profile writer role.
* **Employee Document Management Manager \[snhref.manager\]**: Combines read/write permissions with administrative capabilities over retention, security policies, and legal holds. Requires HR profile writer for placing legal holds.
* **Document Import \[snhref.documentimport\]**: Grants access to bulk import staging and processing.

## Scheduled Jobs

Several scheduled jobs run by default (daily) to maintain document integrity and automate processes:

* **Clean up inactive employee documents:** Deletes uploaded but unsubmitted documents.
* **EF Bulk Import from Staging - Hourly:** Processes up to 100 import staging records per run, prioritizing the oldest configurations.
* **Purge employee documents:** Removes documents flagged eligible for purging.
* **Purge Notification Daily Job:** Sends notifications for documents needing purge authorization based on security policies.
* **Refresh Purge Dates for Employee Documents:** Updates purge dates for documents with changed retention periods to prevent premature purging.

You can modify the schedule of these jobs as needed.

## Document Management Tables

The plugin installs key tables to support document tracking, categorization, retention, security, and legal holds:

* **Attachment Tracking:** Tracks attachments copied for purging and HR case tasks.
* **Document Type:** Manages document categories, access, retention, and legal holds.
* **Employee Document:** Stores metadata about each employee document.
* **Employee Document Staging:** Holds data for documents imported from source repositories.
* **Legal Hold:** Records legal holds on document types or HR profiles.
* **Purge Log:** Configurable logs of document purging activities.
* **Retention Period and Retention Policy:** Define how long documents are retained and under what conditions.
* **Security Policy and Document Type Security Policy:** Manage access controls, purge authorizations, and associations between policies and document types.

## Practical Impact for Customers

Activating Employee Document Management equips your ServiceNow instance with a comprehensive framework to securely manage employee documents throughout their lifecycle. Defined roles enable you to enforce least privilege access, scheduled jobs automate maintenance tasks, and detailed tables track document metadata, retention, and legal holds. This ensures compliance with organizational policies and legal requirements while providing efficient document administration capabilities.  
Several types of components install with the activation of the Employee Document
Management \[com.sn_employee_document_management\] plugin, including tables, user roles, and
scheduled jobs.
Note:  
The Application Files table lists the components that are installed with this application. For instructions on how to access this table, see [Find components installed with an
application](https://www.servicenow.com/docs/access?context=find-components&version=zurich&pubname=zurich-platform-administration&ft:locale=en-US).  
Demo data is available for this feature.  
Note:  
The Employee Document Management \[com.sn_employee_document_management\] plugin activates the sn_hr_ef.min_admin_count system property \[sys_properties.list\]. This property prevents you from deleting your only Employee Document Management admin user by requiring a minimum number (default is two) of active users with this role.

## Document management roles and descriptions {#installed-w-employee-doc-mngemnt__section_wly_yyh_wdb}

{#installed-w-employee-doc-mngemnt__table_u1t_gb1_wdb__entry__3}

| Role title \[name\] | Description | Contains roles |
|-|-|-|
| EF admin \[sn_hr_ef.admin\] | Has full control over the Employee Document Management application. Can: * Access Employee Document Management. * Assign Employee Document Management roles. * Search and read employee documents. * Create and update employee documents. * Manage administration of employee documents. Can create, read, and write to the following tables: * Retention Period \[sn_hr_ef_retention_period\] * Retention Policy \[sn_hr_ef_retention_policy\] * Security Policy \[sn_hr_ef_security_policy\] * Document Type \[sn_hr_ef_document_type\] {#installed-w-employee-doc-mngemnt__ul_izs_35f_5cb} * Manage legal holds on profiles and document types. Note: Contains the HR basic \[sn_hr_core.basic\] role that contains the HR profile writer \[sn_hr_core.profile_writer\] role. * Administer the Employee Documents Properties. * Configure and administer Employee Document Management Bulk Imports. {#installed-w-employee-doc-mngemnt__ul_d3m_w2f_5cb} | * Employee Document Management Reader \[sn_hr_ef.document_reader\] * Employee Document Management Writer \[sn_hr_ef.document_writer\] * Employee Document Management Legal Hold Writer \[sn_hr_ef.legal_hold_writer\] * Employee Document Management Manager \[sn_hr_ef.manager\] * HR basic \[sn_hr_core.basic\] * sn_hr_ef.document_import {#installed-w-employee-doc-mngemnt__ul_jdr_zgf_5cb} |
| Employee Document Management Reader \[sn_hr_ef.document_reader\] | Can: * Access Employee Document Management. * Search and read employee documents. Note: Add this role to the Read access tab on the security policy of the employee document. See [Add or modify document security policies](https://www.servicenow.com/docs/yFRKMUQ1IEliBY7yDUb_hQ#add-mod-hr-sec-policies "Many employee documents contain confidential and personal information. Use document security policies to define access to employee documents and ensure that they are secure."). {#installed-w-employee-doc-mngemnt__ul_gjf_v3f_5cb} | None |
| Employee Document Management Writer \[sn_hr_ef.document_writer\] | Can: * Access Employee Document Management. * Search and read employee documents. * Create and update employee documents. {#installed-w-employee-doc-mngemnt__ul_n5s_x3f_5cb} Note: Add this role to the Write access tab on the security policy of the employee document. See [Add or modify document security policies](https://www.servicenow.com/docs/yFRKMUQ1IEliBY7yDUb_hQ#add-mod-hr-sec-policies "Many employee documents contain confidential and personal information. Use document security policies to define access to employee documents and ensure that they are secure."). | Employee Document Management Reader \[sn_hr_ef.document_reader\] |
| Employee Document Management Legal Hold Writer \[sn_hr_ef.legal_hold_writer\] | Can: * Access Legal Holds to view employee documents on legal hold. * Manage legal holds on HR profiles. Note: Requires the HR profile writer \[sn_hr_core.profile_writer\] role. HR profile writer can also create and search for employee documents. * Cannot manage legal holds on document types unless combined with the Employee Document Management Manager \[sn_hr_ef.manager\] role. {#installed-w-employee-doc-mngemnt__ul_azx_fjf_5cb} | None |
| Employee Document Management Manager \[sn_hr_ef.manager\] | Can: * Access Employee Document Management. * Search and read employee documents. * Create and update employee documents. * Manage administration of employee documents. Can create, read, and write to the following tables: * Retention Period \[sn_hr_ef_retention_period\] * Retention Policy \[sn_hr_ef_retention_policy\] * Security Policy \[sn_hr_ef_security_policy\] * Document Type \[sn_hr_ef_document_type\] {#installed-w-employee-doc-mngemnt__ul_kls_ptf_5cb} Note: All default security policies with the base system are part of the sn_hr_ef.manager role by default. Provides both read and write capabilities. No roles are automatically part of new security policies. * Add or remove legal holds on profiles and document types. Note: Requires the HR profile writer \[sn_hr_core.profile_writer\] role with the Employee File Management Legal Hold Writer \[sn_hr_ef.legal_hold_writer\] role to place HR profiles on legal hold. {#installed-w-employee-doc-mngemnt__ul_fyj_pjf_5cb} | * Employee Document Management Reader \[sn_hr_ef.document_reader\] * Employee Document Management Writer \[sn_hr_ef.document_writer\] * Employee Document Management Legal Hold Writer \[sn_hr_ef.legal_hold_writer\] |
| Document Import \[sn_hr_ef.document_import\] | Grants access to the Employee Document Management Bulk Import Employee Document Staging \[sn_hr_ef_import_staging\] table and process flow. | None |
[Table 1. Document management role details]

{#installed-w-employee-doc-mngemnt__table_u1t_gb1_wdb}

## Document management scheduled jobs {#installed-w-employee-doc-mngemnt__section_glq_czh_wdb}

{#installed-w-employee-doc-mngemnt__table_dx3_gb1_wdb__entry__2}

| Scheduled job | Description |
|-|-|
| Clean up inactive employee documents | Deletes uploaded but not submitted employee documents. |
| EF Bulk Import from Staging - Hourly | Processes up to 100 import staging records in the Ready state. It runs the capture step to upload the attachments and create an employee document. This job picks up 100 records per configuration. This job picks up the oldest configurations first regardless of the number of associated staging records. For example: * Configuration A has only one staging record created on 11/01/2018 at 8:00 AM. * Configuration B has 99 staging records created on 11/01/2018 at 8:05 AM. * Configuration A runs first and Configuration B runs in an hour. {#installed-w-employee-doc-mngemnt__ul_jpd_ml1_5fb} |
| Purge employee documents | This job purges employee documents flagged as eligible for purging. |
| Purge Notification Daily Job | Determines what documents require notification or authorization to purge based on security policy. This job sends an email with a link to the list of documents to all members of the group assigned. |
| Refresh Purge Dates for Employee Documents | This job ensures that any employee documents that have a changed retention period since the last run does not purge a document. This scheduled job works with the sn_hr_ef.purge_stride_length property to determine which employee documents for a user \[sys_user\] record get purge dates recalculated. |
[Table 2. Document management scheduled job details]

{#installed-w-employee-doc-mngemnt__table_dx3_gb1_wdb}  
Note:  
The Employee Document Management scheduled jobs run daily by default. To change when a scheduled job runs, see [Default schedules](https://www.servicenow.com/docs/access?context=r_DefaultSchedules&version=zurich&pubname=zurich-platform-administration&ft:locale=en-US).

## Document management tables and descriptions {#installed-w-employee-doc-mngemnt__section_s1x_dzh_wdb}

{#installed-w-employee-doc-mngemnt__table_fbz_45z_vdb__entry__2}

| Table | Description |
|-|-|
| Attachment Tracking \[sn_hr_ef_attachment_tracking\] | Tracks copied attachments for purging. Also used to for attachments that get copied to an HR case from an HR task. |
| Document Type \[sn_hr_ef_document_type\] | Records about employee document categorization, access, retention policy, and legal holds. |
| Employee Document \[sn_hr_ef_employee_document\] | Records about an employee document, document type, purge hold, purge date, employee, tags, size, format, creation date, and created by. |
| Employee Document Staging sn_hr_ef_import_staging | Contains information on employee documents from your source repository. This information maps to elements required for import to Employee Document Management. |
| Legal Hold \[sn_hr_ef_legal_hold\] | Records about legal hold placed on either a document type or HR profile. |
| Purge Log \[sn_hr_ef_purge_log\] | Configurable by the Employee Documents Properties. Determines what fields appear on the purge logs. |
| Retention Period \[sn_hr_ef_retention_period\] | Records about retention periods including date offset type, units, and quantity. |
| Retention Policy \[sn_hr_ef_retention_policy\] | Records about retention policies including conditions the policy applies to, retention period, and created by. |
| Security Policy \[sn_hr_ef_security_policy\] | Records about security policies including COE, purge authorization, groups, roles, and created by. |
| Document Type Security Policy \[sn_hr_ef_m2m_doc_type_sec_policy\] | Associates security policies to a document type. |
[Table 3. Document management table types]

{#installed-w-employee-doc-mngemnt__table_fbz_45z_vdb}
**Related reference**   

* [Properties for Employee Document Management application](https://www.servicenow.com/docs/iLVMKbGsO1Bmmwd4mW1QUA "Activating the Employee Document Management [com.sn_employee_document_management] plugin adds the following properties.")