📄 Storage Management - Overview

Storage Management - Overview

💡

For the overview of Strato Storage, please read: Strato Storage

This article contains the following:

Overview

The Storage Management feature aims to allow Storage Administrators to easily access the files stored for SuccessFactors and external users that they have access to in SuccessFactors. User access is dependent on the organization's File Management users' authorization settings.

The documents stored in Storage Management include the following:

  • The predefined files for the employees in File Management 
  • The PDF files from generated document templates and stored from a Strato widget (Generator Card - Dashboard Widget).
  • The files stored from Strato Workflow (via Store Document step) generated for an employee.
  • The files uploaded by administrators for users from both SuccessFactors and external users
  • Files uploaded by the employee in the My Files card (Storage Card).

HR Admins and Managers can upload all relevant documents for specific users, including sensitive documents that can be linked to certain users but will not be available for the users to see in their Storage Cards (e.g., Performance Improvement Plan document linked to the employee who will undergo PIP).

Recruiters will be able to upload processed and completed Job Offer Letters which can also be reassigned to the appropriate recipients of the files.

In accessing and managing folders and files within Strato's Storage Management, HR administrators can conduct advanced searches based on specific file criteria or vice versa—search for users without files that meet certain criteria.

For customers with specific GDPR requirements, the storage location where each file is stored can be configured from the Location Configuration.


Functionality

  • Access, search, view, and manage stored files and folders per user.
  • Filter SuccessFactors and external users via the Advanced Search function.
  • View files of inactive employees.
  • Upload static files 
  • Respect authorizations in SFSF.
  • Edit/make changes to the files and folders.
    • Set authorizations to files and folders (i.e., user groups, specific users, conditions, or a combination of all)
    • Categorize files and folders
    • Reassign documents and files between employees 
    • Set uploaded files to be viewable or non-viewable by the employee
    • Move documents and files around to different folders
  • Track who created or made changes to folders and files/templates.
  • Download files.
  • Share certain files directly, even to users outside of the organization via Link to a file functionality.
  • Apply a Legal Hold status to the documents of users who have some claims and dispute concerns during or after separating from the company.


Features

Strato Storage - Saving or uploading files is made possible via Strato's Storage capability. The GDPR-compliant storage solution automatically stores files in the correct location depending on the business rules of your organization. (Overview: Strato Storage)

Storage Card - Employees can access their files via their Storage card (ESS card accessible from their SuccessFactors via the Strato Dashboard tile). File managers can upload documents for users in the File/Storage Management which then reflects in the users’ respective Storage cards.

Generator Card - HR and Managers can generate documents and store them directly for their employees (accessible from their SuccessFactors via the Strato Dashboard tile). After generation, they can upload their documents in Strato Storage (Generator Card Overview).

Strato Workflow (Store Document Step) - Automatically store documents generated within a Strato Workflow to the configured Strato storage locations via the Store Document Step.


Related articles