eFile for SAP SuccessFactors
Simplify HR with secure digital personnel files in SAP SuccessFactors
Find, govern, and protect all employee documents in one cloud-based personnel file fully integrated with SAP SuccessFactors.
A single, secure personnel file for every employee
Managing documents across shared drives, inboxes, and paper folders slows HR down and increases compliance risk. Zalaris eFile brings everything into one secure, cloud-based personnel file inside SAP SuccessFactors - giving HR a consistent structure, fast search, and governed access so documents are always accurate, complete, and easy to find.
Why organisations choose eFile for SAP SuccessFactors
A secure, standardised digital personnel file inside SAP SuccessFactors that reduces HR workload, strengthens compliance, and prepares your documents for the cloud.
Faster HR Operations
Reduce admin time with instantly accessible, consistently structured personnel files.
Stronger Compliance Control
Automate retention, permissions, and audit trails to protect sensitive employee documents.
Confident Document Governance
Ensure every file is complete, consistent, and aligned to required standards.
Lower Operational Costs
Remove printing, storage, and manual handling costs through full digitisation.
Quick Time to Value
Deploy in as little as two weeks with a pre-configured SAP SuccessFactors-aligned setup.
Available on SAP Store
Certified and validated on SAP Store for quality, security, and seamless integration.
A Unified, Digital Personnel File Embedded in SAP SuccessFactors
eFile for SAP SuccessFactors brings all employee documents into a single, governed digital file directly inside the SuccessFactors experience.
HR, managers, and employees access the documents they need through familiar SuccessFactors navigation — improving transparency, reducing manual effort, and strengthening document governance across the organisation.
Application Areas
My Personnel File (Employee Access)
Give employees clear, secure access to their own documents inside SuccessFactors.
Employees can view contracts, certifications, policies, and other personal documents without relying on HR. This promotes transparency, supports self-service, and ensures information is always accurate and accessible.
Personnel Files of My Team (Manager Access)
Enable managers to access the personnel files of their direct reports within SAP SuccessFactors.
Managers gain controlled access to job-relevant documents such as certifications, training records, and performance documentation. This supports better decision-making, reduces HR workload, and ensures managers have the information they need for compliance and workforce management.
Maintain Personnel Files (HR Access)
A complete document management workspace for HR — built inside SAP SuccessFactors.
HR teams can upload, categorise, review, and govern documents using standardised folder structures and automated rules. Version control, audit history, metadata, and retention policies are applied consistently to ensure accuracy and compliance across the entire employee lifecycle.
Reports (HR Analytics & Compliance)
Monitor completeness, compliance, and document quality across the organisation.
HR can run reports on required documents, expiring certifications, audit-readiness, and retention obligations. This provides a clear governance overview and reduces the risk of missing or incomplete documentation during audits or regulatory review
Platform Capabilities
Unified Digital Personnel File
A single cloud-based file per employee eliminates fragmented storage, ensures consistency, and supports global document governance.
Advanced Search & Fast Retrieval
- Locate documents instantly with:
- Full-text search
- Metadata and tag-based filtering
- Employee-level and population-wide queries
- Greatly reduces HR administration time.
Automated Retention & Deletion Rules
- Govern document lifecycle with:
- Configurable retention policies
- Scheduled deletion workflows
- Policy-driven governance across all documents
- Reduced compliance risk and manual effort
Full Audit Trail & Version Control
- Maintain complete oversight with:
- View, upload, update, and delete logs
- Document versioning
- Change history tracking
- Compliance-ready audit evidence
Native SuccessFactors Integration
- Built to work seamlessly inside SAP SuccessFactors:
- No extra logins
- No external systems to manage
- Aligned to SAP authorisations and security
- Accessible via standard SuccessFactors menus and tiles
- SAP Store validated for quality and performance
Migration Support for SAP HCM → SuccessFactors
- Ensure legacy documents are cloud-ready with:
- Bulk upload and classification
- Clean, consistent folder structures
- Support for historical records
- Improved data integrity during transformation
Performance, Security & Scalability
Enterprise-Grade Security
Uses SAP SuccessFactors access and security models for controlled document visibility.
Scalable for Global Workforces
Consistent governance across countries, business units, and regulatory environments.
Low IT Overhead
Runs inside SAP SuccessFactors — no additional infrastructure or integration maintenance.
The outcome is a simpler, safer, and more efficient way to manage personnel files - fully embedded in SAP SuccessFactors and designed to support HR today and into the future.
See how eFile simplifies document management inside SAP SuccessFactors.
Get a live walkthrough of how Zalaris eFile creates a single, secure digital personnel file inside SAP SuccessFactors, helping HR work faster, strengthen compliance, and simplify document governance.
Book a demoRelated solutions
Optimise workforce planning, analytics, and employee experience with integrated SAP solutions.
Related services
Ensure a seamless, optimised SAP SuccessFactors experience with Zalaris’ expert services.
Implementation Services
Deploy SAP SuccessFactors solutions faster with structured project governance, best practices, and seamless integration with existing HR and payroll systems.FAQs
Zalaris SF-eFile is a secure, cloud-based digital personnel file designed specifically for SAP SuccessFactors. It centralises all employee documents into one governed digital file, eliminating the need for shared drives, paper folders, legacy servers, or external document repositories. HR teams gain structured, standardised, and fully searchable personnel files with automated retention, access controls, version management, and complete audit trails — all inside the SAP SuccessFactors interface.
SF-eFile supports organisations moving from SAP HCM to SAP SuccessFactors by providing a cloud-ready approach to document governance and ensuring employee records are accurate, complete, and compliant.
SF-eFile is fully embedded within SAP SuccessFactors, meaning users stay in the familiar SuccessFactors interface with no additional systems or logins. The solution integrates directly with Employee Central, enabling HR teams to upload, organise, search, and govern employee documents without leaving the platform. All document actions — including creation, upload, tagging, retention, deletion, and audit tracking — occur within SuccessFactors.
This native integration ensures:
- A consistent user experience
- No additional IT infrastructure
- Seamless support for role-based permissions
- Stronger adoption across HR, managers, and auditorsSF-eFile is fully embedded within SAP SuccessFactors, meaning users stay in the familiar SuccessFactors interface with no additional systems or logins. The solution integrates directly with Employee Central, enabling HR teams to upload, organise, search, and govern employee documents without leaving the platform. All document actions — including creation, upload, tagging, retention, deletion, and audit tracking — occur within SuccessFactors.
This native integration ensures:
A consistent user experience
No additional IT infrastructure
Seamless support for role-based permissions
Stronger adoption across HR, managers, and auditors
Many organisations using SAP SuccessFactors still manage documents in fragmented ways — shared folders, email inboxes, network drives, or paper files. This creates compliance risks, lost documents, inconsistent file structures, and heavy HR administration.
SF-eFile solves these issues by delivering:
- One digital personnel file per employee
- Consistent folder/categorisation structure
- Standardised document lifecycle management
- Automated retention and deletion rules
- Improved auditability and compliance
- Faster document retrieval and reduced HR workload
- A cloud-ready file structure for SAP HCM to SuccessFactors migration
Compliance is built into SF-eFile through a configurable governance framework that ensures employee documents are complete, accurate, and protected. Features include:
Automated document retention periods
Scheduled deletion of expired documents
Access controls aligned with SuccessFactors permissions
Fully traceable audit trails for uploads, views, edits, and deletions
Version history to maintain document integrity
Consistent folder structures that ensure required documents are always present
This helps organisations meet internal policies, regulatory requirements, and audit expectations — especially in highly regulated industries such as financial services, energy, mining, manufacturing, healthcare, and public sector.
SF-eFile supports all HR and personnel-related documents, including:
Employment contracts and amendments
Certifications, licences, and training evidence
Onboarding and offboarding documents
Performance reviews and PIP documents
Compensation statements and approvals
Medical and confidential HR records
Disciplinary and investigation documents
Policies, acknowledgements, and forms
Local country-specific compliance documents
Documents can be uploaded manually, triggered through workflows, or migrated in bulk during HCM to SuccessFactors transformation.
HR teams commonly waste hours per week searching across email threads, folders, and old servers for employee documents. SF-eFile eliminates this manual burden by providing:
Instant search across all personnel files
A consistent, intuitive structure for every employee
Fewer duplicate or missing documents
Automated lifecycle management
Fewer manual tasks for storing, tagging, or filing
This results in faster case handling, quicker employee query resolution, fewer compliance escalations, and reduced administrative overhead across the HR function.
Yes — eFile plays a key role in cloud transformation. When organisations migrate from on-premise SAP HCM or legacy HR systems, they often face a major challenge with unstructured, inconsistent, or paper-based personnel files.
eFile provides:
A cloud-ready document structure aligned with SAP SuccessFactors
A clean, governed repository for personnel documents
Bulk migration support for legacy records
The ability to attach documents directly to Employee Central
Stronger compliance and governance post go-live
This makes it an essential tool for organisations modernising HR and digitalising their document landscape.
Yes. Zalaris SF-eFile is available and validated on SAP Store, meeting SAP’s stringent requirements for quality, security, performance, and integration compatibility with SAP SuccessFactors.
SAP Store validation gives buyers confidence in:
Seamless integration with Employee Central
SAP-aligned security standards
Reliable performance and support
A proven extension trusted across industries
Most organisations can go live in as little as two weeks.
This is possible because SF-eFile includes:
Standardised folder templates
Preconfigured metadata
Recommended retention and deletion rules
Clear configuration guides
Migration utilities for historical documents
The solution is fully configurable, allowing organisations to tailor structures, governance, and permissions while still benefiting from rapid deployment.
Yes. eFile reduces costs by eliminating:
- Physical paper storage
- Offsite archive costs
- Manual scanning and filing
- Storage on expensive network drives
- HR time spent managing fragmented document repositories
Additionally, compliance failures — which can incur significant financial penalties — become far less likely with fully governed digital personnel files.
eFile is ideal for organisations that:
- Use SAP SuccessFactors Employee Central
- Need consistent, secure digital personnel files
- Are preparing for or have completed HCM to SuccessFactors migration
- Operate in regulated industries
- Manage multi-country HR operations
- Want to eliminate paper and manual processes
It is designed for HR teams, HR business partners, payroll teams, managers, auditors, and compliance officers.
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