AI-Powered Employee Document Generation and Management
Experience industry’s first AI-driven employee document management and document generation solution, built exclusively for SAP SuccessFactors on SAP BTP, with advanced OCR.
PRODUCT OVERVIEW
ePFile intelligently automates employee document management, document generation, and digital HR records within SAP SuccessFactors
Eases AI-powered search, retrieval, and recovery of employee documents
ePFile intelligently organizes and validates employee documents and digital HR records within SAP SuccessFactors, using AI-powered OCR-based categorization, metadata extraction, and data matching for faster, more accurate search, retrieval, and role-based secure access.
Offers more flexibility in employee document and HR letter creation
ePFile brings AI-led templating, rule-based conditional logic, and event-driven automation for HR letters and documents, offering greater flexibility across the end-to-end employee lifecycle. Automated, SAP SuccessFactors–triggered document generation reduces manual effort and ensures consistency.
Acts as an employee self-service document platform
ePFile functions as a secure employee self-service document platform within SAP SuccessFactors, empowering employees to generate, access, verify, and retrieve their own HR documents anytime—with role-based access control and reduced dependency on HR teams.
ePFile IN ACTION
Do more with employee
documents using ePFile
CONSISTENT COMMUNICATIONS
AI-led templating, rule-based logic, and event-based employee document generation
- Reduce template maintenance effort by 50–70 % while ensuring consistency across enterprise HR communications.
-
Generate employee letters instantly through AI-powered conditional templates triggered by SAP SuccessFactors lifecycle and HR events.
ACCESS CONTROL
Native permissions with secure flexibility
- Built on SAP Business Technology Platform (SAP BTP), ePFile inherits existing role-based and organizational permissions from SAP SuccessFactors and extends them where needed.
- Provides flexibility to grant additional permissions for employee document access, ensuring secure, controlled, and audit-ready HR document management.
AUTOMATION
OCR-driven verification, AI validation, and workflow automation
- Uses AI-powered OCR and data validation to verify documents and reduce manual errors while ensuring HR compliance and governance.
- Extracts key data from PDFs and scans to trigger event-driven automated document generation and notifications within SAP SuccessFactors.
COMPLIANCE READINESS
Governance, regulatory compliance, and audit readiness by design
- Built on SAP BTP, ePFile ensures governance and supports GDPR-aligned data retention, access control, and audit policies for all employee documents.
- Tracks every employee document interaction and access event with native audit trails and produces audit-ready compliance reports within SAP SuccessFactors.
THE PROCESS
Streamline employee document lifecycles in SAP SuccessFactors.
FEATURES
Features that drive AI-enabled, compliant, and scalable document workflows
Customizable, enterprise-ready, and
user-friendly interface
- ePFile offers a configurable, responsive, and enterprise-grade interface that adapts to your organization’s document hierarchy./li>
- The enhanced dashboard delivers a visual, mobile-friendly experience for centralized navigation and document oversight.
Targeted, AI-powered smart search of employee documents
- Leverages AI-powered OCR, data validation, and intelligent tagging for quick, accurate search of employee documents within SAP SuccessFactors.
- Enables HR teams to retrieve verified and compliance-ready documents instantly by employee, document type, or validity period.
Easy bulk upload of legacy and active employee documents
- Migrate legacy records seamlessly using bulk upload, AI-assisted categorization, and validation, reducing manual archiving efforts.
- Automatically maps documents to relevant employee profiles in SAP SuccessFactors for secure and compliant transition.
Complete audit trail, access logging, and report generation
- Maintains a comprehensive audit trail of all employee document actions and user access events within SAP SuccessFactors.
- Generates real-time, audit-ready compliance reports to meet GDPR and regulatory requirements effortlessly.
Automated employee document and HR letter generation
- Automatically creates HR letters and employee documents through SAP SuccessFactors lifecycle–based triggers and AI-led templates.
- Eliminates manual effort in creation, storage, retrieval, and governance with native SAP Business Technology Platform (SAP BTP) integration.
CLIENTS
Businesses transformed
SUCCESS STORIES
Reviewed as a trusted employee
document management solution
“ePFile transformed our HR from manual, paper-based processes to a seamless digital experience. Integrated with SAP SuccessFactors, it offers instant, secure access to employee documents — a game-changer for paperless HR.”
Jaclyn LeeSUTD
INSIGHTS CORNER
Knowledge and Insights
on ePFile
WHY ePFile?
Single employee document repository with
simplified HR document management
Central employee document data hub
Captures and processes all employee documents and digital HR records in a single, secure, SAP SuccessFactors–native location.
Flexible, AI-assisted categorization
Offers additional flexibility in categorizing and grouping employee documents using AI-assisted metadata and business rules, aligned to your organization’s scheme.
AI-powered smart search and discovery
The smart search feature of ePFile fast-tracks the AI-driven identification and retrieval of specific employee documents or document types.
Synced employee access with SAP SuccessFactors Employee Centrals
Solution ensures document viewing and access permissions follow the same role-based access controls defined in SAP SuccessFactors Employee Central.
FAQs
How does ePFile integrate with SAP SuccessFactors?
ePFile is a plug-and-play, native Document management and generation solution built exclusively for SAP SuccessFactors. It leverages SSO with SAP SF, uses existing SF roles and permissions, and directly embeds document storage within SuccessFactors. Newly uploaded documents in SF are instantly available in ePFile, ensuring seamless integration, zero duplication, and enhanced governance.
Explore our SAP SuccessFactors Addons
Are there any prerequisite SuccessFactors modules to implement ePFile?
ePFile supports any implemented SAP SuccessFactors module that stores documents (e.g., EC, RCM). If document storage exists, ePFile can manage it—no specific prerequisites required.
Can ePFile support bulk upload of employee files?
Bulk upload is supported through a controlled process—each document must be mapped to an employee and its workflow. This ensures accuracy in digital personnel files.
Who will implement these add-ons for customers outside of Singapore and Malaysia?
As these solutions are built specifically for SuccessFactors and are directly integrated via BTP Employee Central, SAP SuccessFactors consultants should be able to implement them. Rolling Arrays Technologies will step in to assist in the implementation of these solutions at no additional cost.
How do the licenses work for ePFile? By active users?
Licensing is based on active users. Our pricing model is simple, scalable, and transparent.
Are you also able to integrate with Work Zone to be surfaced through API on UI Cards?
Integration with SAP Work Zone (UI Cards) is on our roadmap and will be released in a future update.
Have you done any implementation of this solution for PH customers?
Not yet, but we are fully equipped to support implementations for customers in the Philippines or other geographies as required.
Contractually, will add-ons be signed on SAP paper or Rolling Arrays paper?
Currently, contracts for ePFile are signed with Rolling Arrays. Once the solution is listed in SAP’s price list, we’ll provide both options.
Is it in the roadmap to make the user experience appear more aligned with SAP SuccessFactors?
Yes. We’ve aligned our UI to previous SAP SF standards and will update it to match the Reimagined UI for a consistent and seamless experience.
What is the target market or positioning of this product - Mid-Market or Enterprise?
ePFile is priced per employee, making it ideal for both Mid-Market and Enterprise customers seeking affordable SAP document management.
Is there a limit to the storage space?
No extra storage is needed. Documents remain securely within SAP SuccessFactors, leveraging your existing platform capacity.
What are the USPs compared to OpenText?
Compared to OpenText, ePFile is tightly integrated into SAP SuccessFactors, simpler to deploy, lower in cost, and uses native document categories and permissions. Explore our comparison guide for more details.
