HR Document Management Solutions

HR Checklists

Automating the management of checklists can reduce the effort involved in monitoring document driven HR processes by:

• Automating collection and gathering of documents from employees, senior managers or other external entities.
• Creating tasks for various users in the process flow to complete the action in time.
• Tracking and monitoring completion of tasks in the HR workflow and alerting managers of any delays.
• Routing documents and employee information to managers for approvals.
• Sending automatic reminders to users to take action. For example, sending a reminder to an employee to update their visa documents before the expiry date.

Human Resource Workflows

 Automated reminders find usage in various human resource processes such as:

• Recruitment and application – With FileStore EDM CV’s, interview notes and application forms can be stored digitally and accessed by users distributed globally. Managers can be alerted to take action, add notes or approve applications to progress them through the recruitment process.
• Complete the appraisal cycle in time – Document-based triggers can be set to alert managers to appraisal documents or performance reviews that need rating and approval. FileStore records management solutions enable managers to access these documents from anywhere through a web-based platform. These documents can then be passed back to HR or entered back into the review workflow.
• Compliance and audit reports – Automatic alerts for gathering documents from employees eliminate the risk of non- compliance. HR is responsible for updating employee records annually for Home Office audits and in some cases more frequently. Automatic alerts remind employees to update records and prompt HR managers to ensure records are in order by a given date, significantly reducing the risks of non-compliance.
• Managing employee communication – Reminders to take available leave, submit required documents or claim expenses can be automated with FileStore.

Employee Records

Employee Time Sheets

• The first step in automating timesheets is scanning paper copies and converting them to digital format.
• Capture information from the timesheets in any format – paper, fax, emails or PDF attachments.
• Validate, sort and store time sheets in FileStore – a central document management library. Retrieval is easy through a browser based keyword search.
• Automate time sheet processing using FileStore BPM – This means employees can be automatically reminded of the deadlines to fill in timesheets. Once received, time sheets can be checked, routed to the approver and automatically forwarded to the payroll system.

FileStore can integrate seamlessly with existing accounting and payroll systems ensuring timesheets are processed before deadlines and there is no manual effort wasted in the process.

For a good couple of years, no-one seemed capable of advocating the benefits of robotic process automation without invoking the simplistic ‘robot servant’ trope. Everything from thought leadership to direct promotion was accompanied by images of toy robots or well-known metal sidekicks from science fiction. In retrospect, this habit may ultimately have held up the RPA revolution instead of advancing it. 

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