Initial Situation
The HR department of a company faced a typical problem: Personnel documents such as contracts, payslips, or confirmations came from very different sources – from external systems, internal HR applications, and local file storage.
Processing was tedious and error-prone:
- Documents had to be manually downloaded, renamed, and filed in folders.
- Assignment to the correct employees was not always clear.
- In case of re-entries or internal changes, documents were lost or had to be laboriously searched for.
The goal was a consistently digital, automated process that reliably brings personnel documents into the correct dossier – traceable, efficient, and audit-proof.
Solution: A Continuous, Automated HR Document Flow
Together, an automatic import process for personnel documents was set up, running in the background and covering all important steps – from delivery to filing in the personnel dossier.
The solution includes:
Central Employee Mapping
A current list of all employees is automatically generated daily. It serves as a reference so that every document can be clearly assigned to the correct person – even in complex cases like part-time work, function changes, or multiple engagements.
Automatic Handling of Changes and Re-entries
When employees change units internally or return after some time, relevant documents are automatically transferred to the new dossier. HR no longer has to search through old dossiers.
Rules-based Processing of All Incoming Documents
Documents from source systems and internal storage are continuously read in. Clear rules for naming and structure ensure that:
- the right person is recognized,
- the document type is set correctly (e.g., contract, salary, confirmation),
- the correct origin date is stored – important for retention periods and traceability.
Transparent Operation and Error Handling
Documents that cannot be clearly assigned land automatically in a separate area. There they can be targetedly checked and corrected without disrupting the ongoing process.
Results and Added Value
The newly automated import process results in clear advantages for the company and the HR team:
- Significantly Less Manual Effort Routine tasks like downloading, renaming, and sorting are largely eliminated. HR can focus on consulting and content topics.
- Fewer Errors, Higher Data Quality Uniform rules and a clear process reduce misfiling and gaps in personnel dossiers.
- Better Support for the Employee Lifecycle From entry to internal changes to exit, dossiers remain complete and traceable – even over longer periods.
- Audit-proof Filing Source data and document types are cleanly maintained, supporting compliance with legal and internal requirements.
- Scalability and Future-proofing New document types or additional sources can be integrated step by step without jeopardizing the existing process.
Conclusion
A labor-intensive and error-prone workflow has become a stable, automated HR document process. Personnel dossiers are now built quickly, correctly, and completely – forming a reliable foundation for modern, digital HR work.