The Human Resources department is one of the departments where forms play a central role throughout the entire employee lifecycle in the organization – starting from the ONBOARDING process, performance evaluations, promotions, signing regulations, and finally, resignation or retirement. At every stage of the process, at least one form is involved, and often many more. In addition, beyond forms related to employee activity, there is also the formology involving visitors, correspondence with external entities such as insurance companies and government offices, as well as many other documents.
Forms and documents therefore play a central role in the operational processes of the Human Resources department. Nevertheless, in many organizations, manual processes are still used, including paper forms or closed PDF and Word documents, which lead to wasted time on repetitive tasks, not to mention wasted resources and environmental concerns.
Standardization of Forms and Documents with Templates Using PB Digital
A system for designing, producing, and distributing digital documents and forms, such as PB Digital, provides the Human Resources department with kits, or libraries, of HR documents specifically tailored to departmental processes. The forms are designed according to the organization’s branding guidelines and create consistency and visibility with the logo, colors, marketing messages, and more. With such templates, the HR department can standardize all forms sent to employees and external parties, add dynamic fields linked to the organization’s core systems, and thus enable the department to produce, distribute, and manage all organizational processes involving forms with unprecedented efficiency.
Automatic Data Filling from Core Organizational Systems – Saves Employees Time and Improves the Employee Experience
When a new employee joins the organization, for example, they are required to fill out many forms, in which much of the information is repeated again and again – first and last name, ID number, and more. With the PB Digital API, all of these details are automatically documented, as the system collects them from the organization’s core systems. This feature not only saves employees significant time but also helps prevent errors and missing details. Since these are smart digital forms, the form also knows how to present only the fields relevant to the employee, reducing overload and performing validations to ensure all details are completed correctly. As the forms are responsive and built with omnichannel technology, employees can fill them out conveniently anytime, switch devices while filling, and all completed details are saved in the form, whether or not the process has been finished.
Automation of HR Processes Using Smart Digital Forms
Automating processes in the HR department using digital workflow allows processes to move forward without requiring staff to waste valuable time pushing them along. When the process is carried out with smart digital forms, the document is generated quickly and efficiently, all dynamic fields are automatically filled with data from the organization’s core systems, and the document is sent for completion and digital signature by the employee or manager – on their personal computer, smartphone, or tablet. The entire process is convenient and efficient, not only saving time and increasing productivity but also significantly improving the employee experience.
Digital Signatures on HR Forms
Many of the forms and documents used by the HR department require signatures from employees and managers. Here, the Doxi digital signature and approval cycle management module comes into play, allowing the rapid completion of any document-signing process, whether it involves one employee or thousands. The system sends the document to the signers’ smartphones and computers, enables real-time tracking of who has signed and who has not, and even sends reminders to speed up responses and signatures – all on a secure platform.
Document Accessibility According to Accessibility Law Requirements
The Document Accessibility Law requires organizations to make their documents accessible under the Inclusion Accessibility Law, so that a person with a disability can generate an accessible version of any document. Whether it is a company employee or a customer, PB Digital creates master templates with accessibility fields, enabling both employees and customers to instantly generate an accessible version of the document. This ensures compliance with the law and the principle of inclusion, which has been mandatory for organizations since January 2022.
Conclusion:
Implementing a digital forms and documents solution in the HR department (and across the organization) allows many processes to become more automated and efficient than ever before. This dramatically streamlines organizational processes and, just as importantly, improves the employee experience. These solutions enable employees to stop wasting time on manual tasks and instead focus their time and energy on other essential tasks.
