Employee document collection and verification

Purpose

1.1. Automate secure, complete, and timely collection and verification of all employee documents (ID, certifications, training, compliance, contracts) for aircraft manufacturers, ensuring HR and compliance requirements are met, reducing manual effort, minimizing errors, and accelerating onboarding processes.
1.2. Centralize documents, validate authenticity, check expiration, and notify stakeholders on outstanding or missing items.
1.3. Integrate verification with external authorities, manage document versioning, and maintain audit trails, especially for regulatory compliance in aviation.

Trigger Conditions

2.1. New employee record created in HRIS.
2.2. Change in employee status (promotion, transfer, certification renewal).
2.3. Periodic audits or compliance review dates.
2.4. Expiry notifications from document databases or management systems.

Platform Variants

3.1. SAP SuccessFactors
• Feature: Employee Onboarding API—Trigger orchestration upon new hire creation.
• Setting: Configure webhook for "Employee Created" event.
3.2. Workday
• Feature: Workday Web Services—Employee onboarding initiation.
• Setting: Enable "Put_Worker" event-based notifications.
3.3. BambooHR
• Feature: Employee Add Webhook—Monitor for new employee profiles.
• Setting: Add Webhook URL under API settings for "Add Employee."
3.4. Greenhouse
• Feature: Harvest API—Track candidate conversion to employee.
• Setting: Configure real-time event subscription for "Candidate Hired."
3.5. DocuSign
• Feature: eSignature API—Automate document requests/signature flows.
• Setting: Template Request Signature endpoint enabled for HR packet.
3.6. Adobe Sign
• Feature: REST API—Automate compliant doc collection/signing.
• Setting: Use "/agreements" endpoint to send hiring docs.
3.7. Microsoft Teams
• Feature: Incoming Webhook—Alert HR or managers on missing docs.
• Setting: Configure HR notifications channel webhook.
3.8. Slack
• Feature: API chat.postMessage—Notify employees or HR on action needed.
• Setting: Use HR workspace bot token for reminders.
3.9. Salesforce
• Feature: Process Builder/Flow—HR candidate data sync trigger.
• Setting: Configure onboarding flow with "Create Record" action.
3.10. ServiceNow
• Feature: HR Service Delivery Integration—Status change automation.
• Setting: Set business rule for "New Hire Requested."
3.11. Okta
• Feature: Lifecycle Management API—Initiate doc requests at user provisioning.
• Setting: POST /api/v1/users for onboarding workflows.
3.12. Google Drive
• Feature: Drive API—Secure upload/checklist for required docs.
• Setting: Create /folders and set permissions per employee.
3.13. Box
• Feature: Content API—Dropzone for HR docs, monitor completion.
• Setting: Track folder events for employee document receipt.
3.14. OneDrive
• Feature: Graph API—HR folder creation and sharing.
• Setting: Provision private folder with onboarding package.
3.15. SendGrid
• Feature: API send—Automate personalized request/reminder email.
• Setting: POST /mail/send with onboarding request template.
3.16. Twilio SMS
• Feature: Programmable Messaging—Send validation reminders via SMS.
• Setting: Use POST /Messages API for time-based nudges.
3.17. AWS S3
• Feature: S3 PutObject/Event Notifications—Store and audit document uploads.
• Setting: S3 bucket per employee with events for upload.
3.18. Certn
• Feature: API for Background Checks—Validate employee credentials.
• Setting: POST /candidate for checking license/certification.
3.19. Onfido
• Feature: Identity Verification API—Automate ID upload and checks.
• Setting: Create check with /checks endpoint for employee verification.
3.20. Plaid
• Feature: ID Verification—Bank verification for payroll.
• Setting: POST /identity/get for financial validation as part of onboarding.
3.21. Jira Service Management
• Feature: Automation—Create onboarding/document collection tickets.
• Setting: Trigger on click "New Hire" form.
3.22. Notion
• Feature: API Page Database—Track onboarding and doc receipt statuses.
• Setting: Add/update row with onboarding process state.
3.23. Zapier
• Feature: Multi-Step Workflows—Conditional triggers for cross-platform HR processes.
• Setting: Connect HRIS with storage/email/reminder apps.
3.24. SharePoint
• Feature: Document Library—Store, classify, and share onboarding files.
• Setting: Automated folder creation on new employee entry.

Benefits

4.1. Reduces manual HR workload and error risk.
4.2. Improves compliance with industry and regulatory mandates.
4.3. Accelerates onboarding, reducing downtime and lost productivity.
4.4. Centralizes document trails for audits and inspections.
4.5. Enhances new hire experience with clear, timely communications.
4.6. Enables tracking and escalations for incomplete or expired records.
4.7. Supports integration with identity/background verification platforms.
4.8. Secures sensitive information using role-based access and automated logs.