Operations and Staff Management AutomationsPurpose
1.2. Ensure legal compliance by automatically requesting, validating, and storing onboarding documents.
1.3. Streamline onboarding workflow for HR, reducing manual follow-up and minimising data entry errors.
1.4. Enhance security by routing documents to secure storage and limiting access to authorized personnel.
Trigger Conditions
2.2. New hire form submitted via website or kiosk.
2.3. Receipt of hiring approval email or signed job offer.
Platform Variants
3.1. DocuSign
• API: Envelopes::create
• Automatically send contract and signature requests, receive signed documents and store envelope IDs.
3.2. Google Drive
• API: Files::create, Permissions::create
• Generates employee folders, uploads files, grants HR view-only access.
3.3. Microsoft SharePoint
• API: CreateUploadSession
• Initiate folder and document uploads triggered by new hire events.
3.4. Twilio SMS
• API: Messages::create
• Sends SMS reminders to staff for missing documents, embedding secure upload links.
3.5. SendGrid
• API: Mail Send
• Dispatches onboarding instructions, checklists, and upload URLs to new hires.
3.6. Slack
• API: chat.postMessage
• Posts internal notifications to HR and managers upon each new hire onboarding initiation.
3.7. AWS S3
• API: PutObject
• Stores collected documents in encrypted S3 buckets with restricted access.
3.8. Adobe Sign
• API: transientDocuments, agreements
• Routes digital signature requests for compliance forms and receives completed PDFs.
3.9. BambooHR
• API: Employee Files::add
• Automatically attaches uploaded documents to the staff profile.
3.10. Workday
• API: Put_Worker_Document
• Saves onboarding files directly into Workday employee records.
3.11. Salesforce
• API: Files::upload, Chatter
• Adds new employee documents to Salesforce record and notifies HR via Chatter.
3.12. Dropbox Business
• API: files/upload
• Creates personal folders for each staff, uploads and organises all incoming forms.
3.13. Box
• API: files/upload, collaborations
• Uploads sensitive employee documents, shares access with HR group only.
3.14. Trello
• API: Cards::create, Attachments::add
• Adds onboarding checklist cards, attaches submitted documentation per card.
3.15. Monday.com
• API: files::add_file_to_column
• Uploads staff documents to relevant board items for background checks and compliance tracking.
3.16. Asana
• API: Attachments::create
• Appends necessary paperwork to onboarding tasks automatically.
3.17. Jotform
• API: formSubmission
• Triggers on completed onboarding forms, extracts and routes file uploads.
3.18. Airtable
• API: Attachments field::update
• Stores scanned IDs and signed forms within onboarding record.
3.19. Gusto
• API: Employee Documents::create
• Uploads tax forms, direct deposit authorizations to employee profiles.
3.20. OneDrive for Business
• API: DriveItem::createUploadSession
• Saves staff-submitted documentation, uses permissions API for HR access.
3.21. Zendesk
• API: Tickets::create, Attachments
• Opens a new onboarding ticket with links to every uploaded document for audit trails.
3.22. Zoho People
• API: Documents::upload
• Collects all employment documents and logs upload status for HR review.
3.23. Okta
• API: Users::create, Profile Updates
• Initiates identity record creation only once key documents are verified as present.
Benefits
4.2. Legal compliance—automated reminders ensure all regulatory documents are collected.
4.3. Security—files are stored in secure environments, with access only for authorized HR.
4.4. Consistency—platform-agnostic process ensures reliable workflow across multiple stores.
4.5. Visibility—instant manager and HR notifications reduce bottlenecks and manual chasing.
4.6. Traceable—automatic audit trails for every file and process step.