Automated HR document storage and retrieval

Purpose

1.1. Centralize HR document storage (contracts, payroll, certifications, onboarding forms) for staff, enhancing searchability and reducing physical paperwork.
1.2. Enable secure access and permission-based retrieval for managers, staff, and auditors.
1.3. Automate document capture, organization, backup, versioning, and compliance monitoring in the context of a pet-friendly retail café environment.
1.4. Streamline onboarding/offboarding, annual reviews, training certifications, and legal compliance archiving.

Trigger Conditions

2.1. New staff member onboarding or document upload in onboarding platform.
2.2. Document expiration or scheduled verification (e.g., food handling, animal care certificates).
2.3. Manager or staff retrieval request via portal, email, or chat.
2.4. Payroll run or contract renewal trigger in HR or payroll platform.
2.5. Automated reminders for missing or expiring documents as detected by system monitoring.

Platform Variants (examples with function/API to configure)

3.1. Google Drive
• Feature/Setting: Google Drive API — use "Files: create" for document uploads, "Files: list" for retrieval.
3.2. Dropbox
• Feature/Setting: Dropbox API /files/upload for storage, /files/search_v2 for retrieval.
3.3. Microsoft OneDrive
• Feature/Setting: OneDrive Graph API /drive/root:/HR:/children for storage organization.
3.4. Box
• Feature/Setting: Box API /files/upload for adding documents, event triggers for retrieval tasks.
3.5. SharePoint
• Feature/Setting: SharePoint REST API /_api/web/GetFolderByServerRelativeUrl for folder management; configure HR folders.
3.6. BambooHR
• Feature/Setting: BambooHR Files API for employee document import and listing.
3.7. Workday
• Feature/Setting: Workday REST API for document upload/retrieval via “Put_Get_Worker_Documents”.
3.8. Zoho People
• Feature/Setting: Zoho People API /documents module for staff file uploads and status monitoring.
3.9. Gusto
• Feature/Setting: Gusto API /employees/:id/files for storing compliance and onboarding files.
3.10. SAP SuccessFactors
• Feature/Setting: OData API for Employee Central Document Management.
3.11. Salesforce
• Feature/Setting: Salesforce REST API “ContentVersion” for HR document storage, retrieval via related list query.
3.12. Notion
• Feature/Setting: Notion API for adding staff doc pages, “search” endpoint for retrieval.
3.13. Airtable
• Feature/Setting: Airtable API PATCH on “HR Documents” table for automated uploads.
3.14. Slack
• Feature/Setting: Slack API files.upload in dedicated HR channel, bot triggers on document request.
3.15. Trello
• Feature/Setting: Trello API attachments endpoint to link documents to onboarding/review cards.
3.16. Monday.com
• Feature/Setting: Monday API files column, mutation for uploading and fetching staff docs.
3.17. DocuSign
• Feature/Setting: DocuSign eSignature API “EnvelopeDocuments:listDocuments” to store contracts.
3.18. DocHub
• Feature/Setting: Integration webhooks for receiving signed staff documents.
3.19. Basecamp
• Feature/Setting: Campfire and Docs API for document storage and chat-based retrieval requests.
3.20. Evernote
• Feature/Setting: Notes API for employee folder creation, upload of scanned contracts.
3.21. Freshteam
• Feature/Setting: Freshteam API for upload, organization, and status retrieval on staff documentation.
3.22. Egnyte
• Feature/Setting: Egnyte API file upload and search endpoints for document compliance.
3.23. M-Files
• Feature/Setting: M-Files REST API for Automated Vault entry creation per employee, with metadata tagging for HR context.

Benefits

4.1. Rapid, searchable access to HR files improves productivity and compliance response.
4.2. Reduces human error and file loss; provides audit trails for regulatory audits.
4.3. Saves storage space and manual filing; ensures up-to-date document versions.
4.4. Automates reminders and retrieval across multiple platforms, minimizing admin workload and enhancing café HR processes.