Automated onboarding and documentation collection

Purpose

1. Automate and optimize the onboarding process for new employees in a gold mining corporation, including automated collection, verification, and secure storage of required documentation and compliant HR processing.

2. Ensure smooth integration of new hires via workflow automations that trigger information packets, document requests, role-based access, safety compliance sign-offs, and equipment allocation.

3. Automate communications to stakeholders, reminders for missing items, background check requests, and onboarding status updates.

Trigger Conditions

1. New hire record created in HRIS or applicant tracking system.

2. Submission of signed offer letter or employment acceptance.

3. Manager initiates onboarding from internal portal.

4. Scheduled event based on hiring forecast or batch onboarding.

Platform Variants

1. Workday

• Feature/Setting: Onboarding API for automated new hire entry and workflow triggers.
  

2. SAP SuccessFactors

• Feature/Setting: Employee Central Onboarding module; API for checklist and doc upload automation.
  

3. BambooHR

• Feature/Setting: Employee Onboarding API; automates welcome emails, forms, and documentation requests.
  

4. DocuSign

• Feature/Setting: eSignature REST API; automates sending, signing, and tracking of compliance paperwork.
  

5. Adobe Sign

• Feature/Setting: Automated agreement workflows; Integration API for document tracking.
  

6. Greenhouse

• Feature/Setting: Onboarding API; automates document requests and status notifications.
  

7. Oracle HCM Cloud

• Feature/Setting: REST API for onboarding tasks automation and document validation.
  

8. G Suite (Google Workspace)

• Feature/Setting: Directory API for account creation; Google Drive API for document storage automation.
  

9. Microsoft 365

• Feature/Setting: Graph API for Azure AD account provisioning and SharePoint document library automation.
  

10. Slack

• Feature/Setting: Workflow Builder/API to automate onboarding messages, document reminders, and poll compliance tasks.
  

11. Twilio

• Feature/Setting: Programmable SMS API; automates reminders for document submission and orientation dates.
  

12. SendGrid

• Feature/Setting: Automated transactional onboarding emails with API-triggered dynamic templates.
  

13. Okta

• Feature/Setting: Lifecycle Management API automates account provisioning and group policy enforcement.
  

14. Lever

• Feature/Setting: Webhook + API for triggering onboarding workflow and automated task assignments.
  

15. ServiceNow

• Feature/Setting: HR Service Delivery API for automation of onboarding cases and documentation workflows.
  

16. Trello

• Feature/Setting: REST API to create automated onboarding boards/cards for checklist tracking.
  

17. Jira

• Feature/Setting: Automation rules and REST API to manage onboarding issues and assign tasks.
  

18. Box

• Feature/Setting: Content API to automate new employee folder creation and document upload requests.
  

19. Dropbox Business

• Feature/Setting: Account API for automating onboarding file structure and document requests.
  

20. DocuWare

• Feature/Setting: Document Management API to programmatically store and automate retrieval of onboarding documentation.
  

21. Freshteam

• Feature/Setting: Onboarding API to automate welcome, checklist, and documentation workflows.
  

Benefits

1. Automates repetitive tasks, reducing HR manual workload and onboarding time.

2. Ensures regulatory and gold mining safety compliance through automated reminders and validated document collection.

3. Centralizes documentation and automates access, improving audit trails and secure record-keeping.

4. Enhances new hire experience by automatedly guiding them step-by-step through onboarding flows.

5. Minimizes risks of missing safety certifications with automated compliance and documentation validation.

6. Automates escalation and notifications to stakeholders, managers, and IT for account and equipment provisioning.