Automate HR Document Management with Agreement Actions
Today’s workforce is more distributed than ever. Remote hiring and onboarding is the new norm for HR teams, and that’s not going to change anytime soon. In fact, 72% of office workers would like to work remotely at least two days a week. But as companies grow, they need the right systems in place to scale employee processes while continuing to be efficient. Without a clear, automated workflow in place, employee documents can get lost or misplaced, especially if multiple “central” repositories exist.
Using Agreement Actions for employee onboarding
Growing enterprise organizations hire hundreds of employees every year, generating tons of documents from different employee groups, branches and regions of the world. But oftentimes, once a new hire accepts their offer letter, they’re welcomed with a mountain of paperwork and tasks to complete during their first few days on the job. On the back end, HR staff are tasked with sending the right documents to the right employees at the right time -- everything from offer letters and employee handbooks to W-4 and I-9 forms. HR teams must then manually collect, track and manage all of those documents in a timely manner and store them for future use as well as for compliance and audit purposes. If we consider this process for a company with multiple business units, all hiring at once, it becomes even more complex.
That’s where Agreement Actions come in. Agreement Actions is a new eSignature feature with which admins can easily configure rules to automate common post-signature actions. This includes the ability to automatically archive completed documents to a cloud storage provider (e.g. SharePoint, Box, Dropbox, Google Drive), export data to Google Sheets and start workflows in DocuSign CLM. With Agreement Actions, HR teams can streamline processes and automation like hiring and onboarding, while also ensuring documents get placed in the right location at the right time.
HR teams can use DocuSign Agreement Actions to automate and streamline the onboarding process and ensure documents are placed in the right location.
Admins can easily create rules and conditions based on eSignature document fields, template type and other metadata to drive automatic post-signature actions:
- Archive completed HR documents into the right folders, every time, saving time and reducing manual error. Teams can avoid wasting time looking for documents in multiple locations or setting reminders to manually move documents into the right folder or location. For example, if the name of the template is “Employee Handbook” and the employee type is “Full-time”, then the signed Employee Handbook will be automatically archived to the specified shared HR folder.
- Export data into Google Sheets, making it easier to analyze and report out on a high volume of onboarding documents. For example, data on completed onboarding documents can be automatically exported to a specific Google Sheet to track the number of employees hired by each department in a given quarter.
- Trigger downstream approvals and workflows in DocuSign CLM so that the approval process kicks off immediately after an employee signs a document. Teams don’t have to worry about chasing down employees or key stakeholders for sign-off on documents. Sit back and relax as the approval process kicks off automatically to ensure all documents are signed and completed by the right parties/people.
Check out a quick demo of Agreement Actions: