June 11, 2024
Digital HR processes are speeding up and simplifying access to essential documents and information. They greatly enhance data security and enable flexible work from anywhere. Both employees and management will appreciate their implementation in wage and …
Let’s take a look at 4 OKbase tools essential for the digitalisation of HR processes. Currently, these tools allow for the paperless handling of more than 55 types of documents, excluding pay slips, and we are gradually adding more scenarios.
An employee can give their consent directly in OKbase using buttons. Examples include:
How does it work? The HR department generates a report and sends it to a selected group of individuals. The message is displayed directly to employees in OKbase, or the link redirects them to a relevant document, such as one on the intranet. Employees can simply click the Confirm/Decline button, and that’s it. The response is recorded with an auditable electronic system trail.
2/User forms (UFO)
How does it work? Employees can now submit everything they previously sent via email, mail, through their supervisor, over the phone, or in person at the HR department through a form in OKbase. This form guides users through the necessary fields based on the specific document category and reminds them of any required procedure, such as attaching a certain document. The HR department reviews the information received and confirms the data transfer into the system. If any information is missing or incorrectly entered, the form will be returned to the employee via OKbase for modification or completion. This process eliminates unnecessary paperwork and manual transcription. UFO is accessible to any company that has provided web access to its employees.
Typical uses of UFO include the following scenarios:
If you regularly hire new employees, you will appreciate the so-called “anonymous” UFO used for completing personal forms. It is an effective and safe way to collect all the personal data from prospective employees who have not yet received their login credentials for OKbase.
How does it work? A special one-time token with limited validity will be generated for each individual. The future employee will enter the required data, and an authorised person (usually a supervisor) can complete any additional information. After reviewing the data the HR manager will import everything directly into the employee records.
3/ Document Generation and Confirmation for Employees
You can easily generate various types of documents in OKbase, whether they are requested by the employee through a user form or provided by the HR department or payroll office.
Examples of the most commonly generated documents include:
4/Digital signature
The document you usually create using a template can be sent to a predefined automated workflow for digital signature instead of being printed.
Both the employee/recipient and the authorised signatories on behalf of your company will receive a notification in their email inboxes informing them that a document is awaiting their signature. This document will be routed for signatures in the specified order, first to one party and then to the other. Both sides can check, comment, or return it to the author for further editing until they reach a full agreement to sign it with the appropriate digital signature. The document can also be cancelled and replaced with a new one. Once the process is complete, HR will receive a notification that the signed document has been stored in the employee’s folder.
Besides the ability to sign anytime and anywhere, a significant advantage of digital signatures lies in the option to sign documents in bulk, such as during mass changes in the workplace, salary increases, and so on.
You can find a detailed digital signing procedure in OKbase during the integration of the OBELISK SP application in the seminar recording (only in Czech) from the SEFIRA Digital Trust Academy. Our consultant, Matěj Klír, presents the entire solution there.
Are you fully utilising all of these tools? Contact your OKbase sales representative or email us at okbase@oksystem.cz.
We will review the possibilities and the document overview prepared for digitisation, including common methods of document signing and confirmation, from a simple electronic system trace to electronic signing.
Let us know what you need to solve. We will get back to you.
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