From the hiring process, to onboarding new employees, and even managing current employees, there’s a lot of paperwork and manual processes that can slow things down and make it difficult to keep your Human Resources department on track. Your success as a company is dependent upon your ability to hire the best possible talent, retain and motivate these resources and protect yourself from litigation and compliance issues. The best way to meet all of these needs is by using Recordsforce Cloud.
Recordsforce Cloud is a document management system with a simple, web-based interface for users to create, store, search, retrieve and manage their documents. With minimal setup, users can start adding, organizing and retrieving content simply and easily. Its features include document storage and retention, digital workflows, electronic forms, and even collaboration portals.
Employee onboarding can be a problematic and confusing process for both employees who work the process and the potential employees applying for the positions. Recordsforce Cloud has a set of tools to automate even the toughest onboarding issues. The available features, such as electronic forms, workflow processing and public portals give HR departments, regardless of size, a much needed helping hand to eliminate manual tasks and save you time and money.
Workflow
Workflow is simply the process of moving data to the proper users or processes for them to do their share of a larger process. Greater efficiency is gained by using workflow to deliver documents to users that need them, when they need them. No more guessing when work needs to get done. Recordsforce Cloud has a completely customizable workflow functionality that enables you to automate steps within the hiring process, onboarding, managing employee files and training documentation all in one place.
Automatically distribute things like expense reports, vacation requests and performance reviews to the right person within your organization for approval. From new employee enrollment to annual benefits and recruiting, you can easily increase operational efficiency within your Human Resources department, not to mention, saving you valuable time and reducing your cost of manually processing.
Work Triggers within the workflow system can automatically send notifications via email or text to let your HR staff know of new work assigned to them. Each notification can be completely customized to provide the proper information an individual user needs to complete their work. Escalation triggers can be built in to automatically notify managers if a member of the team is holding up work getting done. Management can also access workflow performance across all processes they run. Work can even be reassigned as needed to help alleviate clogs in the process.
Curious if your documents and information is secure? All changes and access to information in the system is tracked by Recordsforce Cloud. You can view any changes or revisions to your documents and who made those changes. Users who make changes or add/delete new items are all authenticated and logged and available for reporting.
Electronic Forms (E-Forms)
E-Forms are an electronic replacement for paper forms. They can be used for virtually any form or process. E-Forms are comprehensive and easy to use and allow organizations to make forms, such as Employment Applications, that are accessible by outsider users. These forms help compile and organize information on the way in, making it easier to find the perfect candidate. E-Forms can eliminate the need for valuable personnel to be performing data entry, forms filing and retrieving. They can even help you secure better compliance with internal requirements, as well as all legal or regulatory mandates. Electronic forms can also be used for any number of other HR forms. Examples include:
- Annual Reviews
- Insurance Sign-Ups
- Employee Correspondence
- Time Off Requests
- Request for Access
- Time Sheets
- Employee Reviews
Employee Portals
Portals allow the HR department to share information with and request information from users. Portals can be used to automatically request follow-up documentation from prospective employees or to share information to new hires. Each portal is independently secured, so they are only accessible by internally-assigned users and externally-authenticated users. This ensures communication that is much more secure than your typical email exchange. Portals also give progress and tracking information that you just can’t get with email.
Recordsforce Cloud can also be used to send out notifications to internal employees on upcoming HR events such as insurance sign up deadlines, employee reviews, company parties and more. Portals are a great complement to any HR process.
How Do They Work Together?
1. An applicant fills out an application via your E-Form and then receives an automatic “thank you for applying” email from your workflow.
2. Recordsforce Cloud does a basic review of the applicant and depending upon their answers to your hiring requirement questions, the workflow system determines who can continue on the hiring process or who is rejected. If they did not meet all of your requirements, the system sends an automated rejection email.
3. If the applicant met all your basic requirements, the system will send an email to your HR department to review. HR now has a simple yes or no button to click after reviewing the application. If you click no, an automated rejection email is sent and the workflow is stopped. If you click yes, an email with a link to schedule their interview is sent. Reminder emails can be set up if a candidate has not signed up within a certain timeframe.
4. You can then use the collaboration portal to request any follow-up documentation needed from the applicant, or to share other information with the candidate.
Recordsforce Cloud can be used for onboarding, training, staff requests, policy management, benefits, incident reporting, reviews, offboarding, and more. It is the one solution for your entire department. Recordsforce Cloud is an easy-to-use platform that requires very minimal setup. Eliminate chasing documents and filing employee records from your HR process – use Recordsforce Cloud instead.