How Hyland empowers HR teams with AI innovations 

Challenge: Leveraging AI responsibly

HR departments that are looking to incorporate or expand the use of AI should ask a few questions:

• How do we leverage AI without causing more work and confusion?
• How do we understand and manage the risks?
• How do we ensure that there are human touchpoints throughout?

Solution: Keep it simple, measurable and outcome-driven

Start with simple, high-impact use cases: Focus on “repetitive, time-consuming manual tasks that are ultimately easy to measure,” Venhoff said.

Choose the right tools: Many legacy systems weren't designed to operate with AI. Venhoff encourages HR teams to “find tools that work with your current system so that you don’t have to overhaul everything.” It’s also helpful to “select ready-made solutions that are built specifically for the use case that you have in mind,” she said.

Monitor and improve: “We don't just put this into place and think, OK, job done,” Venhoff said. “We want to make sure not only that on the front end we communicate clearly what the tool is meant to be doing, but then throughout we’re tracking the employee use of it. How much time are we actually saving? And are there improvements that we can make based on feedback that we're getting?”

Challenge: Fragmented storage causes inefficiencies and security risks

HR departments can have a dozen, or even more than 30, content repositories, Venhoff said. That can cause frustration for employees, who don’t know where important information is, and lead to additional wastes of time when other team members wind up getting involved in the search for data.

Too many repositories can also bring security and compliance risks as IT departments manage access rights and retention policies.

Solution: Migrate to one central repository of record in the cloud

Content is everywhere — and often unnecessarily replicated. How can organizations limit frustration and duplication?

• Store documents in a central system of record
• Integrate with core LOB systems
• Easy employee file collection for internal and external requests
• Improve inefficiencies when trying to locate information
• Reduce inconsistencies with outdated information

Moving to one system of record isn’t easy, but it’s ideal — and well worth the extra work it takes to get there.

“The easier the information it is to find, the better the employee is efficient, feels good about their job, doesn't get frustrated during the day and definitely is more productive for the company in general,” Venhoff said.

Challenge: Employee assistance

Three key areas that were highlighted during the webinar:

• Accessing employee documents and employee information
• Assisting employees with requests
• Improving the speed and efficiency of daily tasks

Solution: Engaging employees where they work

• Self-service, via an AI agent that provides information, allows employees to quickly find the answers they need. “This is something that AI agents do really well,” and it’s an easy win for HR teams, Lavallee said.
• AI assistance can help employees with automated tasks and provide resolutions to issues. This can be especially important for new employees who are going through the onboarding process and aren’t familiar with the organization’s processes.
• When employees work in systems that they are more familiar with, they are more efficient and productive. This is where seamless integrations with LOB systems can reduce frustration and inefficiencies.
• Keeping top talent requires keeping employees engaged and providing the tools they need to be effective. Recruiting high-level talent, and being able to keep them, is a challenge for HR departments. It’s common for top-performing employees to go from job to job every couple of years, which can be costly and time-consuming (more job searches!) for the organizations they leave behind.

“This isn’t about saying, OK, we can reduce our work staff by 15% if we have 20 AI agents,” Lavallee said. “It’s more about, hey, the employees that we have can be so much more productive and we’re going to see greater benefits from those employees if they don’t have to do these menial daily tasks that AI agents can easily do for them.”

That’s where an innovative technology partner comes in.

How we can help

Hyland has packaged workflows for back-office processes, low-code tools and seamless enterprise integrations that empower HR teams with AI-driven process automation.

Hyland IDP

Intelligent document processing (IDP) uses the power of generative AI to remove human touchpoints from ingestion and content management processes.

During a demo of Hyland IDP, Venhoff showed how the solution can automatically pull and correctly classify information such as employee contracts, tuition reimbursement, beneficiary designation and direct deposit forms.

Once an extraction and classification process is set up, IDP can transfer the information to a content repository.

“The possibilities are endless,” Venhoff said.

> Learn more | What can you do with Hyland IDP?

AI agents to complete simple tasks and provide answers

Hyland Knowledge Discovery can help HR teams quickly find and verify critical information via AI-powered search and natural language queries. The solution assists in creating AI agents with a simple point-and-click interface that can handle repetitive queries, deliver insights and refine responses.

Knowledge Discovery can also help with more specific questions, streamline decision-making, and provide a consolidated view of information from multiple content repositories and business applications.

“You can come in and say, I’m going to set up an agent for HR assistance,” Venhoff said. “You can give it a name, and you can even influence how it responds. What’s the voice tone going to be? Casual? Is it technical? Do we want it to be more business-like? Is it concise? Is it verbose? We can even track feedback.”

Seamless integrations with LOB systems

Hyland has integrations with human capital management (HCM) systems such as SAP SuccessFactors and Workday that allow HR teams to access and view information without leaving familiar screens. The integrations are configurable, AI-enabled and provide a modern user experience.