The many phases of today's employee lifecycle create a tremendous amount of content. From resumes, transcripts, offer letters and employment agreements to I-9 forms, incident reports and resignation letters.
Jason Lamon
Cross Industry Solution Marketing Manager
Recruiting, onboarding, managing, training, offboarding.
The many phases of today’s employee lifecycle create a tremendous amount of content. From resumes, transcripts, offer letters and employment agreements to I-9 forms, incident reports and resignation letters — all this content becomes a part of the employee file that organizations need to store, manage and retain.
The question and challenge for most human resources (HR) departments is how to do this efficiently, so both the employee and organization benefit.
Today’s HR teams typically leverage a human capital management (HCM) system as part of their digital transformation efforts. A large segment of Hyland’s customers — and 43% of Fortune 500 companies — use SuccessFactors.
Although HR systems like SuccessFactors do include some basic document management capabilities, they lack comprehensive content services features to handle all the varying and unstructured content types that could make up an employee file or record.
Additionally, a system like SuccessFactors isn’t designed to handle the terabytes of content that can be produced as part of today’s numerous, digital-heavy HR processes. The result of trying to store content directly in the system could cause its performance to degrade over time, or for employees to seek their own workaround solutions and systems.
Consequences of an HCM-only HR strategy and the resulting siloed, dispersed content approach aren’t isolated to technology frustrations. The ripple effects can have major impacts on your organization, such as:
HR and IT teams must meet the challenge of gaining control over HR content, and they can do so by integrating OnBase’s full lineup of content management capabilities directly into their SuccessFactors system.
— Asana, The anatomy of work index
For SuccessFactors users to remove content silos and increase overall HR process efficiencies, employee-related content needs to be easily accessible and available when needed, from directly within the application.
Hyland’s OnBase integration for SuccessFactors embeds necessary content management functionality directly within the SuccessFactors user experience. In most cases, native SuccessFactors users will never realize they’re using OnBase on the back end of these processes.
With simple clicks, users can easily leverage OnBase’s content management functionality, which should dissuade them from wanting to leave the application to store and manage content elsewhere.
The modern application architecture used for this integration provides SuccessFactors users with the ability to capture, import, search and view content in-context of the native application. This content is directly mapped to corresponding employee data, which leads to improved and expedited HR processes.
Specific, document-centric tasks, such as workflow processes, can also be executed directly from within SuccessFactors.
| > WITHOUT ONBASE INTEGRATION | > WITH ONBASE INTEGRATION |
| Documents storage Employees must search multiple systems to find files Related employee records are difficult to find HR processes are slow due to stakeholders failing to find the right documents at the right time |
Documents storage Access all employee documents in OnBase from the SuccessFactors interface Drag-and-drop or click-to-upload new documents to an employee record Easily capture documents and add metadata |
| Workflows Employees may still be working with manual or paper-based processes, which are efficiency killers in increasingly remote workplaces Slow recruitment, hiring and onboarding due to bottlenecks |
Workflows Proactively identify missing documents Initiate a review process Configure tasks using Workflow Engine |
| Documents storage Access all employee documents in OnBase from the SuccessFactors interface Drag-and-drop or click-to-upload new documents to an employee record Easily capture documents and add metadata |
Compliance Flag documents as expired Initiate a review process OnBase’s compliance-tested security and audit capabilities cover all employee content |
| Time management HR team members spend time switching among systems searching for necessary documents Tedious workflow management responsibilities overtake higher-value work Nonautomated compliance efforts create security and financial risks |
Time management All of HR’s necessary documents are stored in OnBase, but are accessible without ever leaving SuccessFactors’ interface Workflow Engine enables users to create and execute processes and tasks Proper retention periods, user access security and version control are automated |
HR employees bear the brunt and feel the weight of all the content and ongoing document management throughout the employee lifecycle. The following are some HR processes that can be immediately streamlined with the OnBase integration for SuccessFactors:
In the event of a name change employees may be required to resubmit documents that reflect their new name (e.g., W4 form for taxes, copy of driver’s license or Social Security card).
With the OnBase integration, the employee simply needs to navigate to their own record within SuccessFactors and drag-and-drop or click to upload their new documents from their desktop.
Throughout the onboard process employees are required to review and often sign various documents, depending on the industry. These can range from employment contracts and NDAs to corporate policy documents.
With the OnBase integration, HR staff, employees or their managers can view existing agreements or upload new onboarding documents directly to the employee record.
Throughout the employee lifecycle, documents enter the employee record and must be acknowledged by employees, as well as properly stored and destroyed at the right time to meet compliance requirements and keep personal data as safe as possible.
With the OnBase integration, HR employees can use the ‘missing document’ feature to proactively identify missing documents that may be required for compliance purposes; employees can check their own document list to assure they are compliant with company policies.
For OnBase users, the OnBase integration for SuccessFactors embeds necessary content management functionality directly within the SuccessFactors user experience.
SuccessFactors users leveraging the OnBase integration can perform all HR file management functions directly in the application. This increases the effectiveness of any HR process being managed by SuccessFactors.
No longer will SuccessFactors users need to leave the system and search within other document repositories for content to associate with an employee record.
Instead, content existing from recruiting, hiring, onboarding, training, performance reviews and more can be managed by OnBase and surfaced to the SuccessFactors user. Additionally, because all employee content will be stored in OnBase, organizations can decrease the chance and risk involved with employee content being stored in unsecured or unknown locations.
