Have you ever thought about the amount of documentation that is floating around in the world? Think about it. We are surrounded by documents in all areas of business, from human resources, marketing, to finance and operations.
In fact, research conducted by Adobe found that in 2020 there were around 2.5 trillion documents in circulation. That’s a lot of documents! And on top of that, the mere fact that the research was conducted in 2020 – you can only imagine how many documents are kicking about now.
If we focus on HR – creating, updating, and sharing highly confidential and business-critical documentation is an integral part of our job. From sending employment contracts, disciplinary notices, and HR policies and procedures, HR documentation is what keeps our businesses compliant and operating smoothly.
But the reality is that manually creating, processing, and sending documents can be a lengthy and tedious process – especially when you’re dealing with high volumes of requests. That’s why we have developed what we like to call the ‘Document Designer’ to make managing HR documents simpler, faster, and easier.
What is the Document Designer?
The Document Designer is an HR document management feature within elementsuite’s HR software that allows you to create, customise and manage documents from one central location.
Think of it as your personal document assistant! All files are securely stored in the platform and can be easily accessed by employees anywhere, anytime (with authorised access, of course).
From employment contracts, disciplinary notices, emails, letters, and other key HR documents – the Document Designer offers unlimited freedom when it comes to designing your documents. You can even personalise them with company branding, fonts, and images to truly make them your own.
To help you understand how it works, here are some of the top features and benefits of using elementsuite’s HR document management feature:
Customisable Data Fields: This feature allows users to customise documents by pulling and inserting employee information from the database, ensuring documents are accurate and up-to-date. This is really handy when you’re dealing with large amounts of data, as it eliminates the need for manual data entry. Plus, it saves loads of labour time sieving through employee documentation and trying to figure out what information is relevant or not.
Insert Tables: This feature allows users to insert tables into documentation. This is great if you’re creating complex documents such as performance reviews or employee contracts. It makes presenting information easier and more efficient, and no need for you to waste copious amounts of time formatting tables with manual entries.
Include Images, Links, and Videos: On top of table creation, users can include images, links to external websites, and videos in their documents. So when you’re creating employee handbooks or employee welcome packs, it’s easy to include multimedia content that jazzes it up and helps explain the material further.
WYSIWYG Editor: We love this feature. With the What You See Is What You Get (WYSIWYG) editor, users can save time by being able to see what the document will look like as you’re editing it. No more going back and forth between previewing and editing – now you can see how your document looks in ‘real-time’!
Disciplinary and Grievance Templates: This feature allows users to create and store disciplinary and grievance templates, all within the platform. So instead of having different managers create documents from scratch, they can access templates with pre-defined categories, making the process faster, more efficient, and more consistent across the organisation.
Distributing Contracts and T&C Letters: When you hire a new employee, you want to make sure their contract is sent out as quickly as possible. This feature not only allows you to create and store this documentation within the platform, it allows users to send contracts and T&C letters directly from the Document Designer – making it easier and faster for HR teams to get new employees up and running!
Sending Emails: Users can also send emails directly from the Document Designer. This is great for sending welcome emails to new starters, as well as resetting passwords for existing employees. All you have to do is create a template for each email, store them in the platform, and then with a few simple clicks, you can easily send them out.
Digital Signatures: Now this feature is a game changer- when an employee needs to sign a document or letter, they can do so digitally within the software. No need to download the document, uploaded it to DocuSign, re-download the document, and then send it via email. All of this can be done through our HR document management feature. Easing the hassle for the employee, as well as keeping the confidential information safe and secure.
Making HR documentation easier and more efficient
As you can see, the Document Designer makes HR document management a breeze. By streamlining processes and giving users the freedom to create, edit and distribute customised documents, you can save time, ensure consistency across your organisation, and reduce security risks by having all files stored in one centralised location.
As a result? You can expect to see swifter recruitment processes, more efficient onboarding procedures, and more secure employee data management.
Want to see for yourself how Document Designer can help your business? Book a free demo today and find out!