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HR companies gather large amounts of data. Appropriate distribution of the data among documents and agreements is necessary to effectively search through candidates and renew their contracts. Entering data manually is not only time-consuming but also entails the risk of making mistakes due to performing a routine action. How to streamline the process of document creation?
Generate documents electronically in a CRM system
CRM systems are tools for managing customer relationships, where you can quickly generate documents. A well-designed module planned during the preparation of the mockup will shorten the time required to issue a document. How does it look practically? We can upload ready contract and document templates, where the chosen data will be automatically migrated from other modules. Employee details, the date and place where the document is issued and the number of the document, or the salary are only some of the elements that can be populated automatically. The other method of creating a document template is the users themselves putting together the desired elements such as date and place, employee details, number of the document, etc. In this case, the spaces will also be automatically populated with data taken from other modules. Already at this stage you will be making yourself more efficient by saving a few minutes. Do you want to know more benefits of generating documents through a CRM system? Read on as below you will find a case study of an HR company delegating drivers to work abroad for which we have built a bespoke system.
How has an HR company, delegating drivers to work abroad, saved time by generating documents through a CRM?
The company which hired us to develop a bespoke web CRM application issues a lot of documents for every employee. The new candidate has to receive an A1 form, which is the permission to work abroad; the annex to the A1; the contract; several annexes to the contract; approval of a business travel abroad; and a report on the travel. That means, one employee needs to receive around 10 documents. After each job, a driver gets several further documents to sign. Typing all those documents manually was far too time-consuming and the documents themselves were not flawless. Our client needed the process of generating documents to be fast and partially automated in terms of migration of certain data.
The solution we suggested to the above challenges was introducing a Documents module to the CRM system, where the user can upload PDFs which are automatically filled in with data from other modules. The user only needs to fill in the spaces which are subject to change and cannot be found within the system. Another key element our client wanted to have in their system was a single button which generates the whole set of documents required for a worker, which can then be printed, signed or sent to a chosen mailbox. It has greatly streamlined the process, if you look at how it was performed before the introduction of the new system, i.e. an administrator would find the relevant documents on their PC, fill in the forms partially, print them using his PC and fill in the rest of the forms by hand. For one driver it was around 10 documents so it was a very time-consuming process. What was also problematic was archiving the documentation and searching through it to find certain information. The browser built into the system now scans through the documents, which allows the users to quickly find the required information. All the introduced features have significantly improved the efficiency at work and made the whole process user-friendly.
Intoducing a Documents module to the system allows you to quickly generate required files and access the data on any mobile device. Your employees get more time for performing their other tasks. If you want to see how we can help you generate your documents faster, get in touch!
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