How HR Document Automation is Helping HR Processes

Yes, your team has all these static templates for HR documents, but they’re just not cutting it anymore. 

Your company is scaling, you're hiring more employees, the demand for documents is increasing. Gradually, your team's beloved HR role is looking more like clerical work.

You watch them spend hours juggling spreadsheets, word processors, and emails just to personalize and approve documents. Then, more time fixing mistakes that could put you at risk of compliance. This paperwork grind isn't what HR should be about.

There has to be a better way, right? HR document automation is the answer.

Think of it as giving your templates a turbo boost. They start working on autopilot instead of you working on them. But naturally, questions come up:

• Will automation mean losing customization?
• Is it budget-friendly for my organization?
• What if I invest time setting it up and it doesn’t save me time?

No worries, this article has you covered. It’ll show you how automation can save time, reduce costs, and improve your HR workflows. And the best part? By the end of this article, you’ll create your (perhaps) first automated HR document.

Ready to see how it works and why it’s worth it? Keep reading.

What is HR Document Automation?

HR document automation refers to using software to make creating, managing, and storing human resources documents much easier. It cuts out manual data entry, reduces errors, ensures compliance, and speeds up the document generation process.

Examples of HR documents to automate include:

Employee Contracts/Offer Letters: Customizing contracts manually for each employee especially during mass hiring takes too much time. Automation tools make it easier by auto-filling templates with personal details like job titles, salaries, benefits, and employment terms. You can even set it up to send the documents straight to employees without lifting a finger

Onboarding Documents: New hires fill out forms like tax (W-4, I-9), direct deposit info, and benefits enrollment online. You can use this data to automatically generate personalized documents such as benefit enrollment confirmation, welcome letters, and employee handbooks, streamlining the onboarding process

Time-Off Requests and Leave of Absence Forms: Approving time-off requests shouldn’t feel like a juggling act. Automation can notify the right authorities for approval while holding them to a deadline, ensuring faster workflow without back-and-forth emails

Payroll and Compensation Documents: Generating salary statements, pay stubs, bonuses, and tax forms one by one is old news. With automation tools connected to your payroll system, you can create these documents in bulk. It’s efficient and limits the chances of making costly data errors

Termination or Resignation Letters: Writing termination or resignation letters can get tricky because of all the legal details involved. Automation helps you customize these letters easily while adding clauses like severance pay or final compensation based on the type of termination

How HR Document Automation Improves HR Efficiency

Embracing automation isn't always easy, and getting others to buy into your vision can be even harder. However, here are some compelling reasons why this transition is worth it:

Improve employee efficiency and faster HR document creation

Research by Cipher reveals that 43 percent of HR professionals surveyed from different companies feel overworked all or most of the time. If your team is bogged down with mundane, repetitive document creation tasks, there’s a good chance they’re in the 43 percent category, too.

With automation, you only need to identify the repetitive documents, set up your workflow once, and watch the tool handle the rest. Whenever it receives a trigger, it auto-fills and generates the document with little to no human effort. 

Also, it helps HRs reduce busywork and spend more time on business work: analysing candidates, planning effective engagement plans, etc. 

No more tedious drafting processes, delaying hiring or disrupting other business operations dependent on HR documentation. 

Here’s a Docupilot user’s experience after embracing automation:

“Docupilot connects with Jotform. You see, many recruiters fill in my Jotform, and then Docupilot produces a highly customized offer letter for every investigator we hire (and that's a lot). This has saved me at least an hour a week!” 

If you work in a larger organization where creating multiple HR documents is routine, the time savings multiply. All while maintaining high-quality, customized documents with less stress. Now, who says you can’t have your cake and eat it too?

Standardized and seamless document creation workflow

Meet Sarah, the HR coordinator for Zebra Foods. On this bright Monday morning, she receives a request from James in the quality control department for extended unpaid leave. 

Sarah spends minutes searching for an old leave approval template and digging out James’s details from Excel. After editing the duplicated template, she sends the letter to James’s manager for approval and signing, who forgets to respond for one week until reminded.

When James finally receives the letter, it states 15 days less than he requested, sparking confusion and back-and-forth with Sarah. Having sorted that, an HR review reveals the letter missed the unpaid leave condition because Sarah mistakenly used the wrong template. Now, the company may face a legal threat if they don’t pay James during the extended stay.

If your HR document creation workflow looks anything like this, get an automation tool ASAP!

With a tool like Docupilot, here’s what Sarah’s chaotic leave approval workflow would’ve looked like:

Sarah receives a leave request from James. She sends him a Jotform leave approval form link. James fills it out, and within seconds, Docupilot generates the leave approval letter, adding the unpaid leave clause based on preset leave period conditions. 

The letter is then routed to an e-signing tool like DocuSign, which notifies James’s manager to sign the letter by the scheduled deadline. After signing, James receives his leave approval letter, just as quickly. 

• No time wasted looking for templates and employee data
• No mistake in data entry
• No unending wait for approval 
• No missing clause leading to compliance risk

Only happy email saying:

Thanks, Sarah, for the fast approval. See you when I return. 

Regards,

James.

You see how smooth the process was? All your HR document creation workflow can be the same if you embrace automation. 

Reduce errors

Imagine your company is hiring en masse for various roles, each with a unique salary and benefits package. While drafting an employment contract, fatigue sets in, and you mistakenly copy the salary from the wrong cell in your Excel sheet. 

If the figure is lower than negotiated, the candidate might feel undervalued or misled. This could make them perceive your company as unprofessional and even withdraw their acceptance of your offer.

Considering that 44 percent of candidates, according to Gartner, are likely to back out after receiving an offer, it’s a risk you can’t afford especially after investing so much time and effort in a rigorous hiring process.

And it’s not just offer letters, similar errors can occur when generating other HR documents like employment contracts, payroll records, or benefit summaries, particularly when handling large volumes.

Automation can eliminate the headaches of manual copy-pasting. This minimizes errors and helps you maintain a professional reputation while hiring the best talent.

Save administrative costs

Of course, the ripple effect of saving time with bulk document creation and fast workflows is saving money. But if you’re still weighing the cost of an HR document automation tool against manual labor, let’s put some numbers to that.

If, for example, your HR team manually creates an average of 500 repetitive HR documents monthly. Using templates, it might take around 5 minutes to edit each one, not counting the time spent gathering data and getting approvals. That’s 2,500 minutes, or approximately 41 hours per month. Multiply that by the US minimum wage of $7.25/hr, and you’re looking at $297.25 spent each month on manual document creation.

Now, to generate the same number of documents using Docupilot, the cost is only $99 per month, saving you about $198.25. 

Over a year, that adds up to significant savings—money that could be better invested in other, more business-critical tasks.

And that’s not all. With Docupilot, you also get added features like historical audit trails and accessible document storage.

Key Features to Look for in HR Document Automation Tool

Different document automation tools have varying features. But, there are core ones you should prioritize to ensure successful document creation. These include:   

Dynamic templates

Predesigned templates are great, but dynamic ones are game-changers. They integrate with data sources, such as HR databases or spreadsheets, to autofill fields and generate tailored documents. This not only saves the time spent starting from scratch but creates a hands-off process, limiting errors. 

Smart block and conditional statement

Picture an offer letter that automatically adjusts clauses based on whether the candidate is part-time or full-time, remote or in office, freelance or permanent. Or termination letters that customize severance terms based on whether the termination is voluntary, involuntary, or due to retirement. 

Smart blocks and conditional logic make this possible. These features dynamically update document content based on pre-defined rules, ensuring accuracy without manual intervention.

Integration 

Your HR automation tool should integrate with your existing data sources like HRIS, ATS, or payroll systems. Else, it’ll be impossible to autofill your templates. It should also integrate natively with e-signing tools. This ensures employees, candidates, or managers sign documents digitally, cutting down turnaround times and creating a seamless workflow.

Centralized storage 

Gone are the days of hunting through stacks of paper documents, desktops or shared drives. Whether it’s finding an employee’s original offer letter or retrieving the latest company policy, having everything in one secure, organized, and searchable place saves time and minimizes the risk of losing critical documents. It also simplifies compliance, making it easy to retrieve files during audits or legal inquiries.

How to Automate HR Documents With Docupilot

With countless document automation tools out there, finding the right one can feel overwhelming. If you’re looking for a solution that’s easy to use, affordable, and reliable, Docupilot is your answer. But don’t just take our word for it—try it yourself right now!

Sign up for free and follow this step-by-step process: 

Start by identifying the HR document you want to create. Then, click “Create Template” in Docupilot to design your document.

You can build from scratch, upload an existing document, choose from the template library, or use the AI Builder for a faster start.

For example, let’s create an employment contract using AI. 

Select “Build with AI”, enter the template name and description, and click “Create Template”

The AI builder will suggest prompts for you based on the template name and description. Choose one or write yours.

Here’s a preview of the AI-generated draft:

While the initial draft is simple, you can further refine it with AI. Highlight any section and provide a command like “elaborate” to add more details. This gives you a draft you can edit manually if you desire.

Next, make the template adapt to individual needs using Merge Field. 

AI has already identified and inserted merge fields, but you can easily add more if needed. 

For instance, if the template is missing an “employee” field, simply click the curly bracket icon, set the field type to “Token,” enter the variable data you want to include, place your cursor where the field should go, and click Insert.

Here’s the employee field added.

Now, you want to automate filling out the template in bulk by integrating it with your data source. To do this, simply go back to the template preview and choose Zapier or Make Connectors.

Search for your data source app like BambooHR, click the workflow, and follow the steps in your integrator to finalize your workflow setup.

If you need someone else to fill in the data, share the Data Capture Form link.

The recipient can fill in the fields generated and the input will automatically populate your template.

Here's the result

Take it a step further by automating e-signatures. Docupilot integrates natively with tools like DocuSign, HelloSign, and YouSign. Click Delivery and choose your preferred e-signature tool.

Set up the signing workflow following the tool’s steps.

Lead the Transition into a Smarter HR Document Creation Process With Docupilot

The era of juggling spreadsheets, word processors, and tedious approval processes is over. HR document automation offers a smarter way to streamline workflows, enhance accuracy, and save valuable time and resources.

Automating documents like employee contracts, onboarding forms, payroll, and leave requests not only removes the hassle of repetitive work but also frees your HR team to focus on the strategic, meaningful work that makes HR work so rewarding. And with Docupilot, you’re set for success. You only need to set up your workflows once, and it will generate personalized documents on autopilot. It’s affordable, packed with features, and backed by customer support that’s there to guide you every step of the way.

So, why wait? Sign up for Docupilot’s 30-day free trial and simplify document creation while rediscovering the joy of HR for you and your team.

FAQs

What is an example of HR document automation?

‍An example of HR document automation is using a tool like Docupilot to automatically generate offer letters by pulling necessary information from applicant’s form to fill the template.

How do you document things for HR?

‍To document things for HR, gather relevant employee information, fill standardized templates and store documents securely with document management solutions.

What is automation in HR?

‍Automation in HR involves using tools such as HR document automation software to streamline repetitive tasks like creating employee files to enhance efficiency and reduce manual effort.

How do I organize my HR files electronically?

‍Use HR document management software to create a secure, searchable and centralized storage system. Organize files into categorized folders for efficient employee data management.