HR

A company's human resources department is responsible for many areas of employee information — hiring, payroll, medical, investigations, and in some cases legal contracts such as temp services, leasing agreements, or building services. All this data may require security levels even within the HR department itself.

Human resource management is the strategic approach to the effective management of organisation workers so that they help the business gain a competitive advantage. It is designed to maximise employee performance in service of an employer's strategic objectives.

What is an HR Workflow?

DexFLOW is a system that manages paperless workflow tasks and processes, providing the ability to retrieve any document at any time. In an HR context this could be an employee's last performance review, a contract, or any other employee-related document.

How It Works

Documents can be entered in many ways — email capture, file pickup, HR staff scanning, or via the DexFLOW Office plugin directly from MS Office. A parcel is created to hold the documents for processing. Data is then indexed via OCR, barcode reading, or manually. Configured rules determine the routing of the parcel.

Use Case: New Employee Onboarding

A new employee fills out required documents — W4, contact information, etc. HR staff scan these in and, based on your configuration, they are processed automatically or manually indexed for that employee. Indexing can include the employee's name, ID number, or any other required information.

Today, personally identifiable information (PII) is critically important. The system can automatically hide, mask, or redact this information based on the user's security rights when viewing documents.

After processing, the parcel is reviewed by the correct user and committed into storage. Retrieval is simple and quick.

Key Terminology

• Parcel – a briefcase holding one or many documents, with indexing values for processing through the workflow to the commit stage.
• Commit – the final step of storing a document, usually converting to the company's preferred file format (TIFF, JPG, DjVu).
• OCR – Optical Character Recognition, used to read documents into searchable text metadata for automatic indexing.
• Barcode – DexFLOW's barcode engine reads all common barcode types for automatic document indexing.
• ECM – Electronic Content Management, devoted to managing information throughout its lifecycle from creation to disposition.

The Challenge

Managing large volumes of employee documents securely, with correct access controls and fast retrieval across HR teams.

The Solution

DexFLOW automates the capture, indexing, routing, and secure storage of all HR documents — from onboarding to payroll to investigations.

Results

Faster document processing, automatic PII redaction, role-based access control, and instant retrieval for HR staff.