HR Workflows and Document Management

Focus on the Bigger Picture

HR sits at the intersection of employees, leaders, and their organizations. That means you can have significant impact, but also that much of the work you do is administrative — not to mention manual. Fragmented processes and systems prevent true automation.

Workflows, the process automation engine embedded throughout the Paylocity platform, improves efficiency and data accuracy. Coupled with the centralized document management of Document Library, HR can stop shuffling paperwork and chasing approvals. Instead, you can focus on the strategic initiatives that drive communication, collaboration, and connection — and ultimately impact your organization’s bottom line.

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How Workflows Help HR

Save time and communicate clearly

Use templates or create customized flows for common tasks like offboarding, position changes, rate changes, skill and certification collection, life event change tasks, and more.

Involve the right people at the right time

Create dynamic filters that determine who's included in a workflow based on criteria like location or position. Layer on easy-to-apply conditions or rules to further refine participants and timing.

Easily obtain form completions and signatures

Employees can provide documents or digitally sign forms in the same tool they use to punch and request time off. Files are automatically saved to their record.

Ease compliance and ensure employees can work

Collect, store, and update skills and certifications within Paylocity. The system monitors expirations and sends automated renewal reminders, then validates documentation and updates records accordingly.

Track and Manage Status

A simple dashboard provides easy visibility into workflow progress so you can see where there’s a hold-up. This is also where you can send nudges for task completion or rescind a workflow.

How Document Library Helps HR

Upload in Bulk

Save time by uploading to a single place rather than individual employee records.

Collect Digital Signatures

Minimize paper and speed along tasks by empowering employees to sign digitally.

Find What You Need, Quickly

Save time looking for documents by searching by employee, category, file name, and more.

Digitize Your Documents

Our digital document management solution offers a secure, centralized, searchable location to store files, from offer letters and performance reviews to employee certifications.

Streamline Document Collection

Request documents as part of a workflow. They’ll automatically be saved to the employee’s record.

Share with the Right People

Role-based permission settings ensure you can determine who can access documents, taking the stress out of employee file management.

Five Ways to Drive a More Connected Organization with HR Technology

Stay compliant, organized, and secure with Document Library, a central location to store important employee files.

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Frequently Asked Questions

Workflows in HR are the sets of common, repeatable tasks that are part of larger HR processes. For example, sending a new hire the form to submit their drivers’ license information is a workflow within the larger process of document collection during onboarding.

Document management software helps HR digitize their documents for easier storage, updating, and sharing. A digital document library is also more eco-friendly than printing stacks of papers, and it’s much easier to locate the documents you need when you don’t have to dig through filing cabinets.

Paylocity can manage employee documents — employee handbooks, non-disclosure agreements, health forms, performance reviews, and more — as well as company documents like compensation records and exit documents.