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HR Workflow: Confirmations by Stamp

Printing out messages, distributing them for signatures, collecting them again and scanning/filing them equals a lot of work. If you control the flow of information digitally, confirming receipt of all this information can be handled with a simple stamp.

As soon as signatures and receipts are required from employees – to ensure that important corporate communication or new agreements have been received – paper often shows up. HR departments invest a lot of time in managing the flow of this paperwork. But there is no need with the help of DocuWare! A simple digital workflow ensures that important information arrives safely.

 

Automatic Notification

As an example: you recently updated your employee policies and handbook. Place the new PDF in a digital personnel file and link this file with an automatic email notification. Employees can review the document directly from the mail in the browser and stamp it with "received and acknowledged."

As soon as new information is placed in a personnel file, the employee automatically receives a message prompting them to acknowledge receipt

As soon as new information is placed in a personnel file, the employee automatically receives a message prompting them to acknowledge receipt

 

Simple Electronic Signature

In general, a signature stamp indicating the name of the employee (DocuWare user ID), the date and time on the document will suffice as a confirmation of receipt for HR messages and general agreements.

Stamps like this can be created in a few steps in DocuWare Administration and assigned to individual employees. It makes sense to create an automatic status change with the stamp, for example "acknowledged" or "approved."

An employee opens the link and then confirms receiving the information with a stamp

An employee opens the link and then confirms receiving the information with a stamp  

 

List for Quick Control

So who has read the information and who needs to be reminded? Save as a search all documents which were acknowledged into a list and you’ll have a complete overview. Or, even better, save the search for pending acknowledgements, and those who acknowledge receipt will progressively and automatically disappear. Once the list is empty, you can delete the saved list again. Everything is done and accounted for!

List of all those employees, for which the status has not yet changed to "acknowledged"

List of all those employees, for which the status has not yet changed to "acknowledged"

 

Topics: Human Resources

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