Recruitment Documents

The Challenge

As part of the company’s recruitment process, managers were required to manually download new starter documents and paperwork from a centralised folder on SharePoint. The manager would then need to locate the document, download it, and fill it out with the new starter before taking a picture or scan of the document and sending it off to HR for processing.

This manual process often led to human error, either by the manager or due to gaps in the process. Managers would frequently save a copy of the template on their local computers for easy access, which meant they often used outdated versions. This resulted in forms needing to be redone. Additionally, the manager had to be physically present with the new starter to gather all the relevant information.

This process resulted in numerous mistakes, such as fields being filled in incorrectly or incompletely, and some scans being unreadable. Ultimately, this led to errors at the HR stage due to misinterpretation of handwriting or the need for additional communication, which slowed down the process.

Pain Points

Managers had to manually download and complete recruitment forms, increasing the risk of errors.
Outdated templates were often used due to local storage, leading to non-compliant documentation.
Physical presence was required to complete forms, limiting flexibility and slowing onboarding.
Handwritten forms and scanned documents were often illegible or incomplete, causing HR delays.
HR faced frequent errors and miscommunications due to inconsistent document quality and missing data.

Business Impact

Automated workflows eliminated manual downloads and ensured use of the latest templates.
Managers and employees could complete forms remotely, improving flexibility and speed.
Data validation and pre-filled fields reduced errors and ensured complete, accurate submissions.
Digital signatures replaced physical paperwork, improving legibility and reducing processing time.
SharePoint integration securely stored documents in organised folders, enhancing compliance and accessibility.

Our Solution

To address the challenges in the company’s recruitment process, we implemented a Power App designed to streamline and automate the workflow. This solution eliminates the need for manual downloads, physical paperwork, and the associated risks of human error. Managers can access the latest version of the new starter forms directly within the Power App, ensuring they always use the most up-to-date templates. Once the manager completes their portion of the form, the Power App automatically sends an email to the new employee. This email contains a secure link to the form, which the employee can access and complete at their convenience.

The form includes data validation rules to ensure all required fields are completed accurately. Pre-filled fields reduce the amount of manual entry required, minimising the risk of errors. Employees can digitally sign the form, eliminating the need for physical signatures and scans. This ensures that all documents are legible and correctly formatted. Once the form is completed and signed, it is automatically submitted to the HR system for review. This reduces the time and effort required to process new starter documents. The Power App also creates a new employee folder on SharePoint, where all signed personnel documents are stored securely. This ensures that all documents are easily accessible and organised.

By leveraging the Power App, the company has streamlined its recruitment process, reducing errors and improving overall efficiency. Automated data validation and pre-filled fields significantly reduce the likelihood of incomplete or incorrect information. The automated workflow speeds up the recruitment process, reducing the time required to onboard new employees. Digital forms and signatures ensure that all documents are legible and easily accessible, both for managers and HR. Using the latest templates and ensuring all fields are completed correctly helps maintain compliance with company policies and regulations. This solution not only enhances the experience for managers and new employees but also ensures that HR can process new starters quickly and accurately.

Technology Stack

Canvas App

User Interface

Power Automate

Workflow Automation

SharePoint

Document Storage

Results & Impact

The implementation of the Power App significantly transformed the company’s recruitment process, yielding numerous positive outcomes.

Firstly, the automation of form management and submission drastically reduced the incidence of human error. Managers no longer had to manually download and fill out forms, which eliminated the risk of using outdated templates and ensured that all forms were completed accurately and consistently. The automated email notifications and secure links allowed new employees to complete their portions of the forms at their convenience, further reducing the likelihood of errors and omissions.

The inclusion of data validation rules and pre-filled fields ensured that all required information was provided correctly, minimising the need for follow-up communications and corrections. Digital signatures replaced the need for physical signatures and scans, ensuring that all documents were legible and correctly formatted. This improvement in document quality and accuracy significantly reduced the processing time for HR, allowing them to onboard new employees more efficiently.

The integration with SharePoint provided a secure and organised storage solution for all personnel documents. The automatic creation of new employee folders ensured that all signed documents were easily accessible and properly archived, enhancing both compliance and record-keeping.

Overall, the Power App solution streamlined the recruitment process, reducing errors and improving efficiency. Managers and new employees experienced a smoother and more user-friendly process, while HR benefited from faster and more accurate document processing. This transformation not only improved the overall experience for all parties involved but also contributed to a more efficient and effective recruitment workflow for the company.