Bild von zwei Personen, die sich die Hände schütteln, im Hintergrund in Tablet mit einem Formular und ein Laptop, Digitale Personalakte von valantic

Digital Personnel Record

Guaranteed GDPR-compliant – integrated into SAP and MS Office

The digital personnel record replaces the traditional paper file thereby letting you realize substantial efficiency gains. Thanks to the integrated full-text search feature, HR employees no longer need to squander time looking for the documents they need to perform their tasks. All HR-relevant documents – such as application documents, employment contracts, references, performance appraisals or promotions – can be accessed by any authorized HR employee at the touch of a button and are always up to date.

With SAP HCM’s integrated document management (ECM) solution, cuSmarText HR, HR employees work more productively, eliminate mountains of paper, and thereby reduce overall operating costs. In a nutshell, digital personnel records allow HR departments to perform their recruiting and management tasks more efficiently and achieve better results.


cuSmarText HR at a glance

  • Retrieval of the electronic record from any functions in the SAP HCM system
  • GDPR-compliant
  • 100% MS Office and MS SharePoint integrated
  • SAP ERP- and S/4HANA-enabled
  • Structured storage with drag & drop feature: customized configuration of the folder structure
  • Automated integration of PDFs output by the SAP system into the electronic record
  • Importing of original e-mails, including attachments, from MS Outlook and IBM Notes
  • Integrated scan feature with OCR text recognition
  • Full text search including in scanned documents
  • Follow-up with e-mail notification
  • Automated creation of documents and e-mails: references, employment contacts, e-mails including the use of SAP data
  • Digital signatures
  • Management and distribution of tasks for the release and approval processes for transactions and documents
  • Reviewing and accessing of SAP system contents directly in the e-mail application
  • Integration with SAP SuccessFactors
  • Audit-compliant archiving via ArchiveLink and optional cuSmarText server
  • Available in many other languages besides English (default) and German
  • SAP user interface for the HR expert, Fiori apps for the manager and for self-service features
  • Barrier-free

The software fulfills the EU GDPR requirements for Privacy by Design and Privacy by Default – and thus has the maximum protection of personal data as its default setting.

Infographic cuSmarText HR

cuSmarText HR is also perfectly integrated, letting HR employees retrieve the electronic personnel record directly from any commonly used SAP HCM (Human Capital Management) function, giving them access to all vital information, documents and e-mails at a glance and without system breaks. With the full-text and keyword search features, users are not only able to find character-based documents but also scanned documents quickly in the electronic personnel record.

No more missed appointments or deadlines

The integrated Event Agent notes appointments and deadlines, informs the responsible employee by e-mail and can automatically initiate downstream processing if necessary.

Digital signatures for easier working

Electronic signatures save a great deal of time and effort when signing contracts and documents. cuSmarText HR gives your employees access to proven technologies such as the DocuSign solution that is available for the web, as a mobile version and offline. It lets you create, manage, sign and archive contracts and contractually relevant documents in a legally secure manner within the SAP contract management system cuContract. Alternatively, signotec pen pads and tablet PCs can also be used for signing electronically. All variants are fully integrated into the cuSolutions.

Paperless pay slips

Another highlight for HR management is the ability to encrypt pay slips and other information – such as certificates and job references – before sending these to employees by e-mail.

cuSmarText HR is fully SAP certified

cuSmarText HR, which is available in two variants – for SAP ERP and SAP S/4HANA – integrates seamlessly, regardless of your company’s preferred system. The certificates “SAP Certified – Powered by SAP NetWeaver” and “SAP Certified – Integration with SAP S/4HANA” vouch for this.

Your contact for questions about personnel record

Portrait of Stefan Heins, Managing Director at Circle Unlimited - a valantic company

Stefan Heins

Managing Director
Circle Unlimited – a valantic company