- Case Studies
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.
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.
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.
Head of the main department VITA at the Wood & Metal Trade Association
”We use cuSmarText HR in the HR division for all incoming and outgoing documents, the financial benefits file and the task manager, among others. The solution offers a wide range of features and is fully SAP-integrated. While working with Circle Unlimited, we have realized time and again the great architecture that lies behind the product.“
100% integration of Microsoft and IBM Notes applications
Thanks to the seamless integration into Microsoft systems, cuSmarText HR and Microsoft products complement each other perfectly, letting you store documents and information from an MS Office application directly in the electronic personnel record. You can also import any e-mail from MS Outlook and IBM Notes in a single cuSmarText-HR step, as well as send e-mails from the digital personnel record itself.
Another benefit of cuSmarText HR is that users can search content from the SAP system directly in the e-mail application, making jumping between applications a thing of the past. The resulting list with a preview of the main information is displayed in IBM Notes or MS Outlook. Users can then jump to the corresponding master data or object in the SAP system with a single click.
The integrated Event Agent notes appointments and deadlines, informs the responsible employee by e-mail and can automatically initiate downstream processing if necessary.
Automatic generation of document and e-mails
The integrated cuDocument Builder lets you create, send and archive documents for standard correspondence – such as certificates, letters, forms, appraisals or employment contracts – automatically in docx or PDF format. E-mails can also be created and designed quickly and easily – directly from any SAP HCM or MS Office function.
For this, the legal or HR departments create templates which specify the structure and content of the different sections of the various document types. They also define whether and at which points subsequent users may change or supplement the templates and which rules must be observed. From these finished, released templates, the clerk simply has to select the template that is automatically recommended in the respective editing step and manually replace any placeholders as required if these cannot be filled from SAP system infotypes or cuSmarText HR data.
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.
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.
Integration into SAP SuccessFactors
The digital personnel record can be integrated easily into the cloud-based platform for human resources management, SAP SuccessFactors, via an interface allowing e.g. data and documents to be automatically transferred to the classical SAP HCM system in the course of a hiring process. cuSmarText HR automatically creates the HCM master data and digital personnel record there, along with any already existing documents. Viewing and access rights are issued strictly according to roles and company divisions and only those data which are absolutely necessary are retained in compliance with GDPR.
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.