Guaranteed GDPR-compliant – integrated into SAP and MS Office

Digital Personnel Record

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.

Business persons talking in the office

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
  • 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.

Mockup Product Sheet Digital Personnel Record

Product sheet: Digital Personnel Record in SAP

The reliable digital personnel record cuSmarText HR eliminates long searches for documents. Processes are accelerated and the productivity of the HR department is increased.

Get to know more about personnel record in the product sheet Get to know more about personnel record in the product sheet

Dr. Michael Heyder
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.“

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Bild von einem Tablet, Digitale Personalakte valantic

100% integration of Microsoft 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 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 MS Outlook. Users can then jump to the corresponding master data or object in the SAP system with a single click.

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.

Bild eines Computerbildschirms mit der Benutzeroberfläche von cuSmarTextHR für die digitale Personalakte

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.

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.

Bild von einem Mann, der einem Kollegen etwas erklärt, Digitale Personalakte valantic

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.

Headline 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.

SAP certificate of NetWeaver and S/4HANA
Mockup Product Sheet Digital Personnel Record

Product sheet: Digital Personnel Record in SAP

The reliable digital personnel record cuSmarText HR eliminates long searches for documents. Processes are accelerated and the productivity of the HR department is increased.

Get to know more about personnel record in the product sheet Get to know more about personnel record in the product sheet

Project plan for the implementation of cuSmarText HR

The implementation of the personnel record software cuSmarText HR follows clearly defined and customized project steps.

During a first kickoff meeting with valantic experts the project gets structured. This is followed by installation and setup of the standard software. In workshops the individual needs of the users are identified and described in a written concept, followed by an individual customizing by valantic. Key users are trained and introduced to all functions of the software, even before the personnel record goes live.

Our experts will be available at all time for technical support or questions and can also make adjustments and extensions if the users’ needs change.

valantic project plan as a roadmap

Your contact for questions about personnel record

Portrait of Stefan Heins, Managing Director at valantic Enterprise Solutions GmbH

Stefan Heins

Managing Director
valantic Enterprise Solutions GmbH