valantic workdocs HR
Cloud-based personnel record: easy and secure
The cloud-based personnel record valantic workdocs HR serves as a personal assistant in every HR department, helping to reduce administrative workload and focus on the essential tasks: the employees.
A recent survey shows that 89 percent of HR managers consider administrative tasks as too time-consuming. The reason are often manual processes that still rely on paper documents and neither use digital personnel files nor electronic signatures. As a result, the administrative workload in many HR departments remains very high. The cloud personnel file valantic workdocs HR can change this: paper files disappear, HR processes are digitized and accelerated – everything secure and compliant.
Cloud-based personnel record valantic workdocs HR
The cloud-based document management valantic workdocs HR reduces administrative effort and increases the effectiveness of every HR department.
Inhalt
- 01 Simple cloud personnel record for SAP SuccessFactors
- 02 Advantages of cloud in HR work with SAP SuccessFactors
- 03 Highlights of cloud personnel file valantic workdocs HR
- 04 How digital signatures facilitate HR in the cloud
- 05 valantic workdocs HR: Your benefits and product versions at a glance
- 06 Checklist for cloud-based personnel file functions
- 07 FAQ about the cloud-based personnel record
- 08 Your contact for the cloud personnel record valantic workdocs HR
Simple cloud personnel record for SAP SuccessFactors
valantic workdocs HR is a cloud-based personnel file that is integrated into SAP SuccessFactors Employee Central as a SaaS solution. Cloud document management is a simple, fast and digital way to manage personnel documents and data. Finding easily: with just a few clicks using full-text search, filtering, and sorting. All HR-related documents, whether application documents, employment contracts or certificates, can be accessed and edited by authorized employees, ensuring they are always up to date. Modern security mechanisms protect sensitive personnel data from unauthorized access, in accordance with GDPR and other compliance regulations.
Document templates with intelligent field functions enable the efficient creation of personnel documents, which are automatically filled with employee data either from SAP or other database systems.
valantic workdocs HR integrates digital signatures ranging from simple to qualified signatures. As a result, legally compliant signature processes are accelerated and cost-efficient. All generated documents are versioned and can be directly transferred to the digital signature process.
The SaaS solution provides automatic updates and archiving of documents triggered by SAP SuccessFactors. Document deletions can be initiated on time and carried out according to the 4-eyes principle. The app can be opened directly from SAP SuccessFactors. All of this is facilitated by a single sign-on with SAP SuccessFactors.
Advantages of cloud in HR work with SAP SuccessFactors
In today’s digital world, the use of Cloud and SaaS solutions has become indispensable for businesses. These innovative technologies also offer numerous benefits in HR operations, optimizing workflows, and saving valuable time.
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1
Fast & easy implementation
The use of the Cloud and SaaS in HR operations allows for seamless integration and faster implementation compared to traditional on-premise systems. There is no need for extensive installations or worries about hardware and software updates. Instead, you can start using the solution immediately and benefit from its diverse features.
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2
Reduced workload due to work in Cloud
Cloud and SaaS solutions provide advanced tools and features that simplify HR operations. For example, automated processes can be used for managing employee data, vacation requests, and performance evaluations. HR documents can be created quickly using available templates or signed digitally. This reduces manual tasks, minimizes sources of errors, and increases the efficiency of every HR department.
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Low technical requirements
Using cloud-based and SaaS solutions does not require extensive technical infrastructure. Only a stable internet connection and a device are needed to access the solution. This eliminates high investment costs for servers and other IT resources.
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Simplified access
Cloud and SaaS solutions enable access to HR data and processes from anywhere, at any time. This means they can be accessed from different devices, whether in the office, at home, or on the go. This flexibility provides employees with easy access to relevant information.
Bassam Kharashfeh
Business Development SaaS at valantic
”Our cloud-based personnel record valantic workdocs HR is based on the SAP Business Technology Platform and the proven SuccessFactors foundation. As a result, you benefit from the reliability and security of an established platform developed specifically for the requirements of HR management. It is an out-of-the-box solution that requires no installation. valantic workdocs HR optimizes your workflows, saves time and increases efficiency.“
Highlights of cloud personnel file valantic workdocs HR
- Cloud-only as Software-as-a-Service (SaaS)
- Synchronization with SAP SuccessFactors Employee Central
- Open the app directly from SAP SuccessFactors
- Single sign-on with SAP SuccessFactors
- Digital document management
- Automatic updates and archiving of documents, triggered by SAP SuccessFactors
- Find documents with just a few clicks using full-text search, sorting, and filters
- Create, customize, and manage templates with DocumentBuilder. The templates are automatically filled with SuccessFactors employee data.
- Automated HR processes
- Task management and corresponding workflows
- Creation of document-related tasks, including notifications as reminders
- Microsoft integration
- Digital signatures from simple to qualified signatures: all eSign standards are integrated from a single source
- Self-service for employees
- Security mechanisms to protect sensitive personnel data, including role-based access controls, two-factor authentication, 4-eyes deletion principle for documents, audit compliance, GDPR compliance, legally compliant signatures, and much more
- Role management enables access for the following user types: technical administrator, HR administrator, manager, and employee
How digital signatures facilitate HR in the cloud
The use of digital signatures allows for online signing of documents without the need for a personal meeting or exchanging paper documents. It saves time, money, and resources. The benefits are numerous:
1. Increased efficiency: The use of digital signatures significantly speeds up the signing process. Documents can be electronically sent and signed within a short time. This reduces processing times, increases productivity, and enables focus on essential tasks.
2. Cost savings: Digital signatures not only save time but also money. Eliminating printing, shipping, and storage costs for paper documents significantly reduces expenses. Additionally, the costs of manually processing and archiving paper documents are eliminated.
3. Legal compliance: Digital signatures are legally binding and meet the applicable legal requirements. Modern technologies and security mechanisms ensure the authenticity and integrity of signed documents.
4. Flexibility and accessibility: With digital signatures, signatures can be made from anywhere and at any time. This enables smooth collaboration with external employees, service providers, and customers, regardless of geographical location.
5. Environmental friendliness: Digital signatures contribute to reducing paper consumption, benefiting not only by clearing filing cabinets but also making a significant contribution to sustainability. The environment also benefits from the move towards a paperless office.
valantic workdocs HR: Your benefits and product versions at a glance
Overview & Management
Easy Usability
Flexibility & Accessibility
Fast Workflows
Increased Efficiency
Synchronization with SAP SuccessFactors
Versions of valantic workdocs HR
STARTER
Personnel data management:
- Recording and centralized management of employee documents and data
- Self-Service: Option of updating employee information by employees on their own
Document management:
- Archiving and management of documents
- Role-based administration of documents
- 4-eyes deletion process for enhanced security
Security functions:
- Login with SAP SuccessFactors (SSO)
- Secure login with two-factor authentication
- Role-based access control
- Audit protocol for tracking activities
- Transport security for protected data transfer
- Virus scanner for checking documents
Administrative customization:
- Individual admin roles to adapt to the company structure
- Integration with Microsoft for seamless calendar visibility
BUSINESS
All functions of the Starter subscription
Digital Signatures:
- 500 documents p.a.
- Limited SES per document
- eIDAS & ZertES compliant
- European Private Cloud
- Serial & parallel signature process
PROFESSIONAL
All functions of the Starter and Business subscription
Signatures & Branding:
- Unlimited AES & QES per document
- Branding of the user interface
Document Builder:
- Automated and individualized creation of documents from templates
- Generation as individual or serial letters for mass correspondence
- All types of documents, e.g. certificates, contracts, forms, letters, notices
- Can be filled out automatically with data from SAP and other database systems
Cloud-based personnel record valantic workdocs HR
The cloud-based document management valantic workdocs HR reduces administrative effort and increases the effectiveness of every HR department.
Interview with Stefan Heins, Managing Director at valantic, about cloud-based HR systems
Checklist for cloud-based personnel file functions
Take HR processes to the next level with valantic workdocs HR
Unlimited access to all the intelligent functions of valantic workdocs HR increases effectiveness.
Digital personnel files with document management
4-eyes deletion principle
Employee management through HR & self-service
Secure login with two-factor authentication
Creation of HR documents using templates
Login with SAP SuccessFactors (SSO)
HR task management and workflows
Regulations and approvals
Role-based task reminders
Transport security
Microsoft integration
Role-based data access control
Electronic signatures
GDPR and compliance
FAQ about the cloud-based personnel record
The pricing of valantic workdocs HR depends on the number of employees in your company and the required functions. Each price package includes Digital Admin and Electronic Signatures. Click here to request a customized pricing plan for your requirements.
valantic workdocs HR provides integration with SAP Success Factors (SF). This allows you to seamlessly integrate valantic workdocs HR into your workflow. Available integrations include all SAP HXM solutions, cloud-based identity and access management services and much more. These integrations enable you to incorporate valantic workdocs HR optimally into your existing technology ecosystem and benefit from advanced functionalities.
With valantic workdocs HR cloud-based DMS, you not only get a simple way to store and manage your personnel records and documents, but also a solution for all approval and signature processes. It includes all relevant documents and information about an employee. Thanks to digitization, access to and management of this information is simplified and accelerated. Our platform optimizes your workflows, saves time, and increases efficiency.
The cloud-based personnel record provides numerous advantages over traditional paper-based record storage. These include improved efficiency and productivity as documents can be quickly found and edited. It also allows for secure and flexible access to employee information from anywhere and at any time. The digital personnel record also supports compliance with data protection regulations and facilitates collaboration in personnel management.
The protection of personal data is of utmost importance. A reputable solution for the digital personnel record implements comprehensive security measures to control access to the records and prevent unauthorized access. This includes encryption technologies, access controls, and logging of all activities.
When introducing a digital cloud-based personnel record, certain legal provisions must be complied with, particularly regarding data protection. It is important to consider the data protection requirements of the respective region or country and obtain the consent of employees for the electronic storage of their data.
The transition from paper records to a digital personnel record requires careful planning and execution. Processes for scanning and indexing the existing documents need to be established. Additionally, a suitable software solution is required to enable efficient management and search of the digital records. Training and clear communication with employees are also crucial for a smooth transition. Our experts in the IT field provide various packages for our scan service. Feel free to inquire without obligation.
