Why to use HR document generation software

Manual Template Population is Expensive

HR has a lot of importance in the modern-day organization ranging from strategic planning to company image building. But manual activities are burdening HR teams to reach their full potential.HR activities like recruiting, hiring, disputes, certifications, and reviews together generate a staggering amount of documentation. Most HR departments still have a heavy reliance on manual document creation. This documentation starts even before an employee is hired and continues well after that person has left the organization.

Cut and paste from existing documents or manual filling templates with repetitive data is expensive, slow, and often error-prone. Delete a wrong clause, wrong joining date or forget to change a name in benefits enrollment document or employment contract document - the entire process can go off the rails. On top of it, each of these manually created documents requires careful checking thus injecting a lot of inefficiencies and wastage of time.

According to an IDC research report, HR teams spend 80% of their time working with documents. Utilizing document generation software improves their productivity by leaps and bounds. This also significantly reduces the business/compliance risks.

How HR document generation software works

HR document generation software can bring dramatic productivity gains for both large and small organizations. For a company with hundreds of employees, especially in high-turnover industries, automating document creation can result in dramatic savings and significantly reduce administrative overheads. And for small/medium companies with limited resources, this improves process turnaround time and gives them the ability to more with fewer resources.

You can auto-generate thousands of HR documents in PDF and Word formats in one go. Also, these systems auto-generate fillable form from HR templates for entering dynamic field data. Populating this form for generating individual document through this approach reduces cut-and-paste errors and improves speed.

You could argue why not use mail merge macros instead for document creation. If your forms are simple with limited fields, macros are an option to consider. But templates are not constant and they undergo changes time-to-time. Every time you would need IT support to make changes. Hence maintenance becomes a big headache.

Moreover, placing template master in a shared folder and asking everyone to use that is a recipe for failure. Template governance becomes even more difficult in the case of multi-location offices.

Despite your investments in HCM and other applications, automation gaps and a lack of integration with your existing systems for document generation can adversely impact the quality of the employee experience.

Why EDocGen HR document generation software

EDocGen is NextGen HR document generation software and takes the pain out of template creation, typically associated with document generation systems. You don’t need IT team/technical skills for template creation and it is designed for business users to generate documents faster.

With EDocGen users can use existing document formats to auto-generate documents. It doesn't force users to switch to the system's templates/formats. It’s a genuine DIY document generation system and doesn’t any IT support with a very small learning curve.

Interactive HR document creation: EDocGen auto-generates fillable forms out of your templates. Often while filling documents, you might have encountered a scenario where you enter the same value (Ex: Employee name) at multiple places in the document. With EDocGen you enter the value in the form only once and the system fills at for all multiple occurrences of that field in the document.

On-demand HR document creation: EDocGen integrates with your HRMS systems through Zapier/API to generate HR documents on-demand. For example, once a new starter record is entered into your system, the employee contract is automatically generated and mailed for e-sign.

Bulk HR document creation: It also allows the population of XML/Excel/JSON into HR templates for multiple documents generation. If you maintain your employee data in HRMS or ERP systems, you can export it in any of these formats.

EDocGen HR document generation software supports the dynamic population of text, tables, images, content blocks, hyperlinks, etc. It is extremely flexible to generate different kinds of HR documents as it supports conditional statements, multi-lingual templates, and calculations. The system archives the generated documents to document management systems such as SharePoint.

Refer to bonus letter and offer letter creation examples. Book a demo to find out how EDocGen can help your business.