Employee Document Automation

Overview

In HRT applications, managing large volumes of documents (such as employee records, contracts, onboarding forms, etc.) is often a time-consuming and error-prone manual task. HR teams frequently need to upload multiple documents for numerous employees in a single batch, which involves repetitive steps such as logging into the system, navigating to the document upload section, and selecting or uploading each file.

This manual process is not only inefficient but also exposes the organization to the risk of human error, document misplacement, and delays in processing.

Expected benefits

  • Speed: The RPA bot can process hundreds or even thousands of documents within minutes, far faster than manual uploads.
  • Error reduction: With automated document selection and upload, the chances of human error such as selecting the wrong document are minimized.
  • Consistency: Every document is uploaded according to a standardized, repeatable process, reducing inconsistencies.
  • Exceptional handling: RPA logs each action, providing an audit trail for monitoring and troubleshooting.

Prerequisites

  • Ensure Infor HRT is provisioned in the tenant.
  • Ensure the IDM Document Type and Business Context Configuration is completed.
  • Ensure Infor AI is provisioned in the tenant.
  • Ensure that RPA Management is installed and configured. For example, documentPath, HROrganization, and tenantID.
  • The RPA bot must be configured to interact with the HRT application, which includes navigating through the document upload screen.
  • Verify that the documents are in the correct format (PDF, image and so on.) and named appropriately for batch uploading.
  • Ensure the documents to be uploaded are saved in a designated folder on your computer or network drive.

Troubleshooting

These are some common errors:

  • Files formats other than pdf or image (jpeg, png) are not supported.
  • Missing employee name in document.
  • No employee details found in HRT matching the employee name from the document.
  • Duplicate employees found in HRT.
  • Upload errors such as: Unable to upload duplicate documents.

For any errors with document uploads, the reason for failure is logged under ExceptionHandling and the document is moved to the Exception folder. To resolve the errors:

  1. Review the logged error to identify the cause of the failure.
  2. Correct the issue. For example, adjust the file format, update employee details, resolve duplicates, and so on.
  3. Once the issue is fixed, upload the document to the application again by placing the document in the InputFile folder.