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How to automate the request for documents from new employees depending on the type of contract to be made?

Transform your employee hiring process! 🚀 Learn how to automate the request for documents from employees in simple steps. #DigitalTransformation #Automation
Picture of Veronica Meza

Veronica Meza

Automate the request for documents from new employees

Even today, automating the request for documents from clients, users, and employees remains a challenge for many organizations.

Recently, I had the opportunity to present the webinar “Document Management for HR Departments.” In this webinar, we demonstrated live how HR departments, talent management, or human resources (HR) can use Athento to automate the request for documents and other employee or collaborator management tasks.

One of the tasks we showcased in the webinar that can be automated is the request for documentation from candidates to proceed with their hiring. Specifically, we demonstrated how, depending on the type of contract selected, Athento takes care of requesting the necessary documents from new employees to process their hiring.

In this digital transformation guide, we want to show you how you can automate the request for documents yourself—without technical assistance.

Let’s get started!

Prerequisites for the tutorial

To follow this tutorial on how to automate the request for documents, you will need to create the following entities in Athento:

Team Telento Humano
  • Create a space to store documents. In the webinar I mentioned earlier, we created several spaces, but for this tutorial, you only need one. You can name it whatever you like 😉 How to create a space in Athento?
  • You will need different forms. For example, the employee record or collaborator file, and a form for each type of document you want to request from candidates (for example: ID card, social security card, bank certificate, diploma, etc.).

💡 Pro tips for your form:

You can activate the navigator for quick navigation between the form and related items in cases where you have very large forms.

  • The employee record you create will need an email field to store the employee’s email address and where the document request will be sent. How to create fields in Athento?
Campo desplegable Tipo Contrato

Perfect! Now that you have the essentials to follow this tutorial, let’s get started!

Configuration to automate the request for documents

Athento allows sending document requests to external users. In the example scenario, the candidate or new employee will receive an email with a link that enables them to upload the necessary documents according to the type of contract they are being offered.

In Athento, we will configure that depending on the selection in the contract type field, a button will display with specific settings for requesting documents for that contract type. Therefore, when the contract type is “Permanent,” an HR internal user will see a button that, when clicked, sends the document request notification to the candidate according to that contract type.

If in your country, the required documentation for hiring a new employee does not vary based on the contract type, you can have a single button for this purpose.

Boton solicitud docs contrato indefinido

Follow the following configuration steps to automate the request for documents from employees:

1. Operation for Document Request

In the space where you will manage your records, go to the Automation tab and search for the automation “Create required documents request (configurable)”. You can find detailed information in the following article: How to request documents from external users on demand?

To install operations on the space, refer to the following article:

How to activate operations in a space?

In our example, since we will have 3 different contracts, you will need to install the operation 3 times. Since we are using operations through buttons, in the Processing Phase of the operations, you should specify “Without phase”.

operacion-solicitud-documentos

Now let’s look at the configuration of the automation. The first part of the configuration is the same for all 3 operations: in the first parameter, you specify the field where the candidate/employee’s email is stored. In the domain, you should indicate your Athento URL. Check the box for “Send by email”. Finally, in the Notification Template, you need to specify the email template you want to use. If you don’t want to customize the email with your corporate branding, you can use the generic template provided by Athento called “document_request”. How to configure an email template in Athento?

configuracion-operaciones-solicitud-documentos

The part where the operation configuration changes is in the “Type of documents to request” field. Here, you will need to select the forms or document types for each type of contract.

Remember, each operation will request documents for a specific type of contract. We recommend renaming the operations so you can easily identify each one.

configuracion-operacion-2

2. Create the buttons

Create 3 button-type fields:

1. Request documents for fixed-term contract.
2. Request documents for indefinite contract.
3. Request documents for apprenticeship contract.

3botones

Next, we link the operation to the corresponding button. You do this from the field configuration, under the Advanced Settings section.

For more details on this functionality, refer to the article: How can I execute an operation when a user modifies a field?

With these two steps completed, you can now test your buttons and execute the document request from them.

3. Button visibility rules

In our use case, depending on what the HR or Human Resources management user has selected in the “Contract Type” field, we want to display the button that requests documents for that specific type of contract.

Up to this point, all 3 buttons are visible on the form. Now, we will configure visibility rules or field automations so that only the corresponding button is shown at any given time.

To show/hide fields on a form, go to the field configuration and click on the “Automation” tab.

Pestaña Automatización campo tipo botón

The next step is to configure the filter to show/hide the field based on the selection of the “Contract Type” field. The rule would be something like this:

Show the “Request documents for fixed-term contract” button when the “Contract Type” field is set to “Fixed”. Otherwise, hide the field.

Solicitar documento fijo

Each button-type field will need its corresponding automation configured.

For more information on setting up visibility rules, you can refer to the article:

Applying visibility rules to fields in a document

reglas-visualizacion-campo

¡Done! Now you can test it

If you have followed all the previous steps to automate the request for documents from employees, now when you select the Contract Type field, only the button corresponding to that type of contract will be displayed. In our case, the candidate receives an email like the one shown below:

Notificación solicitud de documentos

When the candidate clicks on the link in the email, Athento will show them a web page where they can upload the documents. This page is customizable, and we have applied our corporate styles to it.

Enlace para cargar documentos requeridos
Documentos requeridos para cargar

We hope you’ve enjoyed this new recipe for digital transformation and are eager to begin automating document requests for new employees as soon as possible.

As you can see, automating the request for documents from employees is a process without technological barriers for business users, thanks to Athento’s low-code approach. Athento offers autonomy, easy configuration, and ready-to-use automations that reduce the time required to transform any process.

Whether you want to automate document requests from employees or apply it to other business processes such as customer or user onboarding, or launching new products, contact us. We’ll help you make your processes faster and more accurate in record time.