Digital Personnel File Management

Your entry point into the digitization of HR! Manage your personnel files easier, faster and more secure than ever before.

Benefits of Onfinity Digital Personnel File

All personnel info at the push of a button, available in seconds

Get an overview of all important information about your employees, with just a few clicks. All personnel-relevant documents are directly available in the digital personnel file.

Save time, money, space and use less HR personnel

Our document personnel file solution saves you hundreds of hours of manual work per year and document storage space in your company, making the HR processes more efficient and sustainable.

Integrate it with your current HR software solution

Onfinity Digital Personnel File can be integrated with SAP SuccessFactors, Oracle HR, Workday or any other HRM solution you currently use, enabling digital transformation of your HR department.

Highly scalable document management and processing

Support millions of documents simultaneously without any limitations. Moreover, the document viewer functionality lets you view 170+ different document formats.

Maximum data protection with role-based access and encryption

Our digital personnel file solution protects confidential employee data better than a paper file! It provides highly secure document encryption and role based access, enabling users to see only what they are allowed to see.

Integrated digital signature to ensure compliance

Sign documents digitally and enable multiple signatories to endorse a single document. Approve workflows on mobile devices with the use of digital signatures and track documents from the beginning till the end.

Enabling digital HR processes with digital personnel file

The personnel and salary data from Onfinity HR and Payroll solution or any other HRM solution that you currently use, will be automatically transferred to the digital personnel file and updated regularly. As a central information base, the digital personnel file ensures secure and optimized HR processes.

Workflow Automation

Design different workflows with specific rules and logic relevant to the tasks to drastically decrease human errors and make your HR department more efficient. Automatically route documents for approval and notify users of the action required.

Custom forms and templates

Design different forms and templates to speed up the creation of standard documents such as contract templates, leave request forms, workforce reports, and many others. Make these documents available to the appropriate team member within seconds.

Regulatory compliance

Onfinity Digital Personnel File may be configured to ensure various regulatory compliance standards such as ISO, FDA, GDPR, etc., in different countries and law jurisdictions.

Employee Self-Services

Save an inordinate amount of your HR executive’s time! With the Onfinity Employee Self-Service (ESS) platform, your employees will have quick and easy access to their own electronic personnel files or employee files. They can record and update requests, submit claims, upload picture proof of relevant transactions and more through our mobile app or the web browser.

Manager Self-Services

Enable your managers and supervisors to see documents and reports related to an employee - from the application to the employee's departure. With our role-base data security functionality, you can set up a restricted access into employee files - users can see only what they are allowed to see.

Our digital personnel file is simple as paper - only smarter!

And it has all the document management features you’ll ever need.

Document Input

Scan and upload documents from multiple platforms. Choose between manual or bulk upload and automate the document input processes.

• Upload from external repositories such as Google Drive, Dropbox, Microsoft OneDrive, etc.
• Upload documents from mobile app
• Upload documents via web services

Document Indexing

Categorize every document accurately with a completely automated DMS engine that supports and manages millions of document formats, allows content recognition and OCR in 27 languages and automatically index all documents.

• Custom document numbering
• Indexing metadata and document revision
• Extendable metadata fields

Document Search

Search in the content of a large number of documents within seconds. Onfinity Digital Personnel File comes with safe and powerful document search engine which helps you with:

• Document content and metadata search
• Advanced search on all document attributes

Document Processing

Create documents using templates and link them to respective records in the system. Access the in-built document editors for different file types.

• Forward, move and share and email documents
• Check-in and Check-out documents
• Revise Documents

Complete Customization

Onfinity allows you to customize the document management engine to align it completely with your business processes:

• Create customized windows and records
• Generate custom fields, reports, dashboards
• Add custom document attributes
• Describe custom workflow